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Symplectic Elements: Reports-h-index, CVs etc

Reports in Symplectic

The Symplectic Team is working on the ways to quickly and efficiently create reports that divisions can use. Below are two reports, h-index* and publication counts by year, that you can pull from Symplectic at this time. Please watch this tab for more types of reports in the coming months. This year it is not required to use this method. Please use this guide to calculate the h-index and this guide to get citation counts (including by year) from Scopus and Web of Science.

*Before running any report it is a good idea to make sure all pending publications have been claimed or rejected, ideally a few days before running a report. It takes up to two days for the h-index to recalculate.

Find a faculty member(s) h-index

For an individual user's h-index you have several options:

In the Home tab go to My Summary. The individual's h-index is found in section under the publications graphic.

OR

Follow these steps to get the h-index of an individual user or an entire division in an Excel sheet.

  1. Log into Symplectic using your CCHMC username and password.
    www.elements.cchmc.org
  2. Click on the Research Admin tab.
  3. Click on Basic Reports.
  4. To run a report for a specific user, enter the user’s name in section 1. Select Users and click on the green plus sign (+) to the right.

    To create a list of all faculty members in the find the division name in section 2. Select Groups, find and check the box next to the name of your division. Please note you will have to click the plus sign (+) to find the full list of divisions within a larger group e.g. Adolescent Medicine is within the group Medicine.

  5. Next, navigate down to section 4.ii Choose report: Users and Usage, select H-index (CVS/Excel) from the drop-down list and click Get Report to the right of the box.
  6. An Excel file will generate, providing the h-index for each faculty member in the division. Make sure to use the h-index under the Web of Science column.

Symplectic Reporting-Citations and H-index Instructions

Pending Counts

The following report provides a list of Symplectic users who have pending publications. We update this report periodically, but when needed, you can run your own report. Please review, approve, or reject these publications.

  1. Go to: Research Admin tab > Reporting > Basic Reports.


     
  2. Select the groups that you maintain under section "2. Select groups". Remember to click the + to expand groups e.g. Medicine > Adolescent Medicine.


     
  3. Leave section “3. Select filters” or:
    • Check the box ”Include non-current users” to include approved publications from anyone who left the institution.
    • Check the box ”Include non-academic users” ” to include non-faculty research staff who use the system to track publications.

      |
  4. Finally, go to: section "4.ii. Choose report: Users and usage", select "Approval Counts" from the drop down menu, and then "Get Report".



    Select “Open” or “Save” when Excel's window appears.



    The pending counts are in column I.

Import Tab Delimited Files (Excel sheets)

Find the total number of publications and citation counts by year for a faculty member

  1. Log into Symplectic.
    www.elements.cchmc.org
  2. Click on the Research Admin tab-Reporting-Basic Reports.
    .
  3. To run a report for a specific user, enter the user’s name in section 1. Select Users and click on the green plus sign (+) to the right. 
  4. Navigate to section 4.i. Choose report: Data extract, leave the existing settings and click Get Report to the right.
  5. An Excel file will generate, providing the h-index for each faculty member in the division. Note: You will see duplicate publications in this list if multiple employees approved them in their profiles (i.e. co-authors from the same division).
  6. Add filters to row 1 by highlighting the row, going to the Data tab and selecting Filter
  7. Navigate to column BS “Other Sources Present”, click on the filter down arrow to open the Filter box and type Web of Science which is the source used for other institutional reporting. 
  8. Next we will filter out subtypes such as Meeting Abstracts and Corrections/Erratum.  Navigate to BI “Sub types” click on the filter down arrow to open the Filter box and uncheck subtypes abstract, correction or erratum.
    1. Copy this subset of publications to a new tab to run calculations. Insert a new worksheet, highlight the filtered rows on the original sheet then copy and paste them to the new worksheet.  This will ensure calculations such as Sum and Average work appropriately later.
  9. This subset of publications will be the total publications for the faculty available from Web of Science.
  10. Calculate the Number of Publications by Year using the Excel sheet you just created, go to column AX “Publication Date” and insert a column to the right.  There are multiple date formats in the system.  We will filter them by calendar year for the purpose of this reporting. 
    1. For the year only fields, you will just need to copy the value using the (=AX11) where AX11 references the first cell where just the YYYY appears. You can copy this formula for the remaining cells where there is just a year.  The cell reference (AX11) will automatically update with the copy and paste action.
    2. For the full date, you will need to use the Year function to change the format.  Enter the formula as shown below (=YEAR(AX134)) where the full date format begins.  You can copy this formula for the remaining cells where there is a full date.  The cell reference (AX134) will automatically update with the copy and paste action.
    3. For those with the YYYY-MM format, enter a Left function formula (=LEFT(AX52,4) where the YYYY-MM format begins.  You can copy this formula for the remaining cells where there is YYYY-MM format.  The cell reference (AX52) will automatically update with the copy and paste action.
  11. You now have the publication years in a formula and we will need to convert them to a value.  Insert another blank column (highlight the column next to the one where you want the new column to go and right click Insert), copy the values in column AY to the new AZ and select paste special values. 
    1. You now should have only the publication year for all publications.
    2. There may be some values in a text format.  These will appear left justified and have a small green box in the cell. 
    3. Convert these to number by selecting the all of the text values (Note: you may need to sort the data based on the publication year first to group them.).  Highlight just the text years, click on the drop-down caution symbol and choose Convert to Number. 
  12. To create a graph, you can use the subtotal function or a pivot chart feature in Excel. 
    1. Using the Subtotal function, you can sort on publication year and use the subtotal feature to count the publication title when the Publication Year changes.  The subtotal function is on the Data tab menu.
      1. Select “Publication Year” from the “At each change in:”, change the “Use function:” from “Sum” to “Count” and select “Chapter title or Title” from the “Add Subtotal to:” option then select “OK”.
      2. Select the “2” in the top left corner of the spreadsheet just to see the summary.  This can then be transferred to a table and a chart created from it. 
    2. Using the pivot feature, highlight the data in the worksheet, go to Insert and select PivotChart.
      1. If you did not select the entire table or range of data, you can update that by select the worksheet icon to the right.  Otherwise, it will default with the selected data from Step b. Use the New Worksheet option and select OK.
      2. Select “Publication Year” as your Axis and “Chapter title or Title” as your Values. 
      3. This will automatically create the following:


  13. To calculate the Sum of Citations, navigate to the last row under column BM “Citation Count (Web of Science)” and select AutoSum from the Home tab menu.
     
  14. To calculate the Average Citations:
    1. Filter column BM “Citation Count (Web of Science)” for blanks only and enter 0s. 
    2. Go to the next blank cell at the bottom of “Citation Count (Web of Science)” then navigate to the drop-down options in the AutoSum function and select Average. This will give the average number of citations across all Web of Science articles.