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Crafting a Koha-Informed Vision: Integrated Library Planning with Gleanings from Reports

Crafting a Koha-Informed Vision: Integrated Library Planning with Gleanings from Reports

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This is a presentation from the 2021 Koha-US Conference. Koha reports have a variety of uses and functions. Lancaster Theological Seminary Library has been developing a set of reports that it uses to inform its integrated library planning process. Tracking patron behavior over the past six years with Koha reports has helped to uncover new trends, prompting big questions and new creative directions for the library. This session introduces Integrated Library Planning and offers a glimpse into how Koha reports can be leveraged for adaptive and strategic planning.

This is a presentation from the 2021 Koha-US Conference. Koha reports have a variety of uses and functions. Lancaster Theological Seminary Library has been developing a set of reports that it uses to inform its integrated library planning process. Tracking patron behavior over the past six years with Koha reports has helped to uncover new trends, prompting big questions and new creative directions for the library. This session introduces Integrated Library Planning and offers a glimpse into how Koha reports can be leveraged for adaptive and strategic planning.

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Crafting a Koha-Informed Vision: Integrated Library Planning with Gleanings from Reports

  1. 1. CRAFTING A KOHA-INFORMEDVISION: INTEGRATED LIBRARY PLANNINGWITH GLEANINGS FROM REPORTS
  2. 2. IN THIS PRESENTATION:  BRIEF OVERVIEW OF INTEGRATED LIBRARY PLANNING  KOHA REPORTS USED IN LANCASTER THEOLOGICAL SEMINARY LIBRARY’S MONTHLY REVIEW CYCLE  Acquisitions  Deaccessions  Cataloging  Circulation  EXPLORATION OF HOW A LIBRARY’S MISSION ANDVISION CAN BE INFORMED BY KOHA REPORT DATA
  3. 3. WHAT IS INTEGRATED LIBRARY PLANNING? New model for strategic and dynamic planning, management, and assessment tailored to libraries Combines all library functions and strategic visioning under a unified plan and process Ongoing monthly assessment and evaluation Planning mapped onto a rolling horizon
  4. 4. INCLUDED IN THE MONTHLY REVIEW:  Dashboard for each operational area of the library  Actions taken toward achieving strategic outcomes  Assessment of progress toward strategic outcomes  Planning horizon with current and future strategic outcomes  Financial summary  Operational data (quantitative)  Information behavior analysis (qualitative)  Mission, vision, goals, outcomes
  5. 5. ACQUISITIONS & WEEDING  Selection & Acquisitions (orders)  March: 24 titles  April: 18 titles  May: 19 titles  June: 26 titles March-June 2021 0 10 20 30 40 50 60 Mar-20 May-20 Jul-20 Sep-20 Nov-20 Jan-21 Mar-21 May-21 Titles Ordered Titles Ordered 0 50 100 150 200 250 300 350 400 Items Bib Records Weeding  Weeding (deaccessions)  March: 363 items / 294 bibs  April: 173 items / 184 bibs  May: 196 items / 180 bibs  June: 47 items / 71 bibs
  6. 6. ORDERS IN DATE RANGE SELECT v.name AS vendor, b.title AS 'book title', format(o.listprice,2) AS 'list price', format(o.unitprice,2) AS 'actual price', ba.basketname, o.order_internalnote, o.order_vendornote FROM aqorders o LEFT JOIN aqbasket ba USING (basketno) LEFT JOIN aqbooksellers v ON (v.id = ba.booksellerid) LEFT JOIN biblio b USING (biblionumber) WHERE o.entrydate BETWEEN <<Ordered BETWEEN (yyyy-mm-dd)|date>> AND <<and (yyyy-mm-dd)|date>> Source: revised from Koha Report Library (wiki); variations found in Mana Report results: a list of titles that have been ordered in the date range specified How the data is used: record the count of titles in the chart for monthly review
  7. 7. ACQUISITIONS BY SUBJECT AREA March-June 2021 March-June Added Item Count by Subject Area BV – Practical Theology 34 N – Fine Arts 2 BS – Biblical Studies 29 Z – Bibliography & Library Science 2 BT – Doctrinal Theology 16 BJ – Ethics 1 BR – Christianity 13 BP – Islam 1 BX – Christian Denominations 9 D – World History 1 BL – General Religion 5 F – U.S. Local History 1 B – Philosophy 2 HT – Communities, Class, Race 1 BF – Psychology 2 M – Music 1 HQ – Family, Women, Marriage 2 PN-PZ – Literature 1 L – Education 2
  8. 8. CALL NUMBER COUNT FOR DATE ACCESSIONED SELECT LEFT(i.itemcallnumber,3) AS "Call No.", COUNT(barcode) AS Count FROM items i WHERE year(i.dateaccessioned)=<<Year (yyyy)>> AND month(i.dateaccessioned)=<<Month (mm)>> AND i.homebranch=<<Branch|branches>> GROUP BY LEFT(i.itemcallnumber,3) WITH ROLLUP Source: new report Report results: a list of call numbers with count of items based on date accessioned specified How the data is used: combine call number stats if needed (LC 1-letter classes, groupings used in Collection Development Policy); list in order from greatest to least in the monthly review
  9. 9. ACQUISITIONS & WEEDING  Selection & Acquisitions (orders)  March: 24 titles  April: 18 titles  May: 19 titles  June: 26 titles March-June 2021 0 10 20 30 40 50 60 Mar-20 May-20 Jul-20 Sep-20 Nov-20 Jan-21 Mar-21 May-21 Titles Ordered Titles Ordered 0 50 100 150 200 250 300 350 400 Items Bib Records Weeding  Weeding (deaccessions)  March: 363 items / 294 bibs  April: 173 items / 184 bibs  May: 196 items / 180 bibs  June: 47 items / 71 bibs
  10. 10. CATALOGING STATISTICS  Original & Copy Cataloging  March: 110 items / 55 bibs  April: 190 items / 54 bibs  May: 42 items / 36 bibs  June: 32 items / 29 bibs  Catalog Maintenance  March: 6880 records modified  April: 2433 records modified  May: 2421 records modified  June: 614 records modified March-June 2021 0 50 100 150 200 250 Items Bib Records Cataloging 0 2000 4000 6000 8000 10000 12000 Catalog Modifications Catalog Modifications
  11. 11. ITEM RECORDS ADDED/DELETED IN TIME FRAME SELECT l.action, count(l.timestamp) AS 'items' FROM action_logs l LEFT JOIN borrowers p ON (p.borrowernumber=l.user) WHERE module='CATALOGUING' AND p.branchcode=<<Branch|branches>> AND date(l.timestamp) BETWEEN <<Between (yyyy-mm-dd)|date>> AND <<and (yyyy-mm-dd)|date>> AND l.info='item' GROUP BY l.action Source: as-is from Koha Report Library (wiki); also found in Mana Report results: count of added and deleted items within date range specified How the data is used: record ADD count in Cataloging chart for monthly review; record DELETE count inWeeding chart for monthly review
  12. 12. BIB RECORDS ADDED/DELETED IN TIME FRAME SELECT l.action, count(l.timestamp) AS 'bibs' FROM action_logs l LEFT JOIN borrowers p ON (p.borrowernumber=l.user) WHERE module='CATALOGUING' AND p.branchcode=<<Branch|branches>> AND date(l.timestamp) BETWEEN <<Between (yyyy-mm-dd)|date>> AND <<and (yyyy-mm-dd)|date>> AND l.info!='item' GROUP BY l.action Source: as-is from Koha Report Library (wiki); also found in Mana Report results: count of added, deleted,and modified bibs within date range specified How the data is used: record ADD count in Cataloging chart for monthly review; record DELETE count inWeeding chart for monthly review; record MODIFY count in Catalog Modifications chart for monthly review
  13. 13. PHYSICAL CIRCULATION 0 100 200 300 400 500 600 Mar-20 Apr-20 May-20 Jun-20 Jul-20 Aug-20 Sep-20 Oct-20 Nov-20 Dec-20 Jan-21 Feb-21 Mar-21 Apr-21 May-21 Jun-21 Local Use Renewals Checkouts March-June 2021 checkouts renewals local use Mar 106 59 163 Apr 64 73 86 May 23 33 61 Jun 58 33 66
  14. 14. CHECKOUTS & RENEWALS IN DATE RANGE SELECT type, count(s.datetime) AS count FROM statistics s WHERE date(s.datetime) BETWEEN <<Checked out BETWEEN (yyyy-mm- dd)|date>> AND <<and (yyyy-mm-dd)|date>> AND type IN ('issue','renew') GROUP BY type Source: revised from Koha Report Library (wiki); variations found in Mana Report results: count of issues and renewals within date range specified How the data is used: record counts in the chart for the monthly review
  15. 15. LOCAL USE BY SHELVING LOCATION SELECT i.location, count(s.datetime) AS count FROM items i LEFT JOIN statistics s USING (itemnumber) WHERE date(s.datetime) BETWEEN <<Date BETWEEN (yyyy-mm- dd)|date>> AND <<and (yyyy-mm-dd)|date>> AND s.type='localuse' AND s.branch=<<Pick your branch|branches>> GROUP BY i.location ORDER BY i.location ASC Source: as-is from Koha Report Library (wiki) Report results: count of local use by shelving location within date range specified How the data is used: total the counts and record in the chart for the monthly review
  16. 16. CIRCULATION BEHAVIOR Circulation by Patron Type Masters DMin Faculty Alumni LTS Family In House Visiting Community Member March-June Top 5 Subject Areas BS – Biblical Studies 120 BV – Practical Theology 119 BT – Doctrinal Theology 42 BR – Christianity 31 BX – Christian Denominations 30 March-June 2021
  17. 17. CIRCULATION BEHAVIOR OVER TIME 0 50 100 150 200 250 Mar-18 May-18 Jul-18 Sep-18 Nov-18 Jan-19 Mar-19 May-19 Jul-19 Sep-19 Nov-19 Jan-20 Mar-20 May-20 Jul-20 Sep-20 Nov-20 Jan-21 Mar-21 May-21 Circulation by Patron Type Students Faculty/Staff Alumni Visiting Community March-June 2021
  18. 18. CHECKOUTS & RENEWAL COUNTS BY CALL NUMBER SELECT LEFT(i.itemcallnumber,3) AS "Call No.", SUM(IF(s.type = 'issue', 1, 0)) AS Checkout, SUM(IF(s.type = 'renew', 1, 0)) AS Renewal, SUM(IF((s.type = 'renew' OR s.type='issue'), 1, 0)) AS TOTAL FROM items i LEFT JOIN statistics s ON i.itemnumber=s.itemnumber WHERE year(s.datetime)=<<Year (yyyy)>> AND month(s.datetime)=<<Month (mm)>> AND i.homebranch=<<Branch|branches>> GROUP BY LEFT(i.itemcallnumber,3) WITH ROLLUP Source: as-is from Koha Report Library (wiki) Report results: a list of call numbers with checkout and renewal counts and a total column for the month and year specified How the data is used: combine call number stats if needed (LC 1-letter classes); list the top 5 totals in the monthly review
  19. 19. CIRCULATION BY PATRON TYPE SELECT p.categorycode, count(s.datetime) AS circs FROM statistics s LEFT JOIN borrowers p USING (borrowernumber) WHERE date(s.datetime) between <<Between (yyyy-mm-dd)|date>> AND <<and (yyyy-mm-dd)|date>> AND s.type IN ('issue','renew') GROUP BY p.categorycode Source: new report Report results: a count of circulation transactions by patron type within date range specified How the data is used: record in Circulation Behavior charts for monthly review
  20. 20. A KOHA-INFORMEDVISION FORYOUR LIBRARY Interpret quantitative report data within the context of the library’s mission, vision, goals, and strategic outcomes Combine it with qualitative research on information behavior and patron engagement Look for patterns and anomalies; ask questions Adjust library operations as needed Anticipate and plan proactively
  21. 21. THANKYOU MYKA KENNEDY STEPHENS Associate Professor ofTheological Bibliography LancasterTheological Seminary Lancaster, Pennsylvania FIND ME ONLINE: https://www.mission-information.org

Editor's Notes

  • Selection & Acquisitions chart data comes from Koha acquisitions report no. 67: https://libstaff.lancasterseminary.edu/cgi-bin/koha/reports/guided_reports.pl?reports=67&phase=Run%20this%20report

    Weeding chart data comes from two Koha catalog reports: no. 64 - https://libstaff.lancasterseminary.edu/cgi-bin/koha/reports/guided_reports.pl?reports=64&phase=Run%20this%20report
    no. 65 - https://libstaff.lancasterseminary.edu/cgi-bin/koha/reports/guided_reports.pl?reports=65&phase=Run%20this%20report

  • Selection & Acquisitions chart data comes from Koha acquisitions report no. 67: https://libstaff.lancasterseminary.edu/cgi-bin/koha/reports/guided_reports.pl?reports=67&phase=Run%20this%20report

    Weeding chart data comes from two Koha catalog reports: no. 64 - https://libstaff.lancasterseminary.edu/cgi-bin/koha/reports/guided_reports.pl?reports=64&phase=Run%20this%20report
    no. 65 - https://libstaff.lancasterseminary.edu/cgi-bin/koha/reports/guided_reports.pl?reports=65&phase=Run%20this%20report

  • Cataloging chart data comes from two Koha catalog reports: no. 64 - https://libstaff.lancasterseminary.edu/cgi-bin/koha/reports/guided_reports.pl?reports=64&phase=Run%20this%20report
    no. 65 - https://libstaff.lancasterseminary.edu/cgi-bin/koha/reports/guided_reports.pl?reports=65&phase=Run%20this%20report

    Catalog Maintenance chart data comes from Koha catalog report no. 65
  • Checkout and renewal data comes from Koha circulation report no. 55: https://libstaff.lancasterseminary.edu/cgi-bin/koha/reports/guided_reports.pl?reports=55&phase=Run%20this%20report

    Local use data comes from Koha circulation report no. 69: https://libstaff.lancasterseminary.edu/cgi-bin/koha/reports/guided_reports.pl?reports=69&phase=Run%20this%20report
    - Must calculate total
  • Chart for circulation by patron type shows data from Koha circulation report no. 6, Circulation by Patron Type -
    https://libstaff.lancasterseminary.edu/cgi-bin/koha/reports/guided_reports.pl?reports=6&phase=Run%20this%20report

    Chart for subject areas with checkouts and renewals shows data from Koha circulation report no. 89 -
    https://libstaff.lancasterseminary.edu/cgi-bin/koha/reports/guided_reports.pl?reports=89&phase=Run%20this%20report
    Some call number counts have to be added together
    Use the collection development policy for helpful call number divisions
  • Data comes from Koha circulation report no. 6, Circulation by Patron Type
    https://libstaff.lancasterseminary.edu/cgi-bin/koha/reports/guided_reports.pl?reports=6&phase=Run%20this%20report

    Note: report returns results based on current patron type, not patron type at time of circulation. Reports run for dates in the distant past will not return accurate statistics.

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