Presentation made in Sept. 2012 at the IGeLU Conference in Zurich, Switzerland. Before the 2000's, PUCRS libraries generated different statistical on-demand reports by running several separate queries which consumed much time to be composed and executed, one at a time, through SQL clients. To optimize this work, the library developed a method to run a batch of SQL queries during the night (simply using Linux shell scripts and native sqlplus) that feeds a large array of results in a MS-Excel file which contains different spreadsheets. Each spreadsheet sums and gathers statistical data according to the information needs of University academic departments and government agencies. Thus, two statistical reports are monthly generated based on the information recorded in the Aleph database: (1) General Collection Data (687 SQL queries) and (2) General Circulation Data (106 SQL queries). Both reports can generate: (a) numerical tables and also (b) charts (pie, line...). It is an economical and optimized solution which uses only Linux shell scripts, sqlplus and MS-Office Excel.

1. Optimized creation of statistical
reports for items and circulation
transactions in Aleph500 (version 20)
Michelângelo Mazzardo Marques Viana
Pontifical Catholic University of Rio Grande do Sul
Porto Alegre - Rio Grande do Sul - Brazil
1

2. Main author of this development
Roberto Bertolo Moura
Senior System Librarian at PUCRS
2

3. 3
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4. 4
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5. 5
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6. 6
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7. 7
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8. The Pontifical Catholic University
of Rio Grande do Sul (1948)
PUCRS Main Campus is located in the capital city of Porto Alegre, Brazil. 8
Source: Google Maps

9. Research areas
 Accounting  Education  Nutrition
 Aeronautical Sciences  Energy  Pharmacy
 Applied Social Sciences  Engineering  Philosophy
 Architecture and Urbanism  Environment  Physical Education and
 Bioethics  Geriatrics and Gerontology Sports Science
 Biomedical Research  Human Sciences  Physics
 Biosciences  Law  Physioterapy
 Brain Studies  Letters  Psychology
 Chemistry  Management  Social Communication
 Computer Science  Mathematics  Social Services
 Dentistry  Medicine  Theology
 Earth Sciences  Natural Sciences  Toxicology
 Economics  Nursing
9

10. Information needs
University’s
Brazil’s Ministry Library Higher
of Education Administration Administration
Collection Data
Circulation Data
Accesses Data
Analytical Data
10

11. Before: different flows
Information need SQL
Parameters Output Format Deliver
#1 queries
Information need SQL
Parameters Output Format Deliver
#2 queries
Information need SQL
Parameters Output Format Deliver
#3 queries
Information need SQL
Parameters Output Format Deliver
#n queries
11

12. Today: integrated flow for all reports
Specify all Initial and permanent settings.
information Modified only when there are changes.
needs
Define
global
parameters
Define which
primary data
to collect
Design the
Excel
Spreadsheets Group, Link
and
Combine
primary
data
Define SQL
statements On a desired frequency.
Schedule
SQL
automatic
execution Get collect
data and
paste them
into the
Spreadsheets
12

13. Get collect data
Specify all Define which Design the Group, Link Schedule SQL
Define global Define SQL and paste them
information primary data to Excel and Combine automatic
parameters statements into the
needs collect Spreadsheets primary data execution
Spreadsheets
Step by step execution…
13

14. Get collect data
Specify all Define which Design the Group, Link Schedule SQL
Define global Define SQL and paste them
information primary data to Excel and Combine automatic
parameters statements into the
needs collect Spreadsheets primary data execution
Spreadsheets
Specify all information needs
 Collection
 Circulation
 Accesses
 Simultaneous access
 and so on
14

15. Get collect data
Specify all Define which Design the Group, Link Schedule SQL
Define global Define SQL and paste them
information primary data to Excel and Combine automatic
parameters statements into the
needs collect Spreadsheets primary data execution
Spreadsheets
Define global parameters
 Item status codes
 Collections codes
 User status codes
 MARC contents for filter
 Item material codes
 What data must be grouped
15

16. Get collect data
Specify all Define which Design the Group, Link Schedule SQL
Define global Define SQL and paste them
information primary data to Excel and Combine automatic
parameters statements into the
needs collect Spreadsheets primary data execution
Spreadsheets
Define which primary data to collect
About collection:
 Number of current foreign printed periodicals
 Number of licensed e-books of Human Sciences
 Number of audiovisual documents added into the
collection in the last month
 Number of books acquired by purchase for
Biological Sciences
16

17. Get collect data
Specify all Define which Design the Group, Link Schedule SQL
Define global Define SQL and paste them
information primary data to Excel and Combine automatic
parameters statements into the
needs collect Spreadsheets primary data execution
Spreadsheets
Define which primary data to collect
About circulation:
 Number of book loans made by each selfcheck-out
machine
 Number of book returns made by each selfcheck-in
machine
 Number of notebook loans by floor
 Simultaneous use of notebook on each floor
 Simultaneous use of study rooms on each floor
17

18. Get collect data
Specify all Define which Design the Group, Link Schedule SQL
Define global Define SQL and paste them
information primary data to Excel and Combine automatic
parameters statements into the
needs collect Spreadsheets primary data execution
Spreadsheets
Define which primary data to collect
About accesses:
 Access made by visitors
 Access made by PUCRS users on study floor
 Median of Number of daily accesses to the Library
 Median of simultaneous users inside the Library at
same time by time range
 Average number of hours that user stays in the Library
18

19. Get collect data
Specify all Define which Design the Group, Link Schedule SQL
Define global Define SQL and paste them
information primary data to Excel and Combine automatic
parameters statements into the
needs collect Spreadsheets primary data execution
Spreadsheets
Design the Excel Spreadsheets
19

20. Get collect data
Specify all Define which Design the Group, Link Schedule SQL
Define global Define SQL and paste them
information primary data to Excel and Combine automatic
parameters statements into the
needs collect Spreadsheets primary data execution
Spreadsheets
Design the Excel Spreadsheets
20

21. Get collect data
Specify all Define which Design the Group, Link Schedule SQL
Define global Define SQL and paste them
information primary data to Excel and Combine automatic
parameters statements into the
needs collect Spreadsheets primary data execution
Spreadsheets
Design the Excel Spreadsheets
21

22. Get collect data
Specify all Define which Design the Group, Link Schedule SQL
Define global Define SQL and paste them
information primary data to Excel and Combine automatic
parameters statements into the
needs collect Spreadsheets primary data execution
Spreadsheets
Design the Excel Spreadsheets
22

23. Get collect data
Specify all Define which Design the Group, Link Schedule SQL
Define global Define SQL and paste them
information primary data to Excel and Combine automatic
parameters statements into the
needs collect Spreadsheets primary data execution
Spreadsheets
Group, Link and Combine primary data
Group:
 Join similar data in different TABs:
23

24. Get collect data
Specify all Define which Design the Group, Link Schedule SQL
Define global Define SQL and paste them
information primary data to Excel and Combine automatic
parameters statements into the
needs collect Spreadsheets primary data execution
Spreadsheets
Group, Link and Combine primary data
Link:
 Associate each cells with its
respective cell of the MATRIX tab:
24

25. Get collect data
Specify all Define which Design the Group, Link Schedule SQL
Define global Define SQL and paste them
information primary data to Excel and Combine automatic
parameters statements into the
needs collect Spreadsheets primary data execution
Spreadsheets
Group, Link and Combine primary data
Link:
 Associate each cells with its
respective cell of the MATRIX tab:
25

26. Get collect data
Specify all Define which Design the Group, Link Schedule SQL
Define global Define SQL and paste them
information primary data to Excel and Combine automatic
parameters statements into the
needs collect Spreadsheets primary data execution
Spreadsheets
Group, Link and Combine primary data
26

27. Get collect data
Specify all Define which Design the Group, Link Schedule SQL
Define global Define SQL and paste them
information primary data to Excel and Combine automatic
parameters statements into the
needs collect Spreadsheets primary data execution
Spreadsheets
Group, Link and Combine primary data
27

28. Get collect data
Specify all Define which Design the Group, Link Schedule SQL
Define global Define SQL and paste them
information primary data to Excel and Combine automatic
parameters statements into the
needs collect Spreadsheets primary data execution
Spreadsheets
Group, Link and Combine primary data
28

29. Get collect data
Specify all Define which Design the Group, Link Schedule SQL
Define global Define SQL and paste them
information primary data to Excel and Combine automatic
parameters statements into the
needs collect Spreadsheets primary data execution
Spreadsheets
Group, Link and Combine primary data
Combine:
 Use SUM functions to calculate the totals:
29

30. Get collect data
Specify all Define which Design the Group, Link Schedule SQL
Define global Define SQL and paste them
information primary data to Excel and Combine automatic
parameters statements into the
needs collect Spreadsheets primary data execution
Spreadsheets
Define SQL statements
SQL statements for collection:
 687 queries
SQL statements for circulation and
accesses:
 105 queries
30

31. Get collect data
Specify all Define which Design the Group, Link Schedule SQL
Define global Define SQL and paste them
information primary data to Excel and Combine automatic
parameters statements into the
needs collect Spreadsheets primary data execution
Spreadsheets
Define SQL statements
31

32. Get collect data
Specify all Define which Design the Group, Link Schedule SQL
Define global Define SQL and paste them
information primary data to Excel and Combine automatic
parameters statements into the
needs collect Spreadsheets primary data execution
Spreadsheets
Define SQL statements
32

33. Get collect data
Specify all Define which Design the Group, Link Schedule SQL
Define global Define SQL and paste them
information primary data to Excel and Combine automatic
parameters statements into the
needs collect Spreadsheets primary data execution
Spreadsheets
Define SQL statements
33

34. Get collect data
Specify all Define which Design the Group, Link Schedule SQL
Define global Define SQL and paste them
information primary data to Excel and Combine automatic
parameters statements into the
needs collect Spreadsheets primary data execution
Spreadsheets
Define SQL statements
34

35. Get collect data
Specify all Define which Design the Group, Link Schedule SQL
Define global Define SQL and paste them
information primary data to Excel and Combine automatic
parameters statements into the
needs collect Spreadsheets primary data execution
Spreadsheets
Define the schedule in JOB DAEMON
35

36. Get collect data
Specify all Define which Design the Group, Link Schedule SQL
Define global Define SQL and paste them
information primary data to Excel and Combine automatic
parameters statements into the
needs collect Spreadsheets primary data execution
Spreadsheets
Create a SHELL SCRIPT to execute the SQL
.SQL file location
36

37. Get collect data
Specify all Define which Design the Group, Link Schedule SQL
Define global Define SQL and paste them
information primary data to Excel and Combine automatic
parameters statements into the
needs collect Spreadsheets primary data execution
Spreadsheets
Store all queries inside a .SQL file
37

38. Get collect data
Specify all Define which Design the Group, Link Schedule SQL
Define global Define SQL and paste them
information primary data to Excel and Combine automatic
parameters statements into the
needs collect Spreadsheets primary data execution
Spreadsheets
Get collect data and
paste them into the Spreadsheets
Select * from
PUCRS.RESULTS
order by
DADO1, DADO2, DADO3
38

39. Get collect data
Specify all Define which Design the Group, Link Schedule SQL
Define global Define SQL and paste them
information primary data to Excel and Combine automatic
parameters statements into the
needs collect Spreadsheets primary data execution
Spreadsheets
Get collect data and
paste them into the Spreadsheets
39

40. Get collect data
Specify all Define which Design the Group, Link Schedule SQL
Define global Define SQL and paste them
information primary data to Excel and Combine automatic
parameters statements into the
needs collect Spreadsheets primary data execution
Spreadsheets
Get collect data and
paste them into the Spreadsheets
40

41. Get collect data
Specify all Define which Design the Group, Link Schedule SQL
Define global Define SQL and paste them
information primary data to Excel and Combine automatic
parameters statements into the
needs collect Spreadsheets primary data execution
Spreadsheets
Get collect data and
paste them into the Spreadsheets
41

42. Get collect data
Specify all Define which Design the Group, Link Schedule SQL
Define global Define SQL and paste them
information primary data to Excel and Combine automatic
parameters statements into the
needs collect Spreadsheets primary data execution
Spreadsheets
Get collect data and
paste them into the Spreadsheets
42

43. Get collect data
Specify all Define which Design the Group, Link Schedule SQL
Define global Define SQL and paste them
information primary data to Excel and Combine automatic
parameters statements into the
needs collect Spreadsheets primary data execution
Spreadsheets
Get collect data and
paste them into the Spreadsheets
43

44. Get collect data
Specify all Define which Design the Group, Link Schedule SQL
Define global Define SQL and paste them
information primary data to Excel and Combine automatic
parameters statements into the
needs collect Spreadsheets primary data execution
Spreadsheets
Get collect data and
paste them into the Spreadsheets
44

45. Get collect data
Specify all Define which Design the Group, Link Schedule SQL
Define global Define SQL and paste them
information primary data to Excel and Combine automatic
parameters statements into the
needs collect Spreadsheets primary data execution
Spreadsheets
Get collect data and
paste them into the Spreadsheets
45

46. Get collect data
Specify all Define which Design the Group, Link Schedule SQL
Define global Define SQL and paste them
information primary data to Excel and Combine automatic
parameters statements into the
needs collect Spreadsheets primary data execution
Spreadsheets
Get collect data and
paste them into the Spreadsheets
when the data is
collected and organized
in the spreadsheet, you
can create all graphics
needed.
46

47. Before and Today
Before
 Different reports = different SQL queries
 Too much work and too much time
 Manual work
Today
 Only one step to collect all data
 Only one step to create all reports
 Automated and fast work
47

48. Today: integrated flow for all reports
Specify all Initial and permanent settings.
information Modified only when there are changes.
needs
Define
global
parameters
Define which
primary data
to collect
Design the
Excel
Spreadsheets Group, Link
and
Combine
primary
data
Define SQL
statements On a desired frequency.
Schedule
SQL
automatic
execution Get collect
data and
paste them
into the
Spreadsheets
48

49. Thank you!
Michelângelo Mazzardo Marques Viana
mviana@pucrs.br