1. Introducing Suma: An open source tool to aid in assessment of reference services Joyce Chapman North Carolina State University Libraries RUSA MARS Hot Topics in Electronic Records Group ALA: June 25, 2011 1

2. Problem statement Many libraries perform manual counts of patron activities (reference transactions, headcounts, group study, laptop use) The process involves tedious collection mechanisms, lots of paperwork, and much room for error There is no coordinated effort to help departments analyze their data 2

3. Our solution An open source tablet and web-based application to aid library staff in gathering, storing, exporting, analyzing, and visualizing data about patron activities across spaces/activities/time and around events One of our first use cases: Reference transactions 3

4. Why do we care? With data about different patterns in reference transactions across library spaces we can – Improve staffing models – Make informed technology purchases – Improve signage – Take an evidence-based approach to planning future services and spaces 4

5. Missing skill set Data analysis: often an unmet need Everyone is asked to perform analysis, often no additional staff or training are provided to build the necessary skill set Many departments would love to be able to do more in depth analysis, but just don’t have the staff support

6. Our current practice 6

7. What do we track manually? Space: Transactions by different reference desk locations Time: Date and hour of the day Content type: Directional, print/copy, research, or computing Medium: In-person, phone, chat, direct, email

8. Problems of current practice Interpreting other people’s handwriting Re-entering data, duplication of effort Data on the file system is messy Information spread across many spreadsheets Missing data, data that is not interoperable No tracking of central “events”

9. Problems of current practice Inconsistent data Decentralized data storage Uncontrolled vocabularies No dedicated staff to help with data analysis = High barriers to analysis and data reuse in the current system 9

10. Suma A pocket data analyst for every librarian

11. Tablet-based data collection tool 11

12. What is the system? 12

13. Staff as stationary data collectors 13

14. Staff as mobile data collectors 14

15. Count via “thumb thump” 15

16. Data collection tool demo 16

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19. Data collection tool demo 19

20. Browser-based data dashboard “Chart wizard” will lead staff through a series of choices to produce charts comparing different aspects of data Charts can be exported for print or web Data in charts can be downloaded as delimited/Excel files

21. What kinds of data analysis? Compare an activity across multiple spaces Compare multiple activities in one space Analyze trends over… Fiscal years Academic semesters Weeks of the semester Days of the week Hours of the day Analyze aggregate ratios 21

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37. Timeline Private beta testing release August 2011. We are looking for enthusiastic and involved testers who want to try out the data collection client and provide detailed feedback. Open beta testing release Late fall 2011 Incremental updates Through 2012, adding visualization capabilities, events, etc.

38. Suma project team Jason Casden (project lead) Joyce Chapman Eric McEachern Rusty Earl Rob Rucker Hill Taylor 38

39. Thanks! Contact Joyce Chapman – joyce_chapman@ncsu.edujoyce_chapman@ncsu.edu More info https://github.com/cazzerson/SpaceUsageCensusToolkit http://www.lib.ncsu.edu/dli/projects/spaceassesstool 39