From UA Libraries Digital Services Planning and Documentation
Revision as of 12:02, 1 December 2015 by Jlderidder (talk | contribs) (The steps to create the report are as follows:)

These are select statistics gathered for the administration for tracking purposes unrelated to digitization output.

The data collected is entered into

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 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.

Xml source pane.jpg

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 two 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

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

  • EAD_updates
  • Metadata

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" .

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.

10. format the pie chart as you like.

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.

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.