Jennifer SmathersHead Technical ServicesSUNY College at Brockportjsmather@brockport.eduThis presentation includes pictures licensed under the Creative Commons Attribution, Share-Alike license.http://www.flickr.com/photos/dannsolo/689861876/sizes/m/
Comprehensive Sector of the State University of New York (SUNY) system.16 campuses.Acquisitions & Collection Development librarians charged by the Director’s to work on Coordinated Collection Development.First meeting was in February of 2008.We are a coalition of the willing. Not every library is participating in every effort. Most of the 16 libraries are participating in most aspects of C4D.One of the first decisions we made was to use WCCA as a tool for our project.http://www.flickr.com/photos/romainguy/249370084/sizes/l/#cc_license
Baseline DataIdentify & measuring collection strengthsHoldings identification to reduce duplication (though mostly we’re using WorldCat “proper” and our Union Catalog for this process)Individual Libraries:As a weeding toolGenerate program revision & new program datahttp://www.flickr.com/photos/amerk/3576053169/sizes/o/
Using this data to measure “Are we making any progress?”Saving each of the top-levels of the conspectus for all colleges as Excel file:Publication DateOverlap DataUniqueness DataAlso saving the top level of Aggregate Data (duplicates are removed) Pub Date Only.http://www.flickr.com/photos/argonne/3323018571/sizes/l/in/photostream/
It’s easy to find the export button on WCCA. A little tweaking will make it more useful and save lots of clicking.How to get .txt files to automatically open in Excel. (For Windows Users)Go to Control PanelFolder OptionsFile TypesScroll down through the alphabetically ListChoose TXTChange to Excel.Remember to change back when you are done if using a shared computer!
Here’s an example of an analysis that I want to save.Click the Export ButtonChoose OpenIt opens in Excel, but notice it opens as a text file.Go to the Circular Window Button (Officially the Office 2007 button) If you’re using an older version of excel, use the FILE menu.Choose Save As, and Choose Excel Workbook. (Otherwise it remains a .txt file and is less user friendly.)
File Structure is important for this step.Whatever I did had to be clear, understandable and easy for the next person down the line to understand.I created a folder for each type of report:The Top Level Conspectus is an excel chart with the Conspectus areas and Schools Strengths listed (more on those soon.)Aggregated Data(Duplicates are removed so this is just a Publication Date only report)Saved by the top-level Conspectus Division.
File Structure for Non-Aggregate Views.The other three types are by Top Level Conspectus Division and Each SchoolPublication Date OverlapUniquenessUse the institutions OCLC symbols to keep file names short, understandable and consistent.
Using OCLC Conspectus: Top-Level SubjectsDrilling down a level for:Art & ArchitectureEducationLanguage, Linguistics & LiteratureUse Excel to create meaningful charts.http://www.flickr.com/photos/vox_efx/3464434789/
Choose which data to use. An Advantage to the group subscription is that all of our data can be in one place (We’re a group of 16 libraries)With an individual subscription you are limited to Peer Groups of up to 10 libraries.We partnered with several Community Colleges to bring the costs per library down.So Iset up a secondary group “C4D” with just our libraries in it. Choose the Division you are interested in (In this case I did a report on Business).Choose the Year Limits you want –the reports I did for strengths were based on 2000-2009.Run the Analysis.
This is data from 2000-2009 for the Business Division of the Conspectus.You’ll notice on the left that I’ve edited the Libraries field to reflect their commonly used (though short) names. This will make the chart more understandable in the long-run.Yellow highlighted libraries are the libraries that claim business as a particular area of strength.Rearrange your Excel spreadsheet so that the Strength Libraries are at the end of the list.Click on the Pie Charts, choose the “Pie of Pie” option.To select which Libraries go in the Pie of the Pie Section, Right Click on the Chart and choose “Format Data Series”Change the Number to reflect the number of libraries you want in your second Pie. (The default was 5)A word about Right Clicking on charts. There are lots of different menus that pop-up based on exactly where you click on a chart. If you don’t see the Menu option that you are looking for, just move your cursor slightly and right-click again.
Now that you have a chart, it is time to make it more useful.Right Click.Click Add Data Labels (they start out as Just numbers, you can change that.)Choose Format Data Labels.I like to choose Add Data Label so we can see which school goes with which slice of pie.
My preference once I have the chart created is to move it to it’s own worksheet.This makes it easier to find or print, as well as cut/paste into other documents.Congratulations! You now have a successful and meaningful chart.
Last Copy Agreement makes WCCA a weeding tool.C4D now has a saying, “Those who weed first, weed easiest.”You can run a report on a conspectus division (or drill down even further) by publication dates (older than 5 years?)Go to the Overlap ReportClick on your libraryClick on each overlap # that you want titles for and download into excel.I did nursing, older than 5 years, owned by more than 4 but less than 10 libraries.If you have the individual subscription with the ILL/Circ module, then you can cross-reference that data. I don’t have that luxury, but my systems librarian, Pat Maxwell was able to get reports run on our circulation data. That generated a list of items that I was able to have my student pull for my review. It was a quick way to weed over 4 carts of items.http://www.flickr.com/photos/nickfarnhill/1074141347/sizes/o/http://www.flickr.com/photos/sarniebill/3545246770/sizes/m/
Things to watch out for:Quarterly Updates can throw off your baseline data. Get all of it captured during 1 quarter’s “snap-shot”Join the WCCA listserv OCLC-WCA@OCLC.ORG and you get a warning ahead of an update.Think carefully about what you are measuring.Capture whatever you might want to use in the future.Two sets of data, one with Serials, one without.Make sure all of your institutions are present and accounted for. (NYLINK, our Regional Service Provider, and OCLC worked with us on this)This can eat up Time!!http://www.flickr.com/photos/myklroventine/1253351437/sizes/m/
(http://www.flickr.com/photos/charles_chan/544022867/sizes/o/ )This picture is licensed under the following creative commons license: http://creativecommons.org/licenses/by-nd/2.0/deed.enAny Questions?
Any Questions?Jennifer SmathersHead Technical ServicesSUNY College at Brockportjsmather@brockport.edu
Using WorldCat Collection
Analysis to Jumpstart Coordinated
Collection Development in SUNY
Jennifer Smathers, The College at Brockport
What are we using WCCA for?
• Baseline Data
• Identify & measuring
• Holdings identification to
• Individual Libraries:
– As a weeding tool
– Generate program revision
& new program data
Head Technical Services
Drake Memorial Library
This work is licensed under the Creative Commons
Attribution-Share Alike 3.0 United States License.
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