GRLC Statistics Project Overview Aug 2011

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An overview of the Geelong Regional Library Corporation Statistics Project. Includes data challenges at the library, project drivers, project outputs and status at 1 Aug 2011. Prepared for Public Libraries Victoria Network Executive Commitee Meeting.

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GRLC Statistics Project Overview Aug 2011

  1. 1. Geelong Library Statistics Project2010-2011<br />Alan Howell: Business Analyst<br />1 August 2011<br />
  2. 2. Contents<br />GRLC<br />Acknowledgements<br />Statistics in libraries<br />Data challenges at GRLC<br />Drivers<br />Outputs<br />Status<br />Key findings<br />References<br />
  3. 3. GRLC<br />Autonomous body created 1997: 4 member councils<br /> Borough of Queenscliffe<br /> City of Greater Geelong<br /> Golden Plains Shire<br /> Surf Coast Shire<br />5,512 km2, 5 zones, 13 branches (4 more soon) and 3 mobiles<br />1,271,716 visits (up 13%)<br />2,483,015 loans (up 8%)<br />95,101 members (up 3%)?<br />
  4. 4. Acknowledgements<br />Terry Aquino, Hume City Council<br />Tom Edwards, Wyndham City Council<br />Les Firth, Yarra Plenty Regional Library Corporation<br />Margaret Pembroke, Southern Cross University<br />Briengan Rogers, Corangamite Regional Library Corporation<br />Sara Wisnia, Moonee Valley City Council<br />Staff at GRLC<br />
  5. 5. Statistics in libraries<br />Statistical data are indispensable for the internal management of libraries, but they can do more. When presented to policy makers, funding institutions or the general public, they will influence the strategic planning, and they can create and maintain confidence in libraries.<br />Library statistics can reveal a wealth of material, of hidden success stories where libraries have opened and ensured access to relevant information for all groups of the population. <br />IFLA Library Statistics Manifesto, 2008<br />
  6. 6. Data challenges at GRLC<br />Current system very good at recording activity but …<br /> Centralised, cumbersome and inflexible<br /> Not designed to inform decision-making about key business questions<br /> Lacks targets and ‘what-if’ tools<br /> Lacks evidential audit trail<br /> Only partly aligned with the organisation’s reporting and compliance requirements<br /> Only partly aligned with ISO 2789:2006, International Library Statistics and ISO 11620:2008, Library Performance Indicators<br />
  7. 7. Drivers<br />What statistics are needed to effectively and efficiently meet the organisation’s reporting and compliance requirements?<br />What statistics and tools are needed by the executive to inform decision-making about services, resources, staffing and buildings?<br />What statistics and tools are needed by the zone and library leaders so that they can effectively manage day-to-day services?<br />How can these statistics be easily collected, analysed, presented, preserved and meet evidential requirements in a timely manner?<br />
  8. 8. Outputs<br />Audit and map of the existing system<br />Core set of data elements and performance indicators produced to documented and auditable standards (ISO 2789 and ISO 11620)<br />Best practice in library statistics<br />Tools to facilitate ‘what-if’ scenario planning<br />Annual statistical calendar<br />‘Business rules’ (what, how, when, who) for each main activity/service<br />Online tool to automate capture from ILMS<br />Staff training<br />
  9. 9. Status<br />
  10. 10. Existing system<br />2 monthly reports<br />c.35 ‘data streams’ (see diagram)<br />Horizon ad hoc reports used for ILMS<br />Multiple Excel workbooks<br />Working versions on H drive<br />‘Feed-in’ sheet (Excel worksheet) for each branch on T drive<br />c.85 staff input data<br />Coordinated by one p/t member of staff<br />
  11. 11.
  12. 12. New system data architecture<br />Data sources<br /><ul><li>ILMS
  13. 13. Branches
  14. 14. Activities and services (from business ‘owners’)</li></ul>Statistics reports + tools<br />Normalised data tables<br />Optimised for data management (complies with metadata standard, separate tables for each discrete semantic concept, checksums, follows ANDS guidelines)<br />Optimised for data understanding (patterns, trends, co-relationships, and exceptions) egStephen Few’swork<br />Optimised for data input (contextural help, ‘form-like’ layout, no scrolling, tabs OK, consistent design + colour-coding, extensive data validation, locked and protected cells)<br />Data repository<br />Future analysis / data mining<br />
  15. 15. Key findings - library statistics<br />need to be:<br />Standards driven (eg ISO, data, Excel)<br />based on ‘business rules (4ws)<br />automated (wherever possible)<br />routinised and contemporaneous<br />contexturalised (context + change)<br />visualised<br />about data andbehavioural change<br />adding value<br />auditable to documented processes<br />
  16. 16. References 1<br />Australian National Data Service (ANDS) http://www.ands.org.au/<br />Perceptual Edge (Stephen Few) http://www.perceptualedge.com/<br />IFLA 2008, IFLA library statistics manifesto, IFLA, Paris. http://tinyurl.com/3sv32hy<br />
  17. 17. References 2<br />International Organization for Standardization (ISO) 2006, ISO 2789:2006 Information and documentation - International library statistics. http://tinyurl.com/45x2kpt<br />International Organization for Standardization (ISO) 2008, ISO 11620:2008 Information and documentation - library performance indicators. http://tinyurl.com/3kfuoqv<br />
  18. 18. Geelong Library Statistics Project2010-2011<br />Alan Howell: Business Analyst<br />1 August 2011<br />

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