Oxford Developments

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Oxford Developments

• Reports and background processes

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Automating of processes

• Many enhancements done by Geac UK to enable
  Advance to run as Federal system
• Limits to work done ? manual work
• e.g. Printing of orders, claims, notices
• Broken down by sublocation etc.
• Unable to use automatic print option as each
  library wanted their notices printing on their
  printer
• Secretary had to do this manually tedious and
  prone to error
• Systems programmer discovered expect

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What is expect?

• unix program to control interactive applications
• Based on tcl tickle Tool Control Language
  (scripting language)
• spawn process (Advance or ftp)
• send strings to process
• expect strings in return
• Able to script the simulation of a user of
  Advance (robo)
• Free (no support)
• Used by a few other Advance sites

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expect used to automate

• Printing of notices, orders etc.
• Reset OCP, ACP SCP times daily
• Daily export of new and changed records to OCLC
  (runs selection, uabe ftp)
• Weekly export of new and changed records to CURL
• Weekly import of BNB file (ftp, ubii ubix)
• Daily import of RLIN files for Middle East
  project
• Authority loads (uaii, uaix FWs specials)
• Circulation backup/Self-issue upload (enters data
  as if a librarian, emails error report)
• Inventory control (runs phyt)
• Daily Import of reader data from University Card
  database
• Daily export of reader data for local library
  security systems
• Running of offline reports

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expect advantages disadvantages

• Advantages
• MUCH more reliable than running process manually
• Doesnt mind tedious, repetitive jobs
• Able to keep stats and log files of processes
• Able to email errors, e.g. password expired
• Scripts develop over time and can become quite
  sophisticated
• Caveats
• Scripts only as good as theyve been programmed
  to be
• Need revising when there are software/hardware
  upgrades

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Reports

• Run reports from TCL
• Emailing of report output
• Initially all reports run centrally
• Regular reports automated run from robos
  crontab at off-peak times
• Creation of savedlists of pieces file, one per
  library
• Written by Frank Watson, Geac UK
• Run overnight
• Speeded up PIECES reports enormously (PIECES gt
  8,000,000 recs)
• Create frequently requested reports as keywords
  for libraries to run online
• Use _at_LOGNAME (unix id) to look up PORT/CUDEF
  record and determine library and thus limit
  reports to own records
• Keywords call paragraphs which restrict access,
  prompt user for parameters, allow output to
  screen, printer, email or holding area

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Emailing of reports

• Special uniVerse printer form, Form 70
• Calls relatively simple Perl script, mail.drv
• mail.drv scans input looking for keyword mailto
• Scans input for \ putting everything before this
  into email address variable
• Continues scanning input looking for newline,
  putting everything before this into the email
  subject variable
• Sends remaining input through sendmail to the
  given email address(es) using the given subject

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Emailing of reports cont.

• All reports to Form 70 should start
• mailtoemail address\Example subject
• (multiple email addresses separated by commas)
• Achieved by using the HEADER keyword
• HEADER mailtosara.burnell_at_las.ox.ac.uk\Example
  subject
• HEADER mailtoltltI2,Email addressgtgt\ltltI3,Subjectgt
  gt
• HEADER mailtosara\SubjectLHeader of Report

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Offline reports

• Annual/weekly checkout/checkin/renewal stats
• Daily by membership group
• Daily by circulation code
• Hourly by membership group
• Hourly by circulation code
• Membership by circulation code matrix
• Annual stats also broken down by year/month code

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Offline report examples

• Daily Checkout stats by circulation code
• (MONDAY, TUESDAY etc. DICT items updated by
  script to give correct date)
• Circ Code... 03/03 04/03 05/03 06/03 07/03
  08/03 09/03 Total..
•  
• LASB 10 174 180 150 139
  143 75 871
•  
• LASC 3 176 134 201 149
  158 60 881
•  
• LASCA 0 11 14 17 5
  19 8 74
•  
• LASJ 0 18 12 14 15
  5 4 68
•  
• LASR 0 0 0 1 0
  0 3 4
• 
  
• Total 13 379 340 383 308
  325 150 1898

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Offline report examples

• Membership group by circulation code matrix
• Create dictionary items in CIRC.CHKOUT.STATS for
  each circulation code
• Memb.... LAS... LAS... LAS... Total..
• Code.... AUDIO. BOOK.. VIDEO.
•  
• LASABV 3 48 24 75
•  
• LASB 0 7 0 7
•  
• LASBA 1 61 0 62
•  
• LASEXP 0 21 0 21
•  
• LASPR 0 2 3 5
• Total 4 139 27 170

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Offline reports cont.

• Reader blacklists
• Fines paid (for checking against cash register)
• Top 100 titles lists (clunky method but can be
  automated by expect)
• 11 10786394 Dieu d'eau entretiens avec
  Ogotemmeli
• 10 13790607 Place Vendome videorecording
• 9 15031367 Les rois maudits
• 7 13686661 Chacun cherche son chat
  videorecording
• 7 12039967 Contemporary French cinema an
  introduction
• 7 13324534 Lacombe Lucien videorecording
• 7 10502746 OEuvre romanesque
• 6 13439698 ESSAIS SUR FLAUBERT
• Accessions lists (extraction criteria and output
  tailored to individual librarys needs)

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Offline reports - examples

• Accessions lists examples
• Crim 500 G797a
• Green, Penny, 1957-
• Criminal policy in transition
• Onati international series in law and society
• Oxford Hart, 2000.
• Crim 500 H765f/235
• Harrington, Victoria
• Mobile phone theft
• Home Office research studies 235
• London Home Office, Research, Development and
  Statistics Directorate, 2001.
• Crim 500 H765qq19
• West Midlands Criminal Justice Strategy
  Committee
• Improving confidence in the criminal justice
  system a conference for the West Midlands
  Criminal Justice Strategy Committee conference
  report, 3 October 2001, Holiday Inn, Dunstall
  Park, Wolverhampton
• Liverpool Home Office Special Conferences
  Unit, 2001

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Offline reports - examples

• Accessions lists with html tags
• ltpgtArutiunian, N. V. (Nikolai Vasilevich)
• ltigtKorpus urartskikh klinoobraznykh nadpiseilt/igt
• Erevan, Armenia Gitutiun, 2001.
• 5808004764lt/pgt
•  
• ltpgtClapp, Nicholas
• ltigtSheba through the deseart in search of the
  legendary queenlt/igt
• Boston Houghton Mifflin, c2001.
• 0395952832lt/pgt
•  
• ltpgtDuchesne-Guillemin, Marcelle
• ltigtMonumentum Marcelle Duchesne-Guilleminlt/igt
• Acta Iranica 34
• Leuven Peeters, 1999.
• 9042907436 (Peeters Leuven)2877234347 (Peeters
  France) lt/pgt

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Offline reports - examples

• Accessions with links to Zget
• http//web.comlab.ox.ac.uk/internal/library/Acq200
  2/02Feb.html
• ltpgt65N 30 VANltbrgt
• Vanmaele, Micheleltbrgt
• ltemgtlta href"http//library.ox.ac.uk/find?DocID15
  258482" target"checkOLIS"gtContribution to the
  theory of finite element methods for second-order
  elliptic eigenvalue problemslt/agtlt/emgtltbrgt
• Koninklijke Vlaamse Academie van Belgie voor
  Wetenschappen en Kunsten, 2001ltbrgtlt/pgt
• ltpgt95A 10 BEEltbrgt
• Beekman, Georgeltbrgt
• ltemgtlta href"http//library.ox.ac.uk/find?DocID15
  270810" target"checkOLIS"gtComputer confluence
  exploring tomorrow's technology, 4th
  edlt/agtlt/emgtltbrgt
• Prentice Hall, 2001ltbrgtlt/pgt

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Online reports - Acquisitions

• Orders by funds (should really be an index in
  Advance)
• Especially useful at Year End time
• Report by committed or spent amount
• Prompts user for Fund or Funds, date range

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Online reports - Circulation

• Current checkouts
• Count of current checkouts only (Screen only)
• Count of current checkouts by sublocation
• Count of current checkouts by circulation code
• Count of current checkouts by sublocation and
  circulation code
• Count of current checkouts by membership code
• List of current checkouts sorted by shelfmark
• Overdue items between two dates
• Fines reports
• Fines owed (totals or details)
• Fines waived
• Fines paid (totals or details)

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Online reports Circulation cont.

• Reader reports (reports must be limited by
  library membership)
• Lists of expired readers (one or more membership
  codes)
• Lists of registered readers (one or more
  membership codes)
• Reader counts by expiry date
• Reader counts by expiry/registered date
• Readers with email addresses
• Readers with no email addresses
• Lists of email addresses (one or more membership
  codes). Can be used for sending a general email
  to a group of readers.

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Online reports pieces reports

• Reports start with a GET-LIST of the appropriate
  library list
• Offer Counts by
• Current sublocation
• Owning sublocation
• Circulation code
• Format code
• Status

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Online reports pieces reports

• Current status........... TOTAL
•  
• Available 26130
•  
• Awaiting Collection 1
•  
• Being Repaired 2
•  
• Confined 20
•  
• MISSING 5
•  
• ON ROUTE 3
•  
• On Loan 607
•  
• Reported Missing 2
• TOTAL 26770

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Online reports pieces reports

• Can limit pieces count by
• Current sublocation
• Owning sublocation
• Circulation code
• Format
• Status
• Creation date range
• Update date range
• Shelfmark range

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Online reports pieces reports

• Pieces listings
• Limited by same selection options as pieces
  counts
• Optional main sort with a new page on
• Current sublocation
• Owning sublocation
• Circulation code
• Format
• Status
• Sort by
• Shelfmark
• Author then title
• Author/title combined key

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Online reports pieces reports

• Output format
• Brief details (one line per item)
• Fuller details
• Comma-delimited format (e.g. for Access)
• Tab-delimited format (e.g. for Access)
• e.g
• 303039177 ABJ (bra) Branson, Richard/Losing my
  virginity the autobiography
• 303904205 ABJ (gre) Green, Richard
  P./Investigating entrepreneurial opportun
• 303039085 ABJ (wet) WetFeet.com (Firm)/Zero to
  sixty first-person entrepre
• 304053643 ABM (har) Harvard Business School/The
  Harvard Business School guid
• 303039115 ABM (har) Miller, Alex R./Management
  Consulting 1998
• 304053642 ABM (sha) Shafrir, Doree/Vault.com
  career guide to consulting
• 303022967 ABM (wet) WetFeet.com (Firm)/A.T.
  Kearney

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Online reports pieces reports

• Bonne, Alfred, 1899-1959
• Some aspects of the recent socio-economic
  changes in the Middle East
• Royal Central Asian Society, 1940
• MS/MUR/C
• N12383628
• Bosworth, Joseph, 1789-1876
• An Anglo-Saxon dictionary based on the
  manuscript collections of the late Joseph
  Bosworth
• The Clarendon press, 1898
• REF
• 302593640
• Bowers, Fredson
• Principles of bibliographical description
• Russell Russell, 1962
• B 010.42 Bow
• 302593520

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Online reports pieces reports

• "00A 20 FLE","300773250","Fletcher, A. (Alan),
  1903-","An index of mathematical tables","2nd
  ed","For Scientific Computing Service by
  Blackwell Scientific,","1962"
• "00A 20 FLE","300773254","Fletcher, A. (Alan),
  1903-","An index of mathematical tables","2nd
  ed","For Scientific Computing Service by
  Blackwell Scientific,","1962"
• "00A 20 FLE","300773263","Fletcher, A. (Alan),
  1903-","An index of mathematical
  tables","","Scientific Computing Service,","1946"
• "00A 20 FLE","300773267","Fletcher, A. (Alan),
  1903-","An index of mathematical
  tables","","Scientific Computing Service,","1946"
• "00A 20 FRE","300773258","Freiberger, Walter
  F.","The international dictionary of applied
  mathematics","","Van Nostrand,","1960"
• "00A 20 GMT","300774361","Burunova, N. M.","A
  guide to mathematical tables supplement
  no.1","","Pergamon,","1960"
• "00A 20 GMT","300774365","Lebedev, A. V. (Andrei
  V.)","A guide to mathematical tables","","Pergamon
  ,","1960"
• "00A 20 GRE","300774366","Greenwood, J. Arthur
  (Joseph Arthur), 1927-","Guide to tables in
  mathematical statistics","","Princeton University
  Press,","1962"

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Conclusion

• COGNOS to replace the above?
• Continue to write online reports
• Further details on any of the above, please
  contact me
• Improvements to the above, most welcome