Metrics 101: Proving Your Value

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Metrics 101: Proving Your Value

  1. 1. Metrics 101: Proving your Value SLA Webinar October 16, 2013 Bess Reynolds Technical Services Manager Debevoise & Plimpton LLP
  2. 2. Why collect metrics? • The new normal – Doing more with less • Using the resources your institution pays for – Justify everything • Acquisitions • Staffing levels • Technological innovations • Show the big picture • Find trends Presented by Bess Reynolds 2
  3. 3. Your Toolkit • Excel: – the best tool to analyze & present data • Canned Reports: – Learn how to create reports using your ILS • In house charts: – Create charts to record research & circulation statistics – If you don’t use a circulation system use manual counting of check outs • Databases: – Powerful tools for additional analysis Presented by Bess Reynolds 3
  4. 4. Presented by Bess Reynolds 4
  5. 5. Knowledge is Power • Impress the C suite with your knowledge and ability to: • Take control of your library budget • Allocate expenses to help you: • Understand where the money goes • See trends • Use information on branches, departments, material type, etc. to make it granular Presented by Bess Reynolds 5
  6. 6. GL Accounts Allow Granular Reporting Presented by Bess Reynolds 6
  7. 7. Anatomy of a General Ledger Account Number 01-01-00 New York Office (location) 62001-010 Library Expense: Supplements (expense type) 01-1-00 Aviation & Equipment Finance (practice group) Presented by Bess Reynolds 7
  8. 8. Sample Report Sent to Each Practice Group Head Presented by Bess Reynolds 8
  9. 9. Presented by Bess Reynolds 9
  10. 10. Electronic and Print Usage Electronic resources: • Determine cost per actual user • Provides excellent ammunition in negotiations • 3rd party products pay for themselves Print resources: • Justify renewal or cancellation • Compare cost of owning to borrowing • Is it essential or just nice to have – • just in case? Presented by Bess Reynolds 10
  11. 11. Electronic Subscriptions Presented by Bess Reynolds 11
  12. 12. Sample Usage Report from 3rd Party Product Presented by Bess Reynolds 12
  13. 13. Additional Details Presented by Bess Reynolds 13
  14. 14. More Usage Details Presented by Bess Reynolds 14
  15. 15. Print Titles Sorted by Usage For Weeding Project Title New York jurisprudence 2d. United States code annotated. United States code annotated. United States code annotated. United States code annotated. United States code annotated. United States code annotated. United States code annotated. United States code annotated. United States code annotated. United States code annotated. United States code annotated. United States code annotated. New York consolidated laws service / by the editorial staff of the publisher. New York consolidated laws service / by the editorial staff of the publisher. New York consolidated laws service / by the editorial staff of the publisher. New York consolidated laws service / by the editorial staff of the publisher. New York consolidated laws service / by the editorial staff of the publisher. New York consolidated laws service / by the editorial staff of the publisher. Uses 8 1 0 2 2 0 0 2 4 3 7 2 1 2 Vol. No. 105 8 12 14 28 29 33 42 51 28 20 13 3 10 1 13 2 15 1 17 2 Convert spread sheet by volume to pivot table by title 18 19 Presented by Bess Reynolds 15
  16. 16. Sample Circulation Statistics For Print 2012 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Totals Ave. Total Check Outs 704 541 533 494 459 386 436 334 410 377 380 198 5,252 438 Total Check Ins 643 566 567 455 478 392 486 368 441 399 375 228 5,398 450 Inhouse Check Ins 414 352 360 219 296 368 286 333 298 287 324 250 3,787 316 Total Transactions 1,761 1,459 1,460 12% 10% 10% 47 47 44 % of Total Transactions Renewals 1,168 1,233 1,146 1,208 1,035 1,149 1,063 1,079 8% 676 14,437 1,203 9% 8% 8% 7% 8% 7% 7% 5% 62 1,200 41 44 43 16 20 43 40 40 487 41 1,000 800 Inhouse Check Ins 600 Create a chart from a spread sheet to tell the picture Total Check Outs 400 200 0 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Presented by Bess Reynolds 16
  17. 17. Another Type of Chart Print Circulation 2012 - 2013 YTD 2,000 1,800 1,600 1,400 1,200 1,000 800 600 400 200 0 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Presented by Bess Reynolds Feb Mar Apr May Jun Jul Aug Sep 17
  18. 18. Inter Library Loan Statistics Presented by Bess Reynolds 18
  19. 19. Staffing Presented by Bess Reynolds 19
  20. 20. Prove the value of your staff Timekeepers can make the library a profit center • Compare associate (timekeeper) billing rates to researchers • Library staff perform efficient, cost-effective research • Contribute value added analysis • Compare paraprofessional rates to researchers • Library assistants can retrieve documents, case-pulls for less than researchers Presented by Bess Reynolds 20
  21. 21. Research Statistics Using Reference Tracking Researcher 1 Researcher 1 Presented by Bess Reynolds 21
  22. 22. Circulation Staff Statistics TYPE OF REQUEST (Ill, CASE PULL, CIRC DATE TIME REQUEST (Brief description) DOC RETRIEVAL) CLIENT-MATTERREQUESTERSTAFF 1/2/2013 6:36 AMPlese can you send me a Keycite/Shepherd report for all the cases listed. Case pull XXXXX-XXXX John Smith B. Reynolds 12:53 1/2/2013 PMI am seeking the two sources. Book/PDF request XXXXX-XXXX Jane Smith J. Jones 1/2/2013 4:01 PMRequest any item two books. Book request XXXXX-XXXX Mary Jones E. Windsor Login/password 1/2/2013 7:15 PMWhat are the user name and password of The Daily Bankruptcy news? query XXXXX-XXXX Bugs Bunny J. Dean Can you provide me with Lexis verions of the two articles from the Wall 1/3/2013 8:36 AMstreet Jouranl. Article request XXXXX-XXXX Bob Dylan J. Dean 11:43Would someone be able to pull the cases in the attached and save 1/3/2013 AMindividually. Case pull XXXXX-XXXX John Lennon R.Starr Archibold 1/3/2013 1:49 PMRequest item one book Book request XXXXX-XXXX Cox D. Brubeck Would you please send ma a current copy of the federal sentencing 1/3/2012 3:23 PMguidelines? Book request XXXXX-XXXX John Glenn B. Reynolds Martha 1/3/2012 3:15 PMArticles request from London office Article request XXXXX-XXXX Stewart B. Reynolds Mary Jo 1/4/2012 9:17 AMWould it be possible for someone to pull the article fromamerican lawyers. Article request XXXXX-XXXX Parker B. Reynolds 11:08One of my colleagues has reulation of foreign banks & afficliates . Does George 1/4/2013 AMlibrary have ? Book purchase XXXXX-XXXX Harrison J. Jones I was wondering if we had a copy or access to a copy of Civil False Claims Elearnor 1/4/2013 2:40 PMbook. Book request XXXXX-XXXX Rigby E. Windsor 1/4/2013 5:26 PMCan I get the following 2 cases from NYLJ 2010 Case pull XXXXX-XXXX Bill Gates J. Dean 1/7/2013 8:30 AMBorrow one ILL for me ( Civil False claims and Qui tam Actions ILL request XXXXX-XXXX Miles Davis J. Dean Can you provide me with Lexis verions of thethree articles from theNY 1/7/2013 9:22 AMtimes and Wash Article request XXXXX-XXXX John Smith R.Starr 1/7/2013 4:18 AMWe need all the information published in the Last AL 100m America Lawyer Book/PDF request XXXXX-XXXX Jane Smith D. Brubeck 10:13 1/7/2013 AMCould you send me the two articles. Article request XXXXX-XXXX Mary Jones B. Reynolds 11:47 1/7/2013 AMCan some please send me these two awards. 2008 and 2007 Article request XXXXX-XXXX Bugs Bunny J. Dean 1/7/2013 1:56 PMI am looking for a copy of the revere copper case from 1978. ILL request XXXXX-XXXX Bob Dylan J. Dean Login/password 1/8/2012 9:44 AMObtain ICI log in credentials for John Smith query XXXXX-XXXX John Lennon R.Starr Archibold 1/8/2013 4:00 PMFereral banking sent. Book request XXXXX-XXXX Cox B. Reynolds 1/9/2013 9:44 AMHedge Fund Law Report access Article request XXXXX-XXXX John Glenn B. Reynolds Presented by Bess Reynolds DATE TIME HOW COMPLETED COMPLETED REQUESTED 1/2/2013 2:30 PMEmail 1/2/2013 1/2/2013 4:00 PMEmail 4:30 PMEmail 1/2/2013 7:30 PMEmail/Phone 1/3/2013 9:00 AMEmail 1/3/2013 2:30 PMRequest Form 1/3/2013 2:30 PMEmail 1/3/2013 4:15 PMEmail 1/3/2013 4:00 PMEmail 1/4/2013 9:30 AMEmail/Phone 1/4/2013 11:45 AMEmail 1/4/2013 1/4/2013 1/4/2013 3:00 PMPhone 7:00 PMEmail 11:00 AMEmail 1/7/2012 1/7/2013 10:30 AMEmail 11:00 AMEmail/Phone 1/7/2013 11:15 AMEmail 1/7/2013 1/7/2013 12:30 PMPhone 2:30 PMEmail 1/8/2012 11:44 AMRequest Form 1/8/2013 1/9/2013 4:30 PMEmail 10:35 AMEmail/Phone 22
  23. 23. Pivot Table of Circulation Requests Presented by Bess Reynolds 23
  24. 24. Thank you Contact me: breynolds@debevoise.com Follow me on Twitter* @bibliobess *Highly personal Twitter feed, reflects my opinions only Presented by Bess Reynolds 24

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