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SWIMS Reporting, Refined Searching, and Statistics

  • NHS Library Services Annual Statistical Return (last updated 25 May 2017)  Document outlining how to obtain statistics from SWIMS required for the annual statistical returns. If you require help establishing whether a particular report or statistic is available, please check this document and the FAQs below and if you need further help contact your SWIMS System Administrator.

Reporting FAQs

  1. What methods are there to report from SWIMS and how can I find out how to obtain the data I want?
  2. Jasper reports – What do I need to know about accessing and using Jasper?
  3. OLIB Web reports – What do I need to know about using reports in OLIB Web?
  4. Once I have searched and listed the items I require in OLIB Web, how do I print or save those items including print to clipboard, and export formats?

See also the FAQs on searching.

Reports available

Many ready to use reports are available in Jasper and/or OLIB Web.  These give listings and/or counts of records.   See the FAQs above on how to run these reports.

  1. Cataloguing  
  2. Collection Management  
  3. User records  
  4. Circulation  
  5. Acquisitions / Funds  
  6. Serials  
  7. WebView

Refined searches

There are many refined searches which can be run in OLIB Web where reports don’t exist or in preference to reports. Below are documented just a few.

  1. Cataloguing and collection management searches  
  2. User searches 
  3. Circulation searches  
  4. Serials searches

 

General statistics FAQs

  1. How are circulation statistics affected if a user’s User Category and / or Employing Authority (Department) change?
  2. How are circulation statistics affected if I delete a copy record?
  3. What is the relevance of the location in OLIB Web to statistics?
  4. How can I count withdrawals from stock over a period of time?

 


What methods are there to report from SWIMS and how can I find out how to obtain the data I want?

Lists/reports/counts can be extracted as follows:

  1. By running a report in Jasper – see the FAQs below
  2. By running a report in OLIB Web – see the FAQs below
  3. By carrying out a search on OLIB Web and then by printing or saving – see the FAQ below
  4. By carrying out a search on WebView, and by emailing the results or perhaps copying and pasting the screen results

To see what reports are available in Jasper and/or OLIB  Web, follow the links on this page.
To see a selection of searches on OLIB Web, follow the links on this page.
If in doubt, please contact your SWIMS system administrator.  You may be asked to fill in the report request form at the top of this page.

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What do I need to know about accessing and using Jasper?

Accessing

  • The web address for accessing Jasper is available from your SWIMS System Administrator.  Before implementation there was also a web address for using Jasper against our test system but this is no longer available.
  • Jasper does not work on Internet Explorer v6.
  • Your login is also available from your SWIMS System Administrator.  There is one login per service which can be shared amongst staff in the same service.  It is case sensitive.  It cannot be changed.

Using

  • Jasper has a large range of reports.   However reports are being added gradually and reports may be available in OLIB Web but not yet in Jasper.  Please check the list of reports by module to see which are available in Jasper.
  • When running reports, no data is affected or updated, so it is fine to ‘test/practice’.
  • Ignore the Enquiries reports in Jasper.  We do not have the OLIB Enquiries module.
  • Note that some cataloguing related reports can be found in the Collection Management section.
  • Dates are in American format.  This cannot be changed.
  • If you select all values for a parameter, rather than leaving blank, remember that in some cases you may be excluding statistics for records where that value is blank.  For example, in circulation statistics, in the Departments (Employing Authorities) parameter, if you select all values, your results won’t include statistics for user records which don’t have the Employing Authority populated.  It may be better not to select any values but rather to leave this parameter blank.
  • If you are reporting on circulation statistics, and you wish to select the majority of the user categories, leave it blank to allow Jasper to report on all.  Also select group by: user category.  Jasper does not seem to like it if you schedule a report with most of user categories and gives an error message.  The two user categories in the system which you might wish to exclude will not have any circulation transactions associated with them anyway.

Scheduling

  • It is recommended when scheduling reports to include a copy of the report in the email.  The reports stored in the output folders in Jasper are automatically deleted after circa 30 days.
  • When scheduling a report don’t change the Base Output File Name as if you do it seems to give an error message
  • Reports which have start and end date parameters are not suitable for scheduling because it is not possible for them to report on a ‘rolling’ basis, e.g. they are not able to report on the week just gone.

Getting help

  • Your first port of call for queries on Jasper is your SWIMS System Administrator.
  • More details on Jasper reports available in the document ‘How to Use the OLIB Jasper Reports Library’ on the OCLC OLIB Support website – login details available from SWIMS System Administrators.

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What do I need to know about using reports in OLIB Web?

There are additional reports to those available in Jasper in OLIB Web.   In the case of ‘one-off’ reports such as users without email addresses, please run the master copy – see below.  If you have a problem please ask a SWIMS System Administrator to run it for you.  In the case of regular reports such as accessions lists, your system administrator will create a copy of the report in OLIB Web for your location, and once created you can amend the parameters and run them yourself as and when desired.  You will need to specify who will receive the report, i.e. please specify the email address(es)*

How to run an OLIB Web report

  1. Reporting > Reports
  2. Select correct domain from drop down list, or select All Reports
  3. Locate the report you wish to run.  A report specifically for your location will be prefixed by your location code. 
  4. Display it in full.
  5. Ensure that the Email List and From Email look correct – change if necessary.  If in doubt contact your SWIMS System Administrator. 
  6. Runtime Parameters – amend the right hand boxes as required. Enter any Location codes in capitals, and enter dates in the format instructed.  Please do not amend any other fields of the report.
  7. Save
  8. Redisplay the hitlist.
  9. Tick the checkbox, Other Actions > Run Report
  10. The report should be sent to email address(es) in the Email List – however it is not always instant.

How to stream report results directly into Excel (GETStream)

  1. In OLIB Web click Reporting > Reports
  2. Select correct domain from drop down list, or select All Reports
  3. Locate the report you wish to run.  A report specifically for your location will be prefixed by your location code. 
  4. Display it in full.
  5. Note the report number near the top, e.g. 123
  6. Runtime Parameters – amend the right hand boxes as required. Enter any Location codes in capitals, and enter dates in the format instructed.  Please do not amend any other fields of the report.
  7. Save
  8. Open Excel
  9. Click Data > From Web
  10. Enter the URL https://ow-swims.olib.oclc.org/olibweb/ReportStream.jsp?reportno=123 (replace 123 with the report number as in step 5 above)
  11. Click Go
  12. Enter your OLIB Web credentials
  13. Click Options and untick the ‘Treat consecutive delimiters as one’ option
  14. Click OK and Import.  You may need to re-enter credentials, and accept the option to import into that worksheet
  15. Save and manipulate the worksheet in Excel as desired

The spreadsheet can be saved, together with the URL for the datafeed, and reopened when desired.  The data can be refreshed from within Excel without having to run the whole process again.

Reports can still be scheduled and emailed if desired.

Spurious characters !!

*A note about spurious characters in OLIB Web reports.  We have found that reports emailed to NHS email accounts often contain spurious characters scattered through the text in the form of double exclamation marks (!!).  Testing suggests this is a problem with NHS mail servers which is out of our control. So the advice to librarians is to use a non-NHS email account if possible or alternatively to use search and replace to remove the spurious characters once the report has been received.

The reports are a mixture of reports provided by OCLC and reports created by SWIMS system administrators.  The reports provided by OCLC have a CXXXX name, e.g. CA001.  Some of those provided by OCLC are not helpful for individual SWIMS locations as they have no location parameter. 

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Once I have searched and listed the items I require in OLIB Web, how do I print or save those items, including printing to clipboard and export formats?

1. To print records:

  • In a record full display, or from a hitlist (tick to select the required records, or Select All or the All Items checkbox; note that selections are retained as you move from page to page of the results)
  • Click print button
  • Select Record Separator and Layout as desired
  • Leave Document Type as PDF
  • Click Print
  • A new browser window is opened – check that the printout is as required then click the browser print button

2. To print the contents of the hitlist

  • Click print button in the browser.  This will print the contents of the hitlist without the surrounding action buttons, menu, etc

3. To Save the data in the hitlist – clipboard (available for hitlists only):

  • When viewing a hitlist, tick to select the required records, or Select All or the All Items checkbox
  • Click Clipboard
  • In the dialogue box the records will be highlighted – press Ctrl +C as instructed
  • Pasted into Word or Excel, or as required
  • All selected records will be pasted, even if they display on multiple pages of results

4. To Save in order to manipulate:

  • Select required records; note that selections are retained as you move from page to page of the results
  • Click print button
  • Select Record Separator and Layout as desired
  • Change Document Type to RTF (= Rich Text Format) and click Print
  • Click Open / Save / Save As as desired
  • The file will be saved as a Word file which you can then manipulate

5. To export using a predefined export format:

  • Run search
  • Select results
  • Click Other Actions > Export and a dialog box will open
  • Select export format and click OK*
  • Click Please click here to start your export download
  • Save or open the file as required and manipulate as required

*Note that only particular export formats are available and formats for certain reference management systems such as Mendeley are not currently available; though this is on the list of possible future enhancements.

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What refined searches can be carried out in OLIB Web which may be useful?

There are many refined searches which can be used where reports don’t exist or in preference to reports.  Below just a few are documented.


Cataloguing and Collection Management refined searches

1. List of titles at a location which may be present in more than one edition

  1. Title search
  2. Refine on Copies > At Location
  3. Click the Additional SQL ‘Titles with editions’
  4. Click OK and OK again

This produces a list of titles at a location, alphabetical by title, which have something in the edition statement, meaning that it is possible to do a visual check for older editions.

 

2. Titles and count of titles by subject heading or shelf mark

By subject heading:

  1. Titles search
  2. Refine on Copies -> At Location
  3. Refine on Subjects -> Subject
  4. Wildcard search (%)
  5. Check the tally top of hitlist
  6. Sort and print / save as required

By shelfmark:

  1. Copies search
  2. Change to ‘Copies of a Title’
  3. Refine on At Location
  4. Fitler on Shelfmark Equals
  5. Wildcard search (%)
  6. Check the tally top of hitlist
  7. Sort and print / save as required

 

3. Bibliographical detail of books added in a certain subject area (i.e. classmark range) between certain dates

  1. Copies search
  2. Search on Copy Barcode Search or Copies of a Title
  3. Refine on At Location(s)
  4. Refine on Date Entered -> Between …
  5. Refine on Shelfmark (‘similar to’ means that it right truncates)
  6. You get multiple entries for each title where multiple copies have been added but these could be edited out later if required.
  7. Sort and print / save as required.
    NB Only Title / Author, Shelfmark and Copy Category are displayed.  Publisher / Date of Publication and Edition data isn’t available in the Copies domain.

 

4. Additions to stock according to budget or source (e.g. books purchased by local University)

  1. Copies search
  2. Change to Copies of a Title
  3. Refine on At Location
  4. Refine on Ownership
  5. Refine on Date Entered .. Between (if required)
  6. Wildcard search (%)

This assumes that the Ownership field has been populated.

 

5. A list of journal titles at one location showing titles and holdings for that location only

  1. Launch a Copies search and change to Copies of a Title
  2. Refine on At Location
  3. Refine on Copy Category and choose Journal Holding Summary
  4. Do a wildcard search (%)
  5. Select All Records
  6. Click Print
  7. In the dialog box:
    1. Print Layout: ***Journal list by location or ***Journal Holdings (depending how much detail is required)
    2. Leave the rest as is

 

6. E-journal titles at my location, but excluding national and possibly also regional titles

  1. Launch a titles search
  2. Refine on Media Sub-Type – Electronic Journal
  3. Refine on Copies > At Location – own location
  4. Refine on Record Source – Not One Of – Core Content BMJ Collection and Lancet and Core Content JAMA and Archives Collection also tick Allow Null?

Note that this search retrieves regional titles.

Information for South West colleagues: 40+ Emerald titles have been catalogued onto SWIMS. No other regional e-journals have been catalogued onto SWIMS. To exclude these add an additional refinement:
Publisher > Supplier/Publisher – Not Equals: Emerald (caution: this would however also exclude any locally purchased e-journal titles published by Emerald).

 

7.  Title records which DON’T have copies at my location

  • Launch a title search
  • Refine on Copies > At Location > Not one of > your location
  • Before clicking OK, select the Additional SQL of ‘Titles without copies at XXX’.  A snippet has been created for D02, however a new snippet would have to be created for every location which wishes to carry out this search.   Please ask your SWIMS System Administrator to create a snippet for your location if it doesn’t already exist.
  • This will only return titles that have at least one copy somewhere.  Titles with 0 copies will not be returned by this filter+custom SQL.

 

8.  Title records with only hidden copies at my location, so that I can hide the title record

  • Launch a Titles search
  • Refine on No. of copies = 0
  • Refine on Copies > At Location = own location
  • Refine on Include in OPAC > Yes, and also tick Allow Null? (this refinement excludes from the results list any title records you have already hidden)
  • In the resulting hitlist, follow the instructions in the FAQ on hiding title records
  • If you find that there is a hidden copy at another location attached to a particular title record, please still hide the title record

 

9.  E-books purchased by my location (so excluding any nationally and regionally purchased e-books)

This method relies on whether the Title Note in the relevant records have been consistently catalogued

  1. Launch a Titles search
  2. Refine on Media Type – Electronic Book
  3. Refine on the Notes field (the notes field is case sensitive):
    1. Refine on Notes > Note – Similar To – enter your location preceded by %, e.g. %Cornwall. This works only if you have included your location in a consistent format in the note.
    2. You may wish also to refine separately on Notes > Note – Similar To – and enter %eligible. Also refine on Copies > At Location > your location. This allows you to retrieve title records with copies at your location which have been given a short title note without mention of locations as there are too many locations to name (see cataloguing rule D12 Notes section).   There are very few of these title records.

 

10.  National core content titles catalogued on SWIMS

BMJ collection – carry out an OLIB Web title search refined on record source of Core Content – BMJ Collection

AMA and Archives – carry out an OLIB Web title search refined on record source of Core Content – JAMA and Archive Collection

PsycARTICLES – carry out an OLIB Web title search refined on record source of Core Content – PsycARTICLES

ProQuest Hospital Collection –  This subscription includes around 230 e-book titles including some of the Fast Facts series.  Around 46 titles are catalogued onto SWIMS – carry out an OLIB Web title search refined on record source of Proquest Hospital Collection e-books. 
Only those published in the last c5 years are catalogued onto SWIMS – the SWIMS Cataloguing Group are monitoring currency.

 

11.  Title records which have n.d. in the date field and with copies at my location  – so that I can keep an eye on these when weeding (they aren’t retrieved in weeding reports as they don’t have a publication date)

  • Launch a Title search
  • Refine on Publication > Text Date > Equals > n.d.
  • Refine on No. of copies > Greater than > 0
  • Refine on Copies > At Location > my location

 

User record refined searches

1. Number of members added over a specified time period

  1. Launch a Users Search
  2. Refine on Location
  3. Refine on Join Date Between…
  4. Wildcard search (%)
  5. Check the tally in the bottom right hand corner

 

2. Readers with books on loan whose record is due to expire

  1. Launch a Users search
  2. Refine on Location
  3. Refine on Expiry Date -> Before …
  4. Refine on Loans -> Greater than 0.
  5. Wildcard search (%)

 

Circulation refined searches

1. Copies which have never been borrowed – see also OLIB Web and Jasper reports

  1. Launch a search on Copies and change to Copies of a Title
  2. Refine on Location
  3. Click Additional SQL ‘Copies never borrowed’
  4. To exclude copies which wouldn’t have been circulated anyway, refine on Copy Category is Not One of Electronic, Journal Holding Summary, Reference etc
    Wildcard search (%)
    You can change the sorting from Title to Classmark if preferred
  5. Alternatively it is possible to refine on ‘Count of Issues’ Equals 0; tick also Allow Null?

 

2. Copies which haven’t been borrowed since a particular date – see also OLIB Web and Jasper reports
Ask a System Administrator to create Additional SQL filter for you.

 

3. Copies which have never been borrowed entered onto SWIMS before/after a certain date – see also OLIB Web and Jasper reports

  1. Launch a search on Copies and change to Copies of a Title
  2. Refine on Location
  3. Click Advanced SQL ‘Copies never borrowed’
  4. Refine on Date Entered > Before/After
  5. To exclude copies which wouldn’t have been circulated anyway, refine on Copy Category is Not One of Electronic, Journal Holding Summary, Reference etc
  6. Wildcard search (%)
  7. You can change the sorting from Title to Classmark if preferred

 

4. Titles which have been reserved in the past

  1. Launch a search on Circulations > Reservations
  2. Change to Reservations by Title
  3. Refine on Reservation Date if required
  4. Refine on Title and Name -> Copies -> At Location (Ctrl +click for more than one)
  5. Refine on Satisfied – Yes if you only wish to see satisfied reservations
  6. Wildcard search (%)

 

Serials refined searches

1. Serial issues checked in at a particular location during a particular period

  1. Launch a search on Serials > Issue Copies
  2. Change to All Issue Copies
  3. Refine on Owner Location or Check-In Location – my location
  4. Refine on Status > Checked In
  5. Refine on Receipt Date
  6. Wildcard search (%)

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How are circulation statistics affected if a user’s User Category and / or Employing Authority (Dept) change?

Circulation statistics are counted against the User Category and / or Employing Authority (Department) of the user at the time that the report is run, even if the transactions happened when the user had a different User Category.

This can mean that the tallies for the same time period for the transaction types may differ if the report is run at at different times.  If the report has been refined on particular User Categories and / or Employing Authorities, it may include or exclude transactions carried out by users who have changed their either or both of these since the report was last run.  If it hasn’t been refined, then in the case of users who have changed either or both of these, the transactions may be counted under different headings since the report was last run.

For this reason it is best to run and record statistics as soon as possible after the transactions have taken place.

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How are circulation statistics affected if I delete a copy record?

They are not affected.  OCLC says:  It can be confirmed that if a copy record is deleted the link record in the copy transactions table (copytrans) is retained so that issue statistics are unaffected. 

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What is the relevance of the location in OLIB Web to statistics?

Circulation transactions are logged on the basis of the logged in librarian’s location, rather than the copy location.  That is to say that when specifying  a location parameter for circulation reporting, OLIB checks the location of the logged in librarian who carried out the transaction, rather than the copy location.  For example if the PC location is set to D01 and the copies are all located at D04, no circulation transaction statistics will be recorded for D04 – they will all be added into the statistics for D01. More details on the location are in the FAQ on PC location.

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How can I count withdrawals from stock over a period of time?

This can be done by noting  manually, or alternatively on SWIMS as follows.

As each copy is withdrawn:

To identify and count the copies withdrawn during a certain time period:

  • Launch a Copies search
  • Refine on copy status > ‘Withdrawn from Circulation’
  • Refine on At Location (your location)
  • Refine on Date Last Modified of ‘After’ or ‘Between’ as appropriate.  Note that ‘Date Last Modified’ will retrieve any modifications on the copy record, not just the change of copy status, though it is likely that once the copy record has been withdrawn it won’t be updated further.  Using the ‘Between’ parameter includes the dates, i.e. it means ‘between and including’.

Note the record tally at the top of the hitlist to obtain your count.

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