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1. Introduction to Alma Analytics

1.1 Introduction to Alma Analytics

Notes:

Hi, and welcome to this presentation on the Alma Analytics module.

Published by Articulate® Storyline www.articulate.com

1.2 Agenda

Notes:

Analytics is the statistical reporting module in Alma.

Statistical reports created in Analytics can be used to satisfy institutional reporting requirements, and assist in decision making, for example:

Which electronic resources are used most and which least?Which physical books and journals also exist in electronic format?

You can also create operational reports in Analytics that can be exported to Alma and used for running batch processes on sets of records, for example, to assign an expiration or purge date to user records. In our session, we will discuss a number of topics related to working with Analytics.We will discuss the user roles required for accessing Analytics, and how to access the Analytics module.We will cover how to run “out-of-the-box” reports, how to create a new analysis, and how to make graphs.We will explain how to display widgets on your Alma homepage based on reports you create in Analytics, and how to subscribe to reports.We will also see how a report in Alma Analytics can be used to create a set in Alma.


1.3 Introduction

Notes:

Alma Analytics is built on the Oracle Business Intelligence module called OBIEE.Data from your Alma production environment is exported to Analytics every night, which allows you to create reports based on your recent and historical library activities. This data can be found in widgets in Alma. We’ll learn how to configure these a bit later. You can also run pre-defined reports, provided by Ex Libris “out-of-the-box,” and create new reports.You can share the results of your reports with other users in your institution, as well as share your customized report templates with other Alma customers.


1.4 User Roles

Notes:

To run reports in the Alma Analytics environment, you must have the Design Analytics Role.You must also have at least one Administrator role, such as Fulfillment, Acquisitions, Catalog or General System administrator.

1.5 Login and Logout


Notes:

If your user has the required roles, the ‘Design Analytics’ link displays under the Analytics section of the Alma menu.

1.6 Login

Notes:

Clicking on ‘Design Analytics’ takes you into the Analytics environment, which opens in a new tab in your browser.Login to Analytics will take place automatically.


1.7 User Configuration

Notes:

Once inside the Analytics module, you can customize your display parameters. Click your username in the upper right corner of the screen and then click ‘My Account’.

1.8 My Account

Notes:


The My Account dialogue box pops up, where you can change your Starting Page, location, interface language, and Time Zone, among other things.Click OK to close the My Account pop-up.

1.9 Home Tab

Notes:

At the top of the Analytics screen, there are a number of tabs.Under the Home tab, you can see recent dashboards, and the most popular reports and dashboards.Popular reports are determined per user, based on the reports and dashboards they have accessed the most. More on dashboards shortly.


1.10 New and Open Tabs

Notes:

The “New” tab is where you can create new Analytics entities, such as Analyses, Dashboards and PromptsClick the link to display a list of entities you can create. Analyses are queries against your organization's data that provide answers to business questions, and allow you to explore and interact with information by visually presenting the data to the end user. Dashboards provide interactive access to information that is actionable and dynamically personalized based on the individual's role.

Unlike the “view only” permissions associated with analyses, the user has full capability for drilling, navigating, modifying, and interacting with these results. Dashboards can also aggregate content from a wide variety of other sources, including the Internet, shared file servers, and document repositories. Prompts are reports that allow end users to specify the data values that determine the content of the analysis.For example, defining the date scope of a report, or limiting an analysis to a specific location or material type. In this presentation, we will cover how to run out-of-the-box reports and create new ones as well.Lastly, by clicking on the Open tab, you can access reports that you created previously and many


popular reports.

1.11 Catalog Tab (My Folders)

Notes:

In the “Catalog” tab you can see all reports available for your user.Reports are saved in the folders in the left panel of the screen:Reports saved under ‘My Folders’ remain private.To share a report, save the report to a location in the “Shared Folder” - which we will cover next.To create a new folder, click on the down arrow and select ‘Folder’


1.12 Shared Folders

Notes:

The Shared Folder, which is where public reports are saved, has 3 subfolders: The Alma folder The Local Institution folder and The Community folder Let’s discuss each folder and it’s purpose.


1.13 Alma

Notes:

The Alma folder contains out-of-the-box reports provided by Ex Libris to all customers.This folder contains subfolders such as Acquisitions, Fulfillment, Inventory and Cost per Usage.

The Events subfolder, contains reports based on the Events Subject Area.As the name implies, the Events Subject Area contains information about events generated in Alma.For example, creating a new bibliographic record is registered as an event.By using the Events Subject Area, you can report on how many new bibliographic records were created by each cataloger.


1.14 Institution

Notes:

The second subfolder under the Shared folder is your institution’s local folder.In this folder, you save customized reports that can be shared with users in your institution and displayed as widgets on a user’s Alma homepage.This is the only folder in which customized report templates can be saved. We will cover the creation of widgets and how you can save and share your reports, later in this session.


1.15 Community

Notes:

The third subfolder under the Shared folder is called “Community.” This folder contains report templates created by Alma customers who have chosen to share those templates with the Alma community Report templates in the Community folder are saved in a subfolder named for the institution that submitted it.Although the report templates were created by other Alma customers, running these reports from your environment will bring results based on your own data.After you receive your production environment, your institution can contribute report templates for the benefit of the wider Alma community.


1.16 Run, Edit, and Save

Notes:

Navigate to a subfolder that contains reports. For example: Shared Folders > Alma > Acquisitions > Reports Three options display below the reports: 1. Click Open to run the report. This allows you to see the results of the report.2. Click Edit to run the report in edit mode. This allows you not only to see the results, but to edit the report template.3. Click More to display additional actions, such as printing or exporting the report.


1.17 Run (Open)

Notes:

When you click on “Open,” the report is run, and the results are displayed immediately. From the results page, you also have the option to click one of the links at the bottom of the report to edit the graphic or visual layout of the screen or to change the report criteria. You can print or export the report from this area. If you modify the report and try to save it, the following error will display, notifying you that the report can only be saved under your institution’s folder.


1.18 Create a New Analysis

Notes:

To create a new report, click on the “New” Tab at the top of the Screen, and then click “Analysis” The list of subject areas will display. Select the subject area for which you want to create a report. Reports based on multiple subject areas, as well as reports based on the results of other reports, are also supported. For more information, consult the Knowledge Center.


1.19 Create a New Report

Notes:

Upon selecting a subject area, the screen refreshes to display the “Criteria” tab, where you can start building your report.Each subject area contains the following types of information, which can be added to your report.Take a moment to click on each of the 4 buttons to learn more about each of these elements, and when you are finished, click next.

Fact Table: Consists of the measurements, metrics, or facts related to a business process, and contains the core part of the subject area.Dimensions: Dimensions are tables that contain descriptive attributes (or fields) that are typically textual fields or discrete numbers behaving like text.Dimension attributes such as Library Code, Vendor Name, or Loan Date, provide context to the “facts.” If two Subject Areas contain a common Dimension, these Subject Areas may be used in the same report. Measurement Columns: These hold a simple list of data values that can change or can be counted or aggregated in some way. Measurement columns are usually located under the Fact Table Description Values: These are nested under dimensions, and contain subject areas that hold a flat list of values, that are also known as members.No hierarchical relationship exists between these members.


Tab2 (Slide Layer)

Tab3 (Slide Layer)


Tab4 (Slide Layer)

Tab5 (Slide Layer)


Tab6 (Slide Layer)

Tab7 (Slide Layer)


1.20 Criteria Tab

Notes:

Measures and Descriptions can be added to the report by dragging the icon from the left panel and dropping it into the Selected Columns panel, or by double-clicking the icon.Once added to the Selected Columns panel, icons can be dragged and dropped to rearrange their order. Measures and Descriptions can be removed from the Selected Columns panel by clicking the down arrow and then clicking ‘Delete’


1.21 Adding Filters

Notes:

You can add filters to fields in the report by clicking the down arrow and then clicking Filter The New Filter dialogue box pops up. Choose the desired operator, and add the value to the value box. Operators may be numerical, alphanumeric, top ranking, bottom ranking, including or excluding null values. You may add multiple filters to a given field. Details of filters you have added to the report are displayed in the Filters panel.Note that you can remove filtered fields from the report without removing their filters. To remove filters, place your cursor over the filter and click the red ‘X’.


1.22 Keeping Your Report Current

Notes:

Reports in various subject areas are often filtered by a specific date criteria, such as before, after, or in between dates.You can customize the filter so as to use a relative date rather than a fixed date, for example, one year ago from today. To do so, convert the filter to an SQL query and modify the query to use a relative date. The value of the Timestamp parameter can be Day, Month, or Year.


1.23 Results Tab

Notes:

To view the results of your analysis, click the “Results” tab. Any column in the results page can be sorted in Ascending or Descending order by clicking on the up/down arrows to the right of the field names in the report header. You can continue to modify your analysis by returning to the “Criteria” tab. Changes in the Criteria tab are updated immediately in the Results Tab.


1.24 Report Examples

Notes:

Let’s create an example:Feel free to open your own analytics environment, and try out these steps. Don’t worry, we can wait.We’ll create a report of the number of loans that have been borrowed within the last year, according to library, location, and circulation desk name.Click on the ‘New’ Tab Then, click on ‘Analysis’ And lastly, choose the ‘Fulfillment’ subject area


1.25 Criteria Tab

Notes:

From the criteria tab, add the “loans” measure from the Loan Dimension Add Loan Date.. Circulation Desk Name.. Library Name…and Location Name.

This is how the columns should now appear.


1.26 Columns and Filters

Notes:

Let’s add a Timestamp filter to ensure that our report remains current, and add a second filter on the loan measure, that will limit the report to circulation desks that have had at least 5 loans in the reporting period.Remember, we discussed how to add an SQL timestamp to your report earlier.Now delete the ‘Loan Date’ column. Note that the filter based on this column remains.The results of our report will be filtered by time period of the loan, even though the loan date itself does not appear in the results. Our Criteria tab now looks like this.


1.27 Results Tab

Notes:

Click on the results tab. Our report is run automatically, and the results are displayed.If you've been following by creating your own report, now is a good time to check and see if what you're seeing in the video resembles the report in your own analytics.When you're ready to continue, click next.

1.28 Creating a Graph


Notes:

In the Results tab, we can by add charts and graphs to our report.To add a graph to your report, click the ‘New View’ icon on the toolbar above the report. Scroll down to ‘Graph” and select the desired graph type. If more than one visualization of a given graph type is available, Analytics indicates the recommended visualization for that graph type. In addition, you can select ‘Best Visualization’ and Analytics will display its recommended graphic representation of the data.After selecting the graph type, a new section displays below the report containing the selected graph.

1.29 Edit Graph Properties

Notes:

To Edit the properties of the graph, click the ‘Pencil’ icon in the upper right corner of the graph.Then, click the “Edit Graph Properties” icon in the top menu bar.A dialogue box opens in which you can modify various properties of the chart, such as titles and labels.


1.30 Saving Report and Displaying Widgets

Notes:

To save a new or modified report for the first time, click the Save As icon in the upper right corner and save the report to your institution’s folder.When saving a report, we recommend providing a description, including details about any filtering parameters you have used.This will assist other users in identifying the nature of the report.


1.31 Creating a Report as a Widget

Notes:

To enable an Analytics report for display as a widget in users’ Alma homepage, return to Alma, and open the Analytics Menu. Click ‘Analytics Objects List,’ and click ‘Add New Analytics Object’

1.32 Widget Configuration


Notes:

Enter a Title for the widget. The title you enter here will be displayed above the widget in the Alma homepage. Select the folder in Analytics in which you saved the report, and then select the name of the report. In the “Type” field, select “Widget” Optionally, provide a description for the widget, which will display to the user in the list of available widgets.Click the ‘Add Role’ button and select the role or roles that a user would need in order to display the widget in their homepage When all this is done, click ‘Save’

1.33 Display Widget on Homepage

Notes:

Users with any of the required roles can now add the widget to their Alma homepage. Once the list of available widgets pop up, tick off the checkmark next to the desired widget name. Now, Whenever a user opens Alma, these widgets will display the most recent data.For information on adding widgets to your Alma homepage, see the “Navigating in Alma” recorded training session.


1.34 Scheduling Reports

Notes:

You can make Analytics reports available to Alma users as Scheduled Reports. Users with any of the required roles can subscribe to the report and receive it in an email.In the main Alma menu, navigate to the Analytics Menu and click Analytics Objects List. Click Add New Analytics Object.Enter a Title for the Scheduled Report. The title is displayed at the top of the report. Select the folder in Analytics in which you saved the report, and then select the name of the report. In the “Type” field, select Scheduled Report. Several additional fields open.If you wish, you can provide a description for the Scheduled Report.Select the Format of the report attachment. (PDF, excel, text)Select the Status. Scheduled Reports will be sent to subscribers only if the status is set to “Active.” Select the Schedule, according to time you would like the report to be sent.Click the ‘Add Role’ button, and select the role or roles that a user would need in order to subscribe to the report When finished, click ‘Save’


1.35 Subscribe to Scheduled Report

Notes:

Once the scheduled report has been configured, users with any of the required roles can subscribe to it in the Analytics Configuration and Subscription page.Navigate in the main Alma menu to Analytics > Subscribe to Analytics, and click the checkmark in the Subscribe column for the desired report. Subscribers will receive reports to their email according to the configured schedule .


1.36 Creating a Set in Alma Analytics

Notes:

It is also possible to select a report to create a set in Alma. This is useful when a library staff user has generated a report with titles in Alma Analytics, and wants to perform a global update on these records as a set in Alma. For example, a staff user may want to retrieve a set of high loan items and globally change the item policy in Alma via the “Change physical items” job. Or a staff user might want to retrieve a set of electronic portfolios to automatically set the availability status in Alma via the “Change electronic portfolio information” job.

To use the results of a report to create a set in Alma, first ensure the report has been created in Alma Analytics. Then, go back into Alma and go to Admin > Manage Sets.

Add an itemized set, fill in the set details - name, description and so on, and then select the “From Analytics” radio button. Choose the relevant analytics folder and report, then save the set. A job will be sent to create the Alma set from the Analytics report.


Add Itemized Set (Slide Layer)

1.37 Session Review

Notes:

This brings us to the end of the session. Now you will have the opportunity to test your knowledge on creating sets and running processes. Click the Submit button after answering each question.


1.38 Quiz: Alma Analytics Introduction

(True/False, 10 points, 1 attempt permitted)

Correct Choice

X True

False

Feedback when correct:

Alma Analytics is built on the Oracle Business Intelligence module.

Feedback when incorrect:

Alma Analytics is built on the Oracle Business Intelligence module.

Notes:


Correct (Slide Layer)

Incorrect (Slide Layer)

1.39 Quiz: Alma Analytics Creating a new report

(True/False, 10 points, 1 attempt permitted)


Correct Choice

X True

False

Feedback when correct:

To create a new report, click on the “New” Tab at the top of the Screen, and then click

“Analysis”

Feedback when incorrect:

To create a new report, click on the “New” Tab at the top of the Screen, and then click

“Analysis”

Notes:


Correct (Slide Layer)

Incorrect (Slide Layer)


1.40 Summary

Notes:

In this session we covered how to view and create new reports in Alma Analytics.

1.41 Thank You!

Notes:


Thank you for joining us today. You can find all other Alma training materials and product documentation in the Ex Libris Knowledge Center at http://knowlege.exlibrisgroup.com

1.42 About this Training

Notes:

1.43 Results Slide

(Results Slide, 0 points, 1 attempt permitted)


Results for

1.38 Quiz: Alma Analytics Introduction

1.39 Quiz: Alma Analytics Creating a new report

Result slide properties

Passing

Score

80%


Success (Slide Layer)

Failure (Slide Layer)


Date post:	29-Jun-2018
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