EPrints reporting

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Paul Fox

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Nov 22, 2016, 10:28:11 AM11/22/16
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Hi,

 

We wonder if there are any report add-ons available for the repository: we want to be able to easily produce a snapshot for departments of our publications status for the current REF period, that we can update each month. At present we are doing this by exporting search results and manually adjusting the spreadsheet to be of use, which is understandably cumbersome.

 

Similarly, the default REF CC compliance report we can export does not currently provide a snapshot of compliance without a great deal of manual adjustment (adding EPrint ID numbers, omitting old versions of items and non-proceedings conference items, etc.).

 

We haven’t seen anything ourselves but assume there must already be a solution available. Or have other institutions just produced bespoke solutions for their specific needs?

 

Thanks

 

Paul Fox

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Mick Eadie

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Nov 25, 2016, 4:35:19 AM11/25/16
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Hi Paul

at Glasgow we use the generic reporting framework plugin http://bazaar.eprints.org/391/ to generate various reports.

we have our standard open access report which maps to the Jisc APC reporting template (the code for this is available from here https://github.com/eprintsug/OpenAccess but you might have to edit the returned fields a bit to reflect your own repository)

we have also been doing a bit more locally with producing REF compliance reports - happy to share this also if it would be helpful.

cheers
Mick

Chris Keene

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Nov 25, 2016, 5:05:42 AM11/25/16
to Mick Eadie, EPrints UK User Group
Hi

18 months ago (when I worked in a University) I created some simple php based reporting.

It showed
- number of items by school/year
- number/% of these which are OA full text and (will be) publicly available.
- various other reports.

The code should work with any Eprints version (though i don't know if recent versions have changed the db structure at all). Just need to install it on a server which can (read) access the eprints db.

Please do give it a try:

https://github.com/chriskeene/Eprintsreporting

note, i no longer manage an eprints install so can't provide any help.

Chris

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Annette Moore

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Nov 25, 2016, 1:10:58 PM11/25/16
to EPrints UK User Group, Chris Keene, Mick Eadie, Annette Moore

Hi Paul

 

Similarly, we started off working with an export to .csv of an advanced search from our repository to get an idea of compliance, as the actual REF CC Report doesn’t indicate items that are ‘will be compliant’ or the department or School.  One of the fields in the export spreadsheet  -  ‘hoa_compliant’ – holds the compliance ‘score’ from the REF CC tests. A score of 511 indicates  a fully compliant record, a score of greater than 511 indicates there is an exception applies to the item and, and a score of 318 indicates that the item is one that ‘Will become compliant’ at the end of the embargo period (but we are still monitoring this one).  

 

We  then used this scoring approach to ask our Management Information team to create a compliance report (graph and table of items) by School indicating items that are compliant/will  be compliant,  items that are not compliant and items that have exceptions, using the University’s Cognos Analytics software.  This provides a good overview of compliancy and indicates records that require further action.  

 

Compliance scoring:

COMPLIANT           => 1,

DEP                 => 2,

DEP_COMPLIANT       => 4,

DEP_TIMING          => 8,

DIS                 => 16,

DIS_DISCOVERABLE    => 32,

ACC                 => 64,

ACC_TIMING          => 128,

ACC_EMBARGO         => 256,

EX_DEP              => 512,

EX_ACC              => 1024,

EX_TEC              => 2048,

EX_OTH              => 4096,

EX                               => 8192

 

More recently,  a few staff in the Library have access to a test area of Cognos and we can now create our own ad hoc reports from our repository Sussex Research Online, and that is proving very useful at identifying any anomalies and seeing where further action is required to ensure compliance.  

 

Best wishes,

 

Annette

 

P.S.  Hi Chris – the php reports still going strong and very useful!

 

Annette Moore

Technical Services Librarian

 

The Library

University of Sussex

Brighton

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T:01273 877046

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Paul Fox

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Nov 29, 2016, 6:01:49 AM11/29/16
to Annette Moore, EPrints UK User Group, Chris Keene, Mick Eadie

Thank you all for the replies. While I’ll need to pass the things that require installation to the relevant parties here, it is helpful to see how others are tackling this problem.

 

Annette – your e-mail on compliance scoring in particular is immediately useful as I have seen that field in our export but had no way to decode it. Is the list of scoring (1 to 8192) what your MI team have reverse engineered or is it actually how EPrints calculates the 511 (exc. exceptions)?

 

Thanks

 

Paul

John Salter

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Nov 29, 2016, 7:18:52 AM11/29/16
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Hi Paul,

The scoring comes from this code:

https://github.com/eprintsug/hefce_oa/blob/master/lib/plugins/HefceOA/Const.pm

 

If you're not programmatically inclined, the values might appear strange - they are a bitwise representation of the items' status.

In Excel, you could use the 'BITAND' function (https://support.office.com/en-gb/article/BITAND-function-8a2be3d7-91c3-4b48-9517-64548008563a) to check the state of the item.

 

Some examples (with the compliance value is stored in cell A1)

Formula                              Meaning

=BITAND(2,A1)                 is it 'deposit' compliant?

=BITAND(4,A1)                 is it 'deposit compliant' e.g. was a correct document version uploaded

=BITAND(8, A1)                is it 'deposit timing' compliant e.g. was it deposited within the allowed timeframe

=BITAND(64,A1)               is it 'access' compliant?

 

The values to use in these tests are in the 'Const.pm' file linked above - and copied here:

    COMPLIANT           => 1,

    DEP                 => 2,

    DEP_COMPLIANT       => 4,

    DEP_TIMING          => 8,

    DIS                 => 16,

    DIS_DISCOVERABLE    => 32,

    ACC                 => 64,

    ACC_TIMING          => 128,

    ACC_EMBARGO         => 256,

    EX_DEP              => 512,

    EX_ACC              => 1024,

    EX_TEC              => 2048,

   EX_OTH              => 4096,

    EX                       => 8192,

 

I hope that I've explained that in a useful way!

Cheers,

John

Annette Moore

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Nov 29, 2016, 8:21:52 AM11/29/16
to John Salter, EPrints UK User Group, Annette Moore

Hi Paul

 

Just to add, the scoring started to make sense for  me when I realised that a fully compliant item (score 511) is a total of all the scores for  the tests:

    DEP                 => 2,

    DEP_COMPLIANT       => 4,

    DEP_TIMING          => 8,

    DIS                 => 16,

    DIS_DISCOVERABLE    => 32,

    ACC                 => 64,

    ACC_TIMING          => 128,

    ACC_EMBARGO         => 256

 

..plus 1 for compliant in all of the above COMPLIANT =>1

 

Annette

 

 

Annette Moore

Technical Services Librarian

 

The Library

University of Sussex

Brighton

BN1 9QL

 

T:01273 877046

E:a.m...@sussex.ac.uk

 

Timothy Miles-Board

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Dec 1, 2016, 11:03:36 AM12/1/16
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Hi,

Just to chip in as the developer of the original plugin, I wouldn't recommend using the hoa_compliant field directly. As already pointed out, the field is used to encode the test results in a special way - this is for scale/performance reasons (many test results can be stored without adding lots of fields to EPrints, it's easy to add further tests should they be needed). The field isn't designed to be 'human readable', nor guaranteed to encode results the same way in future versions.

I would suggest (gently :-) lobbying Jisc for an updated version of the plugin with improved reporting features now that these are becoming more important and better understood. The initial version really just focused on gathering the appropriate data and running the compliance tests (and I hope it's been working OK in this respect).

Best regards,

Tim


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William Fyson

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Dec 1, 2016, 11:23:34 AM12/1/16
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Hi,

At EPrints Services we are looking to receive some funding from JISC to work on some developments for the REF CC and Generic Reporting Framework plugins. Our plans include...

1) Introducing new states for the reports other than the valid/green and invalid/red states to allow for more nuance reporting - most notably to highlight when a REF CC record is not compliant, but will become compliant over time when an embargo expires.

2) Include information about REF CC compliance in the report exports.

3) Allow people to choose which fields they would like to appear in the report exports. 

4) Allow some reports to be made publicly viewable where desirable.

Look out for new updates concerning these plugins in the near future!

Many thanks,

Will


William Fyson
rwf...@ecs.soton.ac.uk
EPrints Services Bay 2, 3081, B32
University of Southampton


On Tuesday, 22 November 2016 15:28:11 UTC, Paul Fox wrote:

Mick Eadie

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Dec 1, 2016, 11:56:29 AM12/1/16
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thanks for this Will - it would be great to get all of us who are working separately on building ref compliance reports to feed into this work.  Try and get something we can all use 'out the box' that meets all our needs  - as i'm sure we're all doing very similar things (but separately!)....  

cheers
Mick

Valerie McCutcheon

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Dec 2, 2016, 6:30:24 AM12/2/16
to Mick Eadie, EPrints UK User Group

Hi Will,

 

As Mick says we already did some work on this creating our own reports as the ones supplied did not satisfy our needs .

 

If there were more complex functionality that we don’t have yet I could possibly see us adapting what we have already put in github EPrints for reports or emulating our reports in the plug-in.  I am very keen to work together on this and avoid duplication of effort.    

 

Can we articulate a clear state of play and requirements from the community?

 

Perhaps we need a get together or a more transparent way to share the key needs of the community.

 

 

Valerie McCutcheon

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From: eprints-uk...@googlegroups.com [mailto:eprints-uk...@googlegroups.com] On Behalf Of Mick Eadie
Sent: 01 December 2016 16:56
To: EPrints UK User Group <eprints-uk...@googlegroups.com>
Subject: Re: EPrints reporting

 

thanks for this Will - it would be great to get all of us who are working separately on building ref compliance reports to feed into this work.  Try and get something we can all use 'out the box' that meets all our needs  - as i'm sure we're all doing very similar things (but separately!)....  

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