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Viewing Reports on the Analytics Menu in Alma
Reports available on the Analytics menu in Alma are designed to meet the needs of a broad array of users and information needs. Multiple input prompts are available to filter your analysis. Multiple data elements are provided in the report results. Reports can be easily exported to Excel for further customization.
The report name prefix indicates the functional area for which the analysis was created.
- ACQ = Acquisitions
- ERES = E-Resources
- FIN = Finance
- FUL = Fulfillment
- RES = Resource Management
Hover your cursor over the report name to display the report description. See below for a list of the selected set of reports that are available on the Analytics menu in Alma.
Use the scroll bar on the left of the Analytics menu to see all available reports.
Reports and User Roles
Reports are assigned to Alma user roles. Role assignments are made in order to present users with compact menu of useful reports - as with other menus, you will not see any reports that don't match your user roles. However, many additional analyses are available in Design Analytics in the Harvard University shared folder.
- Fulfillment reports are assigned to roles for circulation, requests, and reserves functions
- Acquisitions reports are assigned to roles for ordering, invoicing, and fund ledger
- Resource management reports are assigned to cataloging roles
- eResources reports are assigned to eResources-related roles
- Finances reports are assigned to finance, acquisitions, and some selector roles
Running Reports
Reports can be run as-needed from the Analytics menu:
- Select a report from the list; a prompt page will open in a new tab in your browser
- Fill in the prompts as desired
- Narrowing your criteria improves response time and ensures that your results do not exceed limits on the number of rows that can be exported from Analytics (see below).
- If criteria are too broad, the report will time out with an error message.
- Click OK
Reporting with Aleph Bib Numbers
Within Analytics, in the Bibliographic Details, the old Aleph numbers are in the Originating System ID field. The format includes the lead zeros and is as follows: 009896896-HVD01.
Constructing the number as Analytics expects can be done in many ways. One of which is in Excel.
- Populate a column with the Aleph numbers.
- Populate a column with the dash and the HVD01 (it should look like this -HVD01). [If you are planning to use these in a filter, you may want to include the semi-colon, then it would look like this -HVD01;]. {Be sure to use the right dash—it is the minus sign.}
- Sort the number populated column in one direction or another.
- Create another column, formatted as Text, with the right number of zeros dependent upon the number of digits in the other column. The number is nine places long. If there are 6 digits without the lead zeros, then you would need to supply 3 zeros, for example.
- Format a blank column as Text
- Use the concatenation function on the blank Text column to combine the three columns in the right order
- =CONCATENATE(Zeros,Number,-HVD01[;])
Exporting Results from Reports
Results will display in the same browser tab as the prompt page. You can export the results to an Excel or CSV file to further sort or manipulate the data.
Note: There are different limits on the number of rows of results that can be exported:
- Excel limit = 65,000 rows
- CSV format limit = 500,000 rows
To export results:
- Scroll to the bottom of the results screen and find the Refresh - Print - Export links
- Select Export, then select the export format
- The report results will download to your PC
Available Reports
Title | Description |
|---|---|
| Acquisitions Reports | |
ACQ-Encumbrance Transactions (Orders) - Flexible input | Flexible acquisitions report for encumbrance transactions (orders) with a variety of prompts on bib record, purchase order line, and fund segment fields. Results are presented in itemized list form, and include bibliographic, order, and encumbrance budget data. Report does not include item data (Minna Popkin 2018-06-19) |
ACQ-Expenditure Transactions (Purchases) - Flexible input | Flexible acquisitions report for expenditure transactions (purchases) with a variety of prompts on bib record, purchase order line, invoice line, and expenditure fund segment fields. Results are presented in itemized list form, and include bibliographic, order, and budget data. Report does not include item data (Minna Popkin 2018-06-19) |
| eResources Reports | |
ERES-EResources Cost Shares - Budget Overview - Encumbrances and Expenditures | Provides a budget-sorted list of cost share e-resources by Fiscal Year. Optional prompts are available for all elements of the budget string. (Elizabeth Vernon, 2018-06-19) |
ERES-EResources Cost Shares - Expenditures By Month | Listing of E-Resource cost share expenditure transactions, broken down by title, for a given Year and Month. (Elizabeth Vernon, 2018-06-19) |
ERES-EResources Cost Shares - Title Overview - Encumbrances and Expenditures | Provides a title-sorted list of cost share e-resources by Fiscal Year. Optional prompts are available for all elements of the budget string. (Elizabeth Vernon, 2018-06-19) |
| Financial Reports | |
FIN-Fund Ledger - Flexible input | Fund Ledger Report for the current budget year, and optional filters by TUB, ORG, FUND, ACTIVITY, SUB-ACTIVITY, ROOT, Fund Status, Fund Name Keyword, and Cash Balance / Free Balance greater than a specified $ amount, or less than a specified percentage. -- Functional equivalent of Aleph "Budget Reports - Detailed". (Elizabeth Vernon, 2018-06-19) |
FIN-Fund Reconciliation | Fund Reconciliation report, generally used by Finance staff to review a breakdown of funds showing In Review, In Approval, and Closed Expenditures in a specified date range. The report has optional filters by TUB, ORG, FUND, ACTIVITY, SUB-ACTIVITY, ROOT. (Elizabeth Vernon, 2018-06-19) |
| Fulfillment Reports | |
FUL-Borrowing Stats by library, month, patron status type, item status | A summary list detailing loans by patron type and statistical categories, and material loan policy including temp loc Reserves, with optional prompts for Library and loan date which could be hard-coded for reports run regularly. (Jim Hodgson 2018-06-19) |
FUL-Circ Activity by Day of Week and Hourly Intervals (pivot) | Loan count by hour and weekday presented in a pivot with a summary list following. Prompts for Library and Date allow easy comparison of activity at multiple service points, as the presentation displays activity at each point adjacent within the pivot. The prompt for Library Code is optional, and you may select more than one. Loan Date is also optional, and could be hard-coded for reports run regularly. (Jim Hodgson 2018-06-08) |
FUL-Fines Fees Previous Day (Waived by staff) | Shows Library, amount, and operator for fines/fees waived the previous day. (Jim Hodgson 2018-05-23) |
FUL-Top Ten Titles Loaned with Material Type | Shows Library, Title and Call Number for the top ten circulating titles. Note this is *with* material type; it's not top 10 of each material. For a Gazette article 2018 Apr the filters were: BKs, item status 01, non-Reserve, and "within the past year". Analytics loan history will begin accruing on Day 1. (Jim Hodgson 2018-06-20) |
FUL-Top Ten Titles with Recall Requests | Shows Library, Title and Call Number for the top ten titles requested by patrons while on loan to others. (Jim Hodgson 2018-06-20) |
FUL-User Cash Transactions - pivot by user group and days since created | Presents a summary of fines and fees owed/paid, by user group and days since the Fine Fee Creation Date, grouped into months/quarters. Optional prompts for Fine Fee Status (Active/Closed), Transaction Type (Null/Waive), Type (Credit/Overdue fine), Fee Creation Date, and Owning Library Code. Any of these could be hard-coded for reports run regularly. Results are presented in a pivot (user group, days since created) with full table below. (Jim Hodgson 2018-06-19) |
| Resource Management Reports | |
RES-Physical titles with bibliographic, holdings details - Flexible input | Analysis has multiple prompts and output elements to meet a variety of needs. Prompts include: List of MMSIDs, list of Aleph IDs, language, place of publication code, material type, resource type, holding library, holding location, series, subject words, publication date, and more. (A. Powers - 20180618) |
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