Manipulating Use Data: PivotTables and XML

Tansy Matthews

June 2008

Why?

VIVA (The Virtual Library of Virginia) is a consortium of:

39 state-assisted colleges and universities at 55 campuses

+ 33 of Virginia's independent (private, not-for

profit) colleges and universities +

other Educational and Research Institutions

Why?

X 30 products

X 12 times a year

+ Annual report

=

What are PivotTables?

Excel Tool Translates columnar data into a table that

can be sorted on any of the column headings.

Raw data

Institution Product Requests Date Inst_ type Data_type Vendor FYJetson Space Institute Cyborg Growth & Design 3 Sep-06 Private Full-Text Superhero Journals Press FY07Jetson Space Institute Cyborg Growth & Design 1 Nov-06 Private Full-Text Superhero Journals Press FY07Jetson Space Institute Cyborg Growth & Design 1 Feb-07 Private Full-Text Superhero Journals Press FY07John Q. Public College Cyborg Growth & Design 9 Jul-06 Public 2-YearFull-Text Superhero Journals Press FY07Oscar Mayer U Cyborg Growth & Design 9 Jul-06 Public 4-YearFull-Text Superhero Journals Press FY07Oscar Mayer U Cyborg Growth & Design 6 Nov-06 Public 4-YearFull-Text Superhero Journals Press FY07Oscar Mayer U Cyborg Growth & Design 4 Jan-07 Public 4-YearFull-Text Superhero Journals Press FY07Oscar Mayer U Cyborg Growth & Design 2 Feb-07 Public 4-YearFull-Text Superhero Journals Press FY07Whatsamatta U Cyborg Growth & Design 12 Jul-06 Doctoral Full-Text Superhero Journals Press FY07Whatsamatta U Cyborg Growth & Design 20 Aug-06 Doctoral Full-Text Superhero Journals Press FY07Whatsamatta U Cyborg Growth & Design 6 Sep-06 Doctoral Full-Text Superhero Journals Press FY07Whatsamatta U Cyborg Growth & Design 29 Oct-06 Doctoral Full-Text Superhero Journals Press FY07Whatsamatta U Cyborg Growth & Design 24 Nov-06 Doctoral Full-Text Superhero Journals Press FY07Whatsamatta U Cyborg Growth & Design 22 Dec-06 Doctoral Full-Text Superhero Journals Press FY07Whatsamatta U Cyborg Growth & Design 9 Jan-07 Doctoral Full-Text Superhero Journals Press FY07Whatsamatta U Cyborg Growth & Design 41 Feb-07 Doctoral Full-Text Superhero Journals Press FY07Jetson Space Institute Cyborg Growth & Design 1 Oct-06 Private Full-Text Superhero Journals Press FY07Jetson Space Institute Cyborg Growth & Design 31 Nov-06 Private Full-Text Superhero Journals Press FY07Jetson Space Institute Cyborg Growth & Design 3 Jan-07 Private Full-Text Superhero Journals Press FY07John Q. Public College Cyborg Growth & Design 8 Jul-06 Public 2-YearFull-Text Superhero Journals Press FY07John Q. Public College Cyborg Growth & Design 2 Aug-06 Public 2-YearFull-Text Superhero Journals Press FY07John Q. Public College Cyborg Growth & Design 2 Sep-06 Public 2-YearFull-Text Superhero Journals Press FY07John Q. Public College Journal of Cartoon Physics 1 Feb-07 Public 2-YearFull-Text Superhero Journals Press FY07Oscar Mayer U Journal of Cartoon Physics 5 Jul-06 Public 4-YearFull-Text Superhero Journals Press FY07

PivotTable

Journals Press Full Text FY 07 Institution Inst_typeJetson Space Institute John Q. Public College Oscar Mayer U Whatsamatta U Grand Total

Product Date Private Public 2-Year Public 4-Year DoctoralCyborg Growth & Design Jul-06 17 9 12 38

Aug-06 2 20 22Sep-06 3 2 6 11Oct-06 1 29 30Nov-06 32 6 24 62Dec-06 22 22Jan-07 3 4 9 16Feb-07 1 2 41 44

Cyborg Growth & Design Total 40 21 21 163 245Journal of Cartoon Physics Jul-06 2 1 5 66 74

Aug-06 1 49 50Sep-06 1 1 13 15Oct-06 4 10 14Nov-06 7 3 10 20Dec-06 1 3 5 9Jan-07 1 1 13 15Feb-07 1 1 4 12 18

Journal of Cartoon Physics Total 17 2 18 178 215Mad Scientist Weekly Jul-06 26 12 21 75 134

Aug-06 8 1 2 124 135Sep-06 116 6 194 316Oct-06 12 10 187 209

Manipulating the PivotTable

Changing the Data Fields

Data Collection Over Time

Consistent format allows data to be easily concatenated.

PivotTables can be refreshed when new data is added.

Charts can be generated directly from PivotTables.

Example: extended_report.xls

Creating a PivotTable

Excel Data>PivotTable and PivotChart Report Choose source of data & data range

Select a static range Import

Place data headings Example file:

journals_example_sourcedata.xls

Why XML?

XML facilitates the importation of data into Excel.

Allows the user to determine where the data “lands” when it’s imported – imperative for maintaining a consistent data format over time.

What is XML?

Extensible Markup Language similar to HTML XML data tags label the structure (not the

appearance) of the document Human-readable markup language XML documents must be translated by a

separate program or application (e.g. Excel) - otherwise, they’ll appear as marked up text.

What does it look like?

Example file: sjp_07.xml

How do I get it into Excel?

Open Excel Select Data>XML>Import Example: import sjp_07.xml into Excel

Using XML in Excel

Select data to be imported Assign data positions (map elements) Change field names

Adding new data

Data>XML>XML Map Properties For example:

Overwrite(sjp_07_march.xml)

Append (dup_07.xml)

Who provides XML?

http://www.projectcounter.org/articles.html

What is Project COUNTER?

Counting Online Usage of NeTworked Electronic Resources

Standards for usage reporting

Standard format makes compilation easier: Example

Help!

Some resources: lib-stats listserv: "Lib-Stats hosts information useful for the

analysis of usage statistics in academic (and other) libraries. Current issues are debated on the lib-stats mailing list." To sign up for the mailing list, send an email to lib-stats-request@ncl.ac.uk.

microsoft.public.excel: From Google groups. A general discussion group for Excel users. More specialized groups are also listed in Google groups. A good source for VBA macros.

OzGrid Forum: A good source for Excel tips and VBA macros.

Additional Information

http://www.vivalib.org/stats_training/caval_june_2008.html Stats resources Example files PivotTable Tutorial

Questions?

www.vivalib.org

tmatthe6@gmu.edu

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Questions?

www.vivalib.org

tmatthe6@gmu.edu