1 Overview SUNY Business Intelligence Initiative (SBII) Library Dashboards Circulation Analysis Collection Analysis

What is SBII? The SUNY Business Intelligence Initiative (SBII) is a SUNY-wide effort to provide data analysis and reporting tools for a wide range of university information. SBII is using the Oracle Business Intelligence Suite Enterprise Edition (OBIEE) software tools. An article in SUNYergy provides an overview of the project: BII.htmhttp:// BII.htm 2

Purpose of the Circulation and Collection Reports analyze and compare aggregate holdings –SUNY-wide –by SUNY sectors, by regions, and campus defined peer groups compare data between/among selected campuses and sectors/regions access collection usage using circulation information analyze circulation activity by patron status 3

Purpose of the Reports cont’d analyze collections, circulation activity and patron status usage by subject, publication date, language, format, other qualifiers (secondary formats, material description, target audience, form of item, government publication) determine collection age and rate of growth view overlaps and gaps of the SUNY Library Collection identify unique campus holdings 4

Not a Campus-Specific Tool The goal of these dashboards is to provide for SUNY wide collection analysis rather than create a specific campus reporting tool. 5

6 How to Log In and Get Started How to Login to SBII Dashboards Workflow for Creating Reports Explanation of Dashboard Structures Overview of Possible Reports Demonstration of worflow

55 Campuses, All Bib Records, 5 Years Circulation The data available for reports is: taken from 55 of the campuses on the shared Aleph servers (the 4 U Centers and Alfred U are not included) includes all available bibliographic records available up to December 2010 includes 5 years of circulation data up to December

See “Library Data Details” Link for More For a detailed description of the oracle tables and fields used in this project, please see the “Library Data Details” link to the MS Word Document 8

Circulation Analysis Dashboard Seven Dashboard Pages were created to help analyze and compare circulation activity by most of the attributes identified in the Collection Analysis Dashboard. In addition, circulation activity can be analyzed by year of circulation, patron type and by lending policy. 9

Collection Analysis Dashboard –Seven Dashboard Pages were created to help analyze and compare bibliographic holdings SUNY-wide, by sectors and regions, and with selected campuses. The analysis includes identification of unique holdings and overlap of holdings among campuses; review of collections ages and rate of growth based on publication dates; and the ability to filter by a variety of attributes including subject areas, language, and format. 10

All Dashboard Pages Offer: Introduction Page - each of the Library Dashboards has an Introduction Page which provides information on the Pages associated with that Dashboard. Print/Download Options – are available from each Dashboard Page and from the Title Details Report. –Printing options are available in HTML and PDF formats. Download options include output to.csv format, Excel, Powerpoint, and Web Page (MHTML). 11

Workflow 1.connect your web browser to: 2.log-in with your campus username and password 3.select Circulation Analysis or Collection Analysis from the Business Intelligence Utilization navigation menu 4.review the Introduction dashboard and decide which report you need 5.go to the Prompts dashboard and select the criteria for filtering your reports (Overview reports do not need Prompt filters) 6.select a dashboard and run the reports you need 12

open your web browser connect to Connecting

14 Choose Your Campus from the Menu

15 Enter your CAMPUS Username and Password

You May See an Empty Dashboard Page 16 - you can click on Circulation Analysis or Collection Analysis (the other reports are for other SUNY divisions)

What You See First: Circulation Analysis Intro Dashboard

Circulation Analysis Organizes circulation activities by: –subject –format –language –other bibliographic elements –publication year –categories of patrons

19 The SUNY-Wide Circulation Overview Provides SUNY_Wide Reports

Multiple Views Allowed Note here that multiple views (line, bar, pie charts) are allowed on many Dashboard Pages 20

SUNY-Wide Circulation by Division 21

SUNY-Wide Workflow For SUNY-Wide circulation reports: log-on choose Circulation Analysis choose Overview select reports 22

Campus or SUNY Subset Workflow log-on choose Circulation or Collection Analysis choose Prompts Page select filters 23

Prompts Page is for Filtering –Enables the report user to apply filters to data that will display on subsequent Dashboard pages –Allows for significant flexibility in report generation 24

Using the Prompts Page The prompts on this page are used to filter the data on all subsequent Dashboard pages, unless otherwise noted on that page or on the Introduction page. You do not need to set values for every prompt. You can set any combination of prompts that you desire, leaving the rest blank. If you do not set a value for a given prompt, then the data will not contain any filters on that given prompt column. 25

Three Selection Groups The prompt columns have been divided into three Selection Groups: –Campus Selections –Bibliographic Selections –Other Selections 26

Prompts Page for Filtering 27

Prompts Page Selections Campus Selections –Campus Type Description - based on SUNY System Administration definitions –Campus Name –3R Region LAND Zone 28

Bibliographic Selections –Division –Category –Format –Secondary Format –Language –Reproduction Type –Target Audience –Government/Non-Government Type 29

Other Prompts Selections –Circulation Year –Publication Year Range –Publication Year –Lending Policy 30

Making Your Prompts Selections Make your selections from one of the 3 Selections categories In the Selection pop-up window, be sure to click OK to exit after making your choices After exiting the Selection window, click the Go button to save your Selections before moving on to a new category. NOTE: All prompt selections are constrained only within their own categories. 31

compare to previous slide Each Selection Group has its own Go button. If you choose to set the prompts in a given Selection Group, you must press the Go button within that Selection Group before proceeding; otherwise, your selections will not be saved and will not take effect. After pressing any of the Go buttons, a message below the prompts will display the number of Matching Bib Records Found based on your selected criteria. Within each Selection Group, the lists of available prompt values will be narrowed down based on your other prompt selections within that Selection Group. For example, suppose you select “Comprehensive Colleges” as your criteria for the Campus Type Description. If you then go to select a Campus Name, in the Campus Name list you will only see the campuses that are categorized as “Comprehensive Colleges”. This dynamic list value filtering does not exist between columns in different Selection Groups, it only occurs for columns within the same Selection Group. 32

work this in 33

Choose a Selection Category … 34

35 Select, Transfer, OK

Don’t Forget “Go” 36

Prompts - Basic Instructions for using the Prompts on this page: Select your criteria for the columns in the Campus Selections box. You may leave a prompt blank if you do not wish to apply filter criteria to that column. Click the Go button in the Campus Selections box. Select your criteria for the columns in the Bibliographic Selections box. You may leave a prompt blank if you do not wish to apply filter criteria to that column. Click the Go button in the Bibliographic Selections box. Select your criteria for the columns in the Other Selections box. You may leave a prompt blank if you do not wish to apply filter criteria to that column. Click the Go button in the Other Selections box. Proceed to any of the subsequent Dashboard pages for further analysis based on your filter criteria selected in these prompts. 37

Prompts – Notes – Please Read Watch the value associated with the ‘Matching Bib Records Found”, if the value does not change, click on “Go” again. Collection Analysis Dashboard –Uniqueness/Age Analysis – from the Prompts Page - can be filtered by Bibliographic Selections and Publication Year. It can ONLY be filtered by Campus Type –Group Comparison – from the Prompts Page – can be filtered by Bibliographic and Other Selections. It cannot be filtered by Campus Selections. Circulation Analysis Dashboard –Group Comparison – from the Prompts Page – can be filtered by Bibliographic and Other Selections. It cannot be filtered by Campus Selections. 38