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How to use an input file together with Alma Data in Alma Analytics Data Visualization (DV)

See also YouTube video Using an Input File Together with Alma Data in Data Visualization

In this blog post we will combine data from an Excel input file together with data from the Funds Expenditure subject area of Alma Analytics.

In this specific example we have a file with two columns:

  1. The POL number (also exists in Funds Expenditure subject area as POI Line reference)
  2. The staff member who initiated the POL (does not exist in Alma or Alma Analytics)

We import it to Alma Analytics using Data Visualization, and get the expenditure amount from each POL.  We will match the POL from the input file with the POL from Alma analytics and retrieve only POLs which have a staff member who initiated the POL.

In this way we can get the expenditure amount total per staff member who initiated the POL

ONE

Have an input file in Excel.  Here is our input file.  The “Initiator of POL” is information we are recipient in a file from the finance (or other) department.

The field “POL from Finance” is the PO Line reference number” in Alma.  We are also receiving this from the finance (or other) department. 

Tip: Do not call the field in the input file the same name as the field to which you want to match it in Alma (to avoid confusion).

  • In Alma it is called “PO Line Reference”
  • In the input file it is called “POL from Finance”

TWO

Create a data set

THREE

Choose to import from a file

FOUR

Select the file and open

FIVE

See the Excel file in DV and “add”

SIX

Note that the field from the Excel input file and the field which it will match from the Alma Analytics subject area should be defined the same way. 

Here it is an attribute of type text.

SEVEN

See that the data set has been created

EIGHT

From within a Data Visualization project in the Funds Expenditure subject area add a data set

NINE

Choose the data set which is the Excel file we just loaded

TEN

Now we have the Excel file and the funds expenditure subject area together

ELEVEN

Click “Prepare” to link the POL from the input file to the POL in Funds Expenditure Subject Area.

TWELVE

Switch to the “Data Diagram” tab on bottom left and click the “0” which means there are now “0” connections.  This will allow access to the area where the connection can be defined.

THIRTEEN

Link the POLs.  Choose the column from the input file “POL from Finance” and the column from the Funds Expenditure Subject Area “PO Line Reference”

FOURTEEN

See that the fields are connected

 

FIFTEEN

Return to the “visualize” tab

SIXTEEN

Make a table with the desired fields from both the input file and the Alma Analytics Subject Area.

We have from the Alma Analytics Subject Area:

  • PO Line Reference
  • Transaction Expenditure Amount

We have from the input file:

  • POL from Finance
  • Initiator of POL

We have filtered that the field “Initiator of POL” is not null.

SEVENTEEN

Leave just the desired fields.  In this case:

We have from the Alma Analytics Subject Area:

  • Transaction Expenditure Amount
  • Initiator of POL

In this way we have we desired: The expenditure amount per initiator.

EIGHTEEN

Change to desired visualization.  In this case we choose a Horizontal Bar sorted from low to high.

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