From UA Libraries Digital Services Planning and Documentation
Revision as of 08:18, 1 February 2016 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 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.


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

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)

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 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.