Difference between revisions of "LibPas"

From UA Libraries Digital Services Planning and Documentation
(Created page with "These are select statistics gathered for the administration for tracking purposes unrelated to digitization output. The data collected is entered into http://countingopinions...")
 
(The steps to create the report are as follows:)
 
(10 intermediate revisions by the same user not shown)
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These are select statistics gathered for the administration for tracking purposes unrelated to digitization output.
 
  
The data collected is entered into http://countingopinions.com
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== Overview ==
 +
 
 +
 
 +
These are select statistics gathered for the administration for tracking purposes unrelated to digitization output. The data collected is entered into http://countingopinions.com on the first of each month, for the previous month.  All shift reporter submissions must be completed prior to making this report.
  
 
An example of the data collected looks like this:
 
An example of the data collected looks like this:
  
'''Stats for October 2015'''
+
  '''Stats for October 2015'''
 +
  * Digital Humanities Hours: 21
 +
  * EScience Hours:  0
 +
  * Metadata Production Hours: 270
 +
  * Total Metadata updates: 1586
 +
  * Authority add/update: 0
 +
  * Authority bib updates:  0
 +
  * Authority NACO (new): 0
 +
  * Authority NACO (update): 0
 +
  * Authority updates: 0 
 +
  * Copy Cataloging: 0
 +
  * Original Cataloging: 0
 +
  * Complex Cataloging: 0
  
* Digital Humanities Hours: 21
+
''Note:  Metadata Production Hours  and Total Metadata Updates include:''
* EScience Hours:  0
 
* Metadata Production Hours: 270
 
* Total Metadata updates: 1586
 
* Authority add/update: 0
 
* Authority bib updates:  0
 
* Authority NACO (new): 0
 
* Authority NACO (update): 0
 
* Authority updates: 0 
 
* Copy Cataloging: 0
 
* Original Cataloging: 0
 
* Complex Cataloging: 0
 
 
 
Note:  Metadata Production Hours  and Total Metadata Updates include:
 
 
* metadata production
 
* metadata production
 
* metadata production support
 
* metadata production support
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* authority work
 
* authority work
  
Authority updates is a summary total of all the Authority entries.
+
Authority updates is a summary total of all the Authority updates;  Authority add/update is the summary total of all Authority entries.
  
  
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4. Open Microsoft Excel, navigate to this directory, select to view "all files"  - then open this file in Excel and choose "use the XML Source task pane" when prompted, then say yes to having Excel create a schema for the xml file.  
 
4. Open Microsoft Excel, navigate to this directory, select to view "all files"  - then open this file in Excel and choose "use the XML Source task pane" when prompted, then say yes to having Excel create a schema for the xml file.  
  
[[Image:Xml_source_pane.jpg]]
+
[[File:SourcePaneSelection.png]]
 +
 
 +
5. once the "XML Source" pane opens with your data, CTRL+Click the following entries under the shift_record folder there:
 +
*<value>
 +
*category
 +
*hours
 +
*item
 +
*name
 +
*s_project_alignment
 +
*work_type
 +
 
 +
 
 +
6. And then drag and drop those selected fields on to cell A1 of the spreadsheet, and click the "Refresh" icon located in the "External Table Data" tool set. this will populate the rows under your selected headers with all the values for those fields that were found in the shiftreporter export. <br>
 +
 
 +
7.  Use find and replace on the items column to remove "items or volumes" and "items".
 +
 
 +
8.  For both hours and items columns, highlight the columns underneath the column heading and click on the exclamation point to the left of the top entry;  select "convert to number"
 +
 
 +
9.  Sort the spreadsheet (custom sort) on:  s_project_alignment, then category, then work_type, then name.
 +
 
 +
10. Highlight the hours used in the s_project_alignment "Digital Humanities" and notice sum at bottom of the Excel screen.  This is the Digital Humanities entry.
  
5. once the "XML Source" pane opens with your data, CTRL+Click "category" and then "hours" and then drag and drop those two selected fields on to cell A1. <br>
+
11. Collect the EScience hours the same way.
  
6. Click the "Refresh" icon located in the "External Table Data" tool set. this will populate the rows under your "category" and "hours" headers with all the values for those fields that were found in the shiftreporter export. <br>
+
12. Resort the spreadsheet (custom sort) on work_type, then s_project_alignment, then category, then name.
  
7. Select columns "A" and "B" and then use the filter dropdown next to the "hours" header to "Sort largest to smallest" . <br>
 
  
 +
13.  For Metadata Production hours, collect the counts of hours for the following work_type values:
 +
* EAD_updates
 +
* Metadata  (NOT including Digital Humanities work)
 +
* MODS_created  (NOT including Digital Humanities work)
 +
* MODS_updated  (NOT including Digital Humanities work)
 +
* AuthNACO_new
 +
* AuthNACO_update
 +
* Auth_addOrUpdate
 +
* database clean-up
  
(note:  remove volumne or item from column;  highlight columns and click on "number stored as text" and correct that to number;
 
sort on project alignment, category, worktype, name)
 
  
 +
14. For Total Metadata Updates, collect the counts of items for:
 +
* EAD_updates
 +
* Metadata  (NOT including Digital Humanities work)
 +
* MODS_created  (NOT including Digital Humanities work)
 +
* MODS_updated  (NOT including Digital Humanities work)
 +
* Database clean-up
  
[[Image:xml_pie.jpg]]
 
  
8. Make a pie chart of your overall work efforts by clicking on the "Insert" tab, selecting "Pie" under the "Charts" tool set, and then right click on the blank chart and choose "Select Data" . <br>
+
15) For each of the following, collect the item counts for the work_type indicated:
 +
* Authority bib updates:  Auth_addOrUpdate
 +
* Authority NACO (update): AuthNACO_update
 +
* Authority updates:  total the above counts
 +
* Authority NACO (new):  AuthNACO_new
 +
* Authority add/update: total the above counts
 +
* Copy Cataloging:  CopyCataloging
 +
* Original Cataloging: OriginalCataloging
 +
* Complex Cataloging: ComplexCataloging
  
[[Image:xml_chart_data.jpg]]
 
  
9. Make a selection around the "category" and "hours" header and the cells that contain your data. then click ok on the select data popup pane. <br>
+
16) Save all this information in a text file labeled for the month and year.
  
10. format the pie chart as you like. <br>
+
== Entering the data into libPas ==
  
11. change view to worksheet2 and use the XML source task pane to create a detailed list of all the tasks you did during the month by selecting fields dragging them over to the column header row and then refreshing the data. <br>
 
  
[[Image:xml_values.jpg]]
 
  
12. save this file as an Excel spreadsheet. and attach to an email. the Pie chart from the excel file can be placed in the body of the email by right clicking on it and clicking copy, then click into the body of your email in outlook and simply paste.
+
# Log in to http://countingopinions.com and select "Data Input"
 +
# From the "Collection" dropdown near the top left, select "Metadata".
 +
# From the "Period" dropdown near the top center, select the year and month (such as 2015-11 for November, 2015)
 +
# Enter in the data collected via the process above, in the boxes to the right of each field (Ignore "Shelf-Ready Titles Added"). Round to whole numbers.
 +
# After entering all data, click Submit/Lock in upper right corner.
 +
# Then click "Approve" in upper right corner.

Latest revision as of 06:56, 2 September 2016

Overview

These are select statistics gathered for the administration for tracking purposes unrelated to digitization output. The data collected is entered into http://countingopinions.com on the first of each month, for the previous month. All shift reporter submissions must be completed prior to making this report.

An example of the data collected looks like this:

 Stats for October 2015
 * Digital Humanities Hours: 21
 * EScience Hours:   0 
 * Metadata Production Hours: 270
 * Total Metadata updates: 1586 
 * Authority add/update: 0
 * Authority bib updates:  0 
 * Authority NACO (new): 0 
 * Authority NACO (update): 0
 * Authority updates: 0  
 * Copy Cataloging: 0 
 * Original Cataloging: 0 
 * Complex Cataloging: 0

Note: Metadata Production Hours and Total Metadata Updates include:

  • metadata production
  • metadata production support
  • EAD updates
  • authority work

Authority updates is a summary total of all the Authority updates; Authority add/update is the summary total of all Authority entries.


The steps to create the report are as follows:

1. Open Shift_Reporter located here, S:\Digital Projects\Administrative\scripts\Shift_reporter

2. In the "Export Record Set" column, enter the correct month and year and click "All Users Monthly Export".

3. Allow Shift_Reporter to export the monthly report (you will know it is finished when lots of path text show up in the "LOG" panel). Then locate your report on the sharedrive in S:\Digital Projects\Administrative\scripts\Shift_reporter\exports. Your XML export will be named with "shift_records_export_monthly_ds_staff_{month}_{year}...

4. Open Microsoft Excel, navigate to this directory, select to view "all files" - then open this file in Excel and choose "use the XML Source task pane" when prompted, then say yes to having Excel create a schema for the xml file.

SourcePaneSelection.png

5. once the "XML Source" pane opens with your data, CTRL+Click the following entries under the shift_record folder there:

  • <value>
  • category
  • hours
  • item
  • name
  • s_project_alignment
  • work_type


6. And then drag and drop those selected fields on to cell A1 of the spreadsheet, and click the "Refresh" icon located in the "External Table Data" tool set. this will populate the rows under your selected headers with all the values for those fields that were found in the shiftreporter export.

7. Use find and replace on the items column to remove "items or volumes" and "items".

8. For both hours and items columns, highlight the columns underneath the column heading and click on the exclamation point to the left of the top entry; select "convert to number"

9. Sort the spreadsheet (custom sort) on: s_project_alignment, then category, then work_type, then name.

10. Highlight the hours used in the s_project_alignment "Digital Humanities" and notice sum at bottom of the Excel screen. This is the Digital Humanities entry.

11. Collect the EScience hours the same way.

12. Resort the spreadsheet (custom sort) on work_type, then s_project_alignment, then category, then name.


13. For Metadata Production hours, collect the counts of hours for the following work_type values:

  • EAD_updates
  • Metadata (NOT including Digital Humanities work)
  • MODS_created (NOT including Digital Humanities work)
  • MODS_updated (NOT including Digital Humanities work)
  • AuthNACO_new
  • AuthNACO_update
  • Auth_addOrUpdate
  • database clean-up


14. For Total Metadata Updates, collect the counts of items for:

  • EAD_updates
  • Metadata (NOT including Digital Humanities work)
  • MODS_created (NOT including Digital Humanities work)
  • MODS_updated (NOT including Digital Humanities work)
  • Database clean-up


15) For each of the following, collect the item counts for the work_type indicated:

  • Authority bib updates: Auth_addOrUpdate
  • Authority NACO (update): AuthNACO_update
  • Authority updates: total the above counts
  • Authority NACO (new): AuthNACO_new
  • Authority add/update: total the above counts
  • Copy Cataloging: CopyCataloging
  • Original Cataloging: OriginalCataloging
  • Complex Cataloging: ComplexCataloging


16) Save all this information in a text file labeled for the month and year.

Entering the data into libPas

  1. Log in to http://countingopinions.com and select "Data Input"
  2. From the "Collection" dropdown near the top left, select "Metadata".
  3. From the "Period" dropdown near the top center, select the year and month (such as 2015-11 for November, 2015)
  4. Enter in the data collected via the process above, in the boxes to the right of each field (Ignore "Shelf-Ready Titles Added"). Round to whole numbers.
  5. After entering all data, click Submit/Lock in upper right corner.
  6. Then click "Approve" in upper right corner.