How can we improve Alma?

Adding more scheduling options for emailing Scheduled Reports (Alma Analytics Objects)

Currently, there are limited scheduling options for emailing Scheduled Reports (Alma Analytics Object area). Many of our users need reports delivered on the 1st of each month in order to capture the previous month's data. The only option right now somewhat close to that is delivery on the 2nd of each month. This doesn't work for us because it adds the first day's worth of data from the next month to the previous month. I propose adding delivery options for the 1st of each month. Better yet - how about offering a drop-down list where users can choose a certain day of the month for report delivery?

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Mike Rogers shared this idea  ·   ·  Admin →
under review  ·  AdminYoel Kortick (Senior Librarian, Ex Libris) responded  · 

Hi everyone. This will be considered. First a comment and a question.
Regarding “how about offering a drop-down list where users can choose a certain day of the month for report delivery”.
This will not happen. Jobs of this nature need to be scheduled so that resources can be properly distributed.
Regarding adding additional time, that may happen. Now a scheduled report has the following possible options. What would you like to see added and or changed?
Every Monday at 03:00
Every Monday at 07:00
Every Monday at 09:00
Every Day at 03:00
Every Day at 07:00
Every Day at 09:00
On the 02 of every month at 03:00
On the 02 of every month at 07:00
On the 02 of every month at 09:00

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  • AdminYoel Kortick (Senior Librarian, Ex Libris) commented  · 

    Hello. We are looking at some options of doing the desired scheduling changes. If it will be done it will be part of a larger "scheduling" project and will be part of the long term roadmap. Meanwhile we will leave this issue open. Thank you for time, patience and understanding, and of course for the suggestion as well.

  • Ann-Louise commented  · 

    Hi,
    I agree with everyone who says that different time-options for the morning is unnecessary, but still it seems that this is what you decide to keep, and add to one more day of the week.

    On our part what you add will not be an enhancement for our institution. Quaterly, half year and annual would be, but I notice that Ex Libris doesn't view this like the rest of the institutions that have been commenting on this case.

    Maybe I just don't understand the tecnical limitations behind not implementing these options.

  • AdminYoel Kortick (Senior Librarian, Ex Libris) commented  · 

    Hello everyone.
    Quarterly and every half year will not be added as scheduling options. There is too much gap between runs to justify a scheduling option.
    See below what we can possibly add. See section "We have now" and "We add"

    We have now
    -------------------
    Every Monday at 03:00
    Every Monday at 07:00
    Every Monday at 09:00
    Every Day at 03:00
    Every Day at 07:00
    Every Day at 09:00
    On the 02 of every month at 03:00
    On the 02 of every month at 07:00
    On the 02 of every month at 09:00

    We add
    -----------
    Every Friday at 03:00
    Every Friday at 07:00
    Every Friday at 09:00
    [note Friday will include data from up to Thursday]

    On the 15 of every month at 03:00
    On the 15 of every month at 07:00
    On the 15 of every month at 09:00
    [note 15 will include data from up to 14]

  • Lesli M Moore commented  · 

    Weekly (choice of day)
    Semimonthly (choice of day)
    Monthly (choice of first, middle, last day)
    Bimonthly (choice of first, middle, last day)
    Quarterly (choice of first, middle, last day)
    Triannual (not triennial -- choice of first, middle, last day)
    Biannual (choice of first, middle, last day)

    Times don't really matter, though 9pm through 7am work best as far as load and ETL processing, I would think.

  • Karen Schlesser commented  · 

    Every two months, quarterly, and every semester. Semester is obviously difficult because everybody is on a different schedule, but that is one we would use very frequently. Maybe Dec/May/Aug would cover enough institutions to be useful?

    I agree that we don't need 3, 7, and 9am. One of those would be sufficient.

  • Jason Hallen commented  · 

    I don't see much value in having the option to choose 03:00, 07:00, or 09:00. They are all early in the morning, and the Analytics data hasn't been refreshed in between any of those times. As far as we're concerned at our libraries, those times can all be consolidated into a single morning option. It would be more useful to have both a morning option and an option to run the report after the Analytics data has been refreshed in the evening.

    Here's our use case. The bursar job runs on Sunday evenings at 8 pm, which is after the Analytics data has been refreshed. We use an Analytics report to pull information about the fines that were processed in the bursar job, and we'd like that Analytics report to be automatically sent to us soon after the bursar report is run. If we schedule the Analytics report, our only weekly option is to run it on Monday mornings. Since the bursar job is run the evening before AFTER the Analytics data had been refreshed, the automatic Analytics report the next morning doesn't have the data from the bursar job. We would need to wait until the following Monday morning to get data from the bursar job run a week prior.

    There are two solutions that would address our need. 1) Allow us to schedule an Analytics report for Tuesday mornings so we can get the data from the Sunday evening bursar report. 2) Allow us to run the bursar report on Sundays before the Analytics data is refreshed.

  • Veronika Leitner commented  · 

    I think quarterly, half year and yearly would be a good addition.
    And at which day of the week instead of just monday. For me it'd be okay if the times here were reduced to one early option instead of 3, 6, 7, 9 am.
    Also to freely choose a specific date (e.g. every 20th of the month) for a monthly report would be neat.

  • Cathrine Fjeldstad commented  · 

    I would also like to see added quarterly, 6 months, and yearly scheduling options. The more automation we can build into Alma the better if you ask me. Why is this a problem?

  • Ann-Louise commented  · 

    Dear Yeol,
    then you leave me with the options of quarterly and half year. But, I still believe annual would be a good option. We do have several reports that are run on an annual basis. They are fixed and ready in Analytics, and adding them as a annually scheduled report in Alma, would benefit both the person needing to otherwise run and distribute the reports, and the receivers of the report, who then doesn't have to remind the said person to provide them with the reports.
    I believe we are not the only institution where the maker of the reports isn't the one actually taking interest in the report. In my case I do provide the institution with a lot of different reports, but not being the person interested in the report as such, I tend to forget when I'm expected to run them. I have to add reminders in the calendar. But that wouldn't be necessary if we had more scheduling options.

  • Melissa Gevaert commented  · 

    It would be nice to have the middle of the month. Fridays would also be beneficial (or specific day Monday-Friday). For example- the weekly BURSAR HAS to run on Sundays. I run a weekly list of items about to be billed so we can confirm they are missing before we bill for them. I currently have to run that list a full week in advance of the BURSAR running.

  • Kathleen Bell commented  · 

    I agree that a quarterly, every 6 months, and every 12 months would be nice options to have. Also, could we add in reports on the 15 of every month?

  • AdminYoel Kortick (Senior Librarian, Ex Libris) commented  · 

    Dear Ann-Louise:
    Scheduling is typically done on something more often than "yearly".
    If something is run once a year it can be done manually.
    Do you have a suggested answer to my inquiry from Feb. 14 where I state " Now a scheduled report has the following possible options. What would you like to see added and or changed?"

  • Ann-Louise commented  · 

    Hi, just to repeat myself: It would be nice to have the opportunity to schedule reports on a quarterly, half year and yearly basis.

    :-D

  • Ron Jackson commented  · 

    I would also like to be able to choose a specific time of day to run my daily reports. Ideally I would like to run them after analytics updates but before midnight.

  • Ann-Louise commented  · 

    It would be nice to have the opportunity to schedule reports on a quarterly, half year and yearly basis. Daily, weekly and even monthly is too often for some analytics you like a scheduled report on.

  • James Coates commented  · 

    Remember that the Analytics data may be harvested before the end of the day (20:00 GMT in the our case). So if your library is open later than that cut off you may not capture part of the last day if you run the report on the 1st. Hence why monthly reports are currently run on the 2nd. I would recommend ensuring you get the correct data for the month using a filter within the report on a date field, I would never just rely on when the report is run as a cut off.

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