This session discussed the very real, practical benefits gained from using Jisc services (JUSP, Copac Collections Management/CCM) in enabling more effective and efficient collection management activity to take place in higher education institutions.
Using jisc's JUSP and CCM services effectively to manage resources - Jisc Digital Festival 2015
2. User Stories: how JUSP and CCMTools
make a difference to effective management
of resources in two academic libraries.
Jo Alcock, Mitchell Dunkley, Ruth Elder, Diana Massam
3. » Two Jisc services, one theme:
› Providing access to data: to improve efficiency and enable
effective workflows
» Real life reports on making a difference from two practitioners
User stories: JUSP and CCM
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4. » Introduction to JUSP
» User Story 1 (JUSP) : Mitchell Dunkley, De Montfort University
» Introduction to Copac Collection ManagementTools
» User Story 2 (CCMTools): Ruth Elder, University ofYork
» Questions / Discussion
User stories: JUSP and CCM
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5. JUSP:An introduction - Jo Alcock
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6. JUSP:An introduction
6
» Supports UK academic libraries by providing a single point of
access to e-journal usage data
» Assists management of e-journal collections, evaluation and
decision-making
» Provides statistics to ensure the best deals for the academic
community
Background and aims of JUSP
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8. How does JUSP collect data?
8
» Standardized Usage Statistics
Harvesting Initiative (SUSHI)
» Machine to machine method
of gathering statistics
» Libraries can view their data
from all participating
publishers within JUSP portal
JUSP:An introduction
flickr.com/photos/ragingwire/3395161474/
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9. JUSP:An introduction
9
» COUNTER-compliant usage data (COUNTER = Counting Online
Usage of NeTworked Electronic Resources)
› JR1: Journal Report 1 – Number of Successful Full-text Article Requests
by Month and Journal
› JR1a: Journal Report 1a – Number of Successful Full-text Article
Requests from an Archive by Month and Journal
› JR1 GOA: Journal Report 1 GOA – Number of Successful Gold Open
Access Full-text Article Requests by Month and Journal
» Where available, JUSP has usage statistics back to Jan 2009
What data are available?
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10. What reports are in JUSP?
10
» Journal level reports
» Summary reports
» Titles and deals reports
» Usage profiling reports
Guides to reports:
jusp.mimas.ac.uk/guides-to-reports
JUSP:An introduction
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11. Participating publishers Participating libraries
11
» Data from over 65 publishers
and intermediaries in JUSP
» Regular communication with
publishers; priorities informed
by participating libraries
» Almost all UK Higher
Education Institutions
participate in JUSP
» Interest from libraries in other
sectors and outside UK
JUSP:An introduction
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12. JUSP:An introduction
12
» Making effective use of staff time
» Informing decisions for substitutions/cancellations
» Assisting academic departments in understanding resource use
» Collecting data for regular reporting and decision making
» Usage profiling
Further examples at: jusp.mimas.ac.uk/use-cases/
JUSP use cases
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13. Find out more…
Contact…
Except where otherwise noted, this
work is licensed under CC-BY-NC-ND
Jo Alcock
JUSP
jusp@mimas.ac.uk
jusp.mimas.ac.uk
14. Using JUSP from a library’s perspective
DMU Library and Learning Services
15. Using JUSP from a library’s perspective
15
» DMU Library - directorate context
» Current resource renewals workflows & JUSP
» The benefits of using JUSP for DMU Library
» Creating a “usage and cost analysis” template
» Key interactions
Introduction
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16. Using JUSP from a library’s perspective
16
» Investment of over £1.7m per year in e-resources, journals and books
» Separate budgets for e-resources, books and journals
» Subject librarians = budget holders / decision-makers
» Content Delivery staff = provide usage / cost info to support
evaluation
» Return on investment is key for the service
DMU Library - directorate context
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17. Using JUSP from a library’s perspective
17
» E-Resources: automated renewal alert & checklist (Intota)
» E-journal subs: annual renewals process (with sub agent)
» Use JUSP as primary source where JR1 stats are available
» Provide usage and cost analysis document for resource renewals
» Supply stats for individual titles during annual journals review
Current resource renewals workflows and JUSP
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18. DMU Library – renewal checklist for online resources
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De Montfort University
Using JUSP from a library’s perspective
19. Using JUSP from a library’s perspective
19
» Saves time! (Multiple renewals, core titles and SCONUL data)
» Decreases staff frustration and improves team morale
» Ensures library is using COUNTER stats
» Enhanced analysis of raw data – new skills, visualisation of stats
» Better informed and prompt library renewal decisions
Benefits of using JUSP for DMU Library...
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20. Using JUSP from a library’s perspective
20
» CAG discussion – share templates between JUSP users, showcase
different examples of evaluating stats
» DMU template for cost & usage analysis
» Use set Excel formulas to create automatic data outputs and
visualisations
» View templates within “CommunityArea” section on JUSP
Creating a “usage and cost analysis” template
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21. Usage & cost analysis template – DMU Library
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De Montfort University
Using JUSP from a library’s perspective
22. Usage and cost analysis template available in the CommunityArea on JUSP
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Jisc/JUSP
Using JUSP from a library’s perspective
23. Using JUSP from a library’s perspective
23
» Publishers
» Systems providers
» Subject librarians / academic faculty staff
» Senior management in library / university
» Library users (DMU students)
Key interactions
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24. Find out more…
Contact…
Except where otherwise noted, this
work is licensed under CC-BY-NC-ND
Mitchell Dunkley
DMU library and learning services
mdunkley@dmu.ac.uk
mitchley.our.dmu.ac.uk/
25. Copac collection
management tools
25
» Built on Copac data
» Developed in partnership with
the White Rose Consortium
and RLUK
» A ‘grassroots’ project
meeting user needs
» Now ‘service in development’
CCMTools: an introduction
flickr.com/photos/31246066@N04/46410452/
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26. What are they?
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» Suite ofTools: enable
benchmarking of collections
» Comparison of holdings of all
libraries contributing to Copac
» Data search, manipulation and
visualisation, plus export
facilities
CCMTools: an introduction
27. Use cases
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» Identifying collection strengths
» Stock editing: identifying last
copies for potential
withdrawal
» Prioritising conservation or
digitisation decisions
» Subject search: collection
development
CCMTools: an introduction
28. Evidence of benefits
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» Case studies: user forum
» Community events
» Focus groups
» User testing
CCMTools: an introduction
29. User Survey
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» Over 60% of respondents
were using or likely to use
the CCMTools for business
as usual activity
» All respondents would
recommend the CCMTools
to others
» Over 70% of respondents
found the CCMTools easy or
very easy to use
CCMTools: an introduction
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Benefits:
CCMTools: an introduction
“Benchmarking
against other
libraries”
“CCM is
critical”
“Speed and
hard evidence”
“A realistic
starting point for
challenging work”
It’s wonderful, keep
developing it, don’t
take it away”
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» Currently preparing for service: summer 2015
» Investigating use cases with new user groups: pilot access
» Refreshing interface following user testing
» Developing user support and help features
» Opening up access to more users
What next?
CCMTools: an introduction
32. Find out more…
Contact…
Except where otherwise noted, this
work is licensed under CC-BY-NC-ND
Diana Massam
CCM Project manager, Jisc
diana.massam@manchester.ac.uk
ccm.copac.ac.uk/
33. Moving towards business as usual:
Use of the Copac Collection management
tool at the University ofYork Library
Ruth Elder
Collection space management co-ordinator
University ofYork Library and Archives
34. 34
Where are we now ?
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35. Identifying potential stock for purchase
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36. Identifying potential stock for purchase
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39. 39
Library of Congress subject heading: Natural Science
Identifying potential stock for purchase
0
500
1000
1500
2000
2500
Legal deposit library
Non legal deposit library
University of York library
Top 4 ranked Copac libraries for subject heading
Newcastle
Edinburgh
Manchester
Glasgow
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41. 41
“The lists produced … were extremely helpful for us in identifying
resources…
Given the interdisciplinarity of the programme… it was good to have
the absolute resource data and especially the comparator data for
other institutions …to get a feel for the types of materials we should
consider to support the programme…
We have a solid basis for making any necessary purchase decisions.”
Academic Liaison Librarian
Feedback for Natural Sciences work:
Identifying potential stock for purchase
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42. 42
York Art Gallery stock awaiting cataloguing …
Gifts
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43. 43
Library of Congress Subject Heading: George Stubbs
(Stock holding January 13)
Gifts
0
10
20
30
40
50
60
70
80
90
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48. Conclusion
48
The Copac Collection management tool helps to:
» Improve our understanding of collections
» Ensure the retention of the “last copy”
» Manage down print collections, enabling cost effective space management
» Identify and develop unique and distinctive collections
» Allows real savings in both staff time and effort, which can be
invested in alternative areas
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49. Find out more…
Contact…
Ruth Elder
University of York Library and
Archives
ruth.elder@york.ac.uk
ccm.copac.ac.uk/
Editor's Notes
JUSP was established to support those who need access to electronic journal usage statistics. Our primary focus has been UK academic libraries, and our goal has been to provide a single point of access to enable them to view e-journal usage data from different publishers.
The usage statistics that JUSP provide assist in the management of e-journal collections, evaluation and decision-making, for example with renewal decisions.
JUSP aims to provide statistics to ensure the best deals for the academic community, both at an institutional level, and at a sector level through work with Jisc Collections.
JUSP is funded by Jisc, and managed by a consortium made up of Jisc Collections, who manage the publisher agreements and legal requirements; Mimas, who provide project management, usage data collection, database administration, website development, and user support; Evidence Base at Birmingham City University, who manage user engagement and evaluation activities; and Cranfield University, who provide technical development.
JUSP uses SUSHI, the Standardized Usage Statistics Harvesting Initiative, to collect data. SUSHI is a machine to machine method of gathering statistics, and means JUSP can collect data from all participating publishers and display this data together in the JUSP portal. For participating libraries, this means they no longer need to gather data from all publishers; data from any publishers participating in JUSP will be collected each month on their behalf.
JUSP collects COUNTER-compliant usage data. COUNTER refers to Counting Online Usage of NeTworked Electronic Resources; a standard which helps to ensure data is consistent and comparable. The main COUNTER statistics used in JUSP are Journal Report 1 (JR1), Journal Report 1a (JR1a), and Journal Report 1 GOA (JR1 GOA). As can be seen in the slide, these reports give figures for the number of successful full-text article requests by month and journal; from an archive for JR1a, and Gold Open Access articles for JR1 GOA. We are also investigating providing the JR5, which is the Number of Successful Full-Text Article Requests by Year-of-Publication and Journal.
In order to enable data analysis on long-term trends, where possible JUSP collects usage statistics dating back to January 2009 (though this varies depending on the individual publishers).
There are a variety of different reports which can be done within the JUSP portal using the COUNTER-compliant usage statistics. These come under four broad areas;
Journal level reports, which can be used to examine usage of individual journal titles.
Summary reports, which can be used to examine usage of titles from certain publishers, gateways and intermediaries, as well as looking at summaries based on usage ranges and looking at trends over time.
Titles and deals reports, which enable you to look at titles included in current and previous package deals, compare deals, and view usage of titles and deals.
Usage profiling reports, which enable comparison of usage for selected publishers (as agreed with them – we work collaboratively with publishers on this). You can view your usage by calendar or academic year and compare with an average for groups which you belong to such as Jisc bands or regional groups.
Guides to each of the reports including further information and screenshots of dummy data can be found on the JUSP website.
As you can see from the graphs on this slide, the number of both publishers and libraries in JUSP has shown steady growth since 2010, and continues to do so.
JUSP currently have data from over 65 publishers and intermediaries, and Jisc Collections are in regular communication with other publishers to add more in future. Priorities for new publishers are informed via our participating libraries, so that we ensure we are in contact with the publishers our libraries want to see data from in JUSP.
Participating libraries include almost all UK Higher Education Institutions – we currently have 170 participating libraries, mostly from Higher Education though some from Further Education and some Research Councils. We have also had interest from libraries in other sectors and from outside the UK.
JUSP can be used for a number of different purposes, and we have a series of use cases on the website. Some examples include:
Making effective use of staff time - by collecting (and checking) data on behalf of participating libraries, JUSP allows them to spend less time on data collection and more time on data analysis.
Informing decision for substitutions/cancellations – JUSP provides data to inform those discussions and help identify titles with high or low usage.
Assisting academic department in understanding resource use – JUSP data can be used to support their decisions on recommended resources, and to aid development of the collection.
Collecting data for regular reporting and decision – JUSP data can be used for reporting to management, librarians, or academic colleagues and providing regular updates on usage statistics.
Usage profiling – JUSP data can be used to understand your institution’s usage in a broader context by looking at average use in groups you belong to.
+++++ CONTACT SLIDE WITH CREATIVE COMMONS +++++++
+++++ PLEASE FEEL FREE TO DELETE THESE NOTES WHILST CREATING YOUR PRESENTATION +++++++
Good afternoon.
My name is Ruth Elder and I work at the University of York library where my job title is Collection Space Management Co-ordinator.
This means that a large part of my role is around identifying where it is most appropriate to locate stock within the available library space.
I am involved in running the relegation and withdrawal projects in York, and also in analysing stock use, and investigating how data analysis can help us plan, develop and evaluate our collections.
I have been involved in the Copac Collection Management Tool project from its early days, and today I have been asked to give a brief update on how York has been using the tool over the last 18 months.
So where are we now ?
At York we changed library management system from Ex Libris Aleph to Alma in August 13.
This meant a whole new learning and development process whilst we got to grips with the new system!
This had a knock on effect on the projects that we have been able to action involving the Copac tools over the last 18 months, but there are two main areas where we have focused.
The first of these is using the CCM tool to identify stock for potential purchase…
And the second is evaluating how a recently received gift collection has strengthened our holdings, and trying to quantify this with a view to promoting the material in new ways.
These are both “works in progress”, but hopefully today will give you an insight into how we are embedding the tool into BAU at York.
So the first of the ways in which we are using the tool is by “Identifying potential stock for purchase.”
This is a method of using the tool that we developed out of one of the original case studies that I completed for the project a couple of years ago.
At its most basic this a method of using the tool to identify stock which your home library does not hold, but which other Copac libraries do.
By exporting this information to Excel and editing and filtering, it is straightforward to bring this down to a much more precise specification - as required.
So, in Autumn 2013 we started planning at York for the launch of a new natural sciences programme commencing in academic year 2015/16, and this was a new area to the university and the library.
After initial meetings between the HoD and the library, I was asked to identify stock for potential purchase, though use of the tool.
Specific relevant LoC subject headings were selected by the department for me to investigate… in this particular example I am using a straight forward subject search on “natural science.”
By entering the subject heading in the search box, I can produce a list of titles which are held in Copac libraries which are relevant to that term.
The tool produces a list of the search results ( a total here of 1677 records), as shown here which you can have a brief look at to check it’s the kind of thing you were expecting
…and then by clicking on the option “Visualisation of Search results” the tool produces….
The tool produces the graphs shown here….
The visualisation to the left shows the number of collections in which each document is held.
The one to the right shows…the number of documents held by each contributor library.
These visualisations are a good starting place to identify the scarcity or availability of stock, but are really a jumping off point for closer analysis of stock holdings.
By using the Export functions at the top of the screen, the data can be exported into Excel where the number crunching can really begin in earnest... And where the fun starts !
So in our current example, I select the Export Map data option into Excel ….
Where the report shows the number of records each Copac library holds with the specific search term selected – so Natural Science in this example.
By sorting this list in Excel, I can then produce an ordered graph to identify the Copac libraries with the strongest stock holding in terms of this particular subject heading.
For my purposes here, I have disregarded the legal deposit libraries in this example as not being representative of most academic libraries holdings.
Here the legal deposit libraries are marked in black, top ranked for this subject heading in green, and York is in Pink
and I am particularly interested in the four libraries which are highlighted in green.
Then by returning to the original search, and then exporting the second option of the graph data to Excel, through a process of filtering of the information can then produce a list of titles specific to your requirements.
So in this example here I was asked to identify stock which was not in our stock holding, but which was held by each of the top 4 libraries, ( which had been identified from the earlier slide). … so the ones in green….
So I first filtered out York, and then identified which titles were held in common by Newcastle, Edinburgh Manchester and Glasgow
This was then limited by publication date, to show post 2000 stock only (which should be more easily available to order.)
I also identified items which were available electronically.
This is part of the list which was produced for this particular subject heading – in total there were 350 items on this list.
Full details of this process are on the CCM website.
For information: the whole process for one subject heading will generally take me about 20 – 25 minutes to produce the final list.
This list – with the others produced – was then forwarded to the department for their consideration.
Feedback from the academic Liasion librarian – as shown – was positive.
They also fed back that the HoD found the data useful, which was then confirmed by a request for additional follow up data.
And as Martin says “We have a solid basis for making any necessary purchase decisions.”
The second project involving the use of the CCM tool is based around a gift collection.
We recently accepted as a gift the library of the York City Art Gallery.
And to give a little context:
At the gallery there was very limited access to the book stock. Recording of accessioned items was inconsistent, cataloguing basic and there was no classification scheme. The collection was highly regarded and viewed as an asset worthy of greater promotion.
So , through accepting the gift, the library is able to facilitate much greater access to the collection, and in addition the donation significantly increases our art stock and helps to addresses the Art Departments desire for additional research resources within the library at York.
We wanted to use the collection as a pilot project to explore new approaches to demonstrating the value and impact of gift collections.
In one approach we are using the CCM tool to quantify how the donation has strengthened our collection compared with other libraries, by identifying our ranking against other Copac libraries for specific art related subject headings.
Before any of the gift collection was added to stock we selected 18 subject headings that we considered the collection to be particularly strong in - in this case areas relating to 19th and 20th Century British Art.
We then produced graphs as shown illustrating how our current collection in the specific subject area compares with others libraries.
When all the stock has been added to the catalogue, we will run the reports again and see if there is any significant positive change in position in the rankings. This will hopefully give a broad indication of the strength of our holdings in these areas in comparison with other libraries, (though of course other factors will come into play.)
We wanted to use the collection as a pilot project to explore new approaches to demonstrating the value and impact of gift collections.
In one approach we are using the CCM tool to quantify how the donation has strengthened our collection compared with other libraries, by identifying our ranking against other Copac libraries for specific art related subject headings.
Before any of the gift collection was added to stock we selected 18 subject headings that we considered the collection to be particularly strong in - in this case areas relating to 19th and 20th Century British Art.
We then produced graphs as shown illustrating how our current collection in the specific subject area compares with others libraries.
When all the stock has been added to the catalogue, we will run the reports again and see if there is any significant positive change in position in the rankings. This will hopefully give a broad indication of the strength of our holdings in these areas in comparison with other libraries, (though of course other factors will come into play.)
In addition, on completion of the cataloguing we will run a list of the entire Art Gallery gift collection through the CCM to identify any stock which is rare or unique to York.
On the presumption that we can identify a positive change in the rankings and/ or stock which is rare and unique we will then reflect this information back to the department, and use it to inform promotion of the collection.
We are hoping that, using this information in association with looking at the loan figures of our various gift collections, and the time taken to catalogue and process the stock, that we can start internally to evaluate both the cost and the value of a gift item to the library.
This is probably as good a time as any to make the point that the CCM tool is just one part of the picture:
The selection of information which is fed into the tool from the local library management system, and the resultant data which is produced by it are equally vital elements of the equation, and are realistically outside the remit of the Copac team who design and support the tool.
And here is where I make a blatant plug to encourage you to spend sometime on the CCM blog for much more information, step by step instructions and case studies. Contributions on the blog are from the Jisc staff involved in the project, other board members, and members of the community who use the tool… and the information here can help to guide and inform you through the processes, help to smooth your way and learn from the experiences of others.!
So to return to York, that is a brief run through of how we are currently using the tool….
In addition, we are using it as a matter of course when considering the withdrawal of any book stock, by identifying and retaining items unique to York, and we find it helpful to feed this information into the consultation process with academic departments.
Our Special Collections Librarian has recently been making use of the tool to help identify and analyse unique and distinctive collections held by York, and we will shortly be using it to help review and prioritise work on outstanding stock awaiting cataloguing in our stores.
Our academic liaison team are interested in comparing our holdings with their perceived competitors and there is a real demand and interest in the use of the tool to consider new titles to potentially add to stock.
So, to conclude,
At York, through our involvement in the development of the tool, we consider it to have a really positive impact on the effective management of resources.
Used with an understanding and acknowledgement of the scope of the information produced by the tool it allows an accessible, more evidence based approach to collection management projects.
The tool is not the Holy grail, and it does not have the answer to all of your questions, but it does give an improved and informed basis for prioritization and decision making across a range of collection management activities.
Thanks for listening and I am happy to answer any questions you may have.