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Amanda Swann, Manchester Metropolitan University
Using JUSP and visualising data
with PowerBI
JUSP Exchange of Experience, July 2017
Overview
• Usage statistics and JUSP at Manchester Met Library
• What we do with usage statistics
• Data visualisation (still a work in progress!)
Usage statistics at Manchester Met Library
Benefits of using JUSP
• Saves time
• Ease of use
• Quality of reports
• Support
• Range of reports available - flexible
What do we use usage statistics for?
Subscriptions review:
Annual Renewals
Exercise (ARE)
SCONUL return
Ad-hoc requests
Challenges
• Time-consuming & labour intensive to collect all stats monthly
• Large number of our suppliers not in JUSP
• Difficult to bring all usage data together
Changes
• Automated retrieval & SUSHI – still favour JUSP for this
• Intota knowledgebase (Data Retrieval Service)
• Analysis through Intota Assessment
Using JUSP and visualising data with PowerBI
Intota Assessment
Example - JR1 report by subject area
Over 18,000 rows
of data in this report
across suppliers
Benefits
• Saves staff time downloading reports
• Consolidates usage reports together
• More time for analysis
Usage data
visualisation
PowerBI
• Provided by Microsoft as part of Office 365 suite of products
• Business analytics and data visualisation tool
• Can create interactive reports and visualisations
• Reports can be shared
• Web and desktop versions available
https://powerbi.microsoft.com
Usage statistics overview
Using JUSP and visualising data with PowerBI
Visualisation of JUSP data – annual summary and titles with
highest use
Turnaways analysis
JR2 reports
downloaded
from JUSP and
direct from
publishers
Titles with more
than 10
turnaways added
to master
spreadsheet
Manchester
Met full text
access
coverage and
faculty area
added for top
200 titles
Likely reason
for turnaways
decided
Visualisation of turnaway (JR2) data
New e-journals
Using JUSP and visualising data with PowerBI
What next?
• More regular reporting using visualisations:
• JUSP visualisations – top-level
• PowerBI – analysis
• Intota Assessment – collation of reports
• Promotion of e-resources usage.
• Better use of data for collection management
Discovery system usage data
Thank you

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Using JUSP and visualising data with PowerBI

Editor's Notes

  1. Digital Library Services team have responsibility for collection of usage statistics for e-resources. Currently we collect usage reports monthly for as many journals, e-books and databases as possible. Favour COUNTER-compliant reports where possible and favour using JUSP when available for a publisher: Ease of use Quality Support available Also collect stats via manual download from supplier sites and receive via email OneNote used to record details and reports made available to all staff via shared drive OneNote - Record how we collect reports (JUSP, manual download etc), date gathered, date of latest stats available, notes/contact details for supplier. Instructions for manually downloading reports from suppliers – useful as back-up for suppliers in JUSP as well as comparison of reports and spotting errors
  2. Obvious benefits of JUSP saving time in downloading usage reports. Only have to log into one place and follow the same process to quickly download reports for a number of our larger suppliers – eliminates need to find log-in details and instructions. Can also trust the quality of the reports and easy to get support if needed – know will receive a quick response from JUSP team, as well as receiving alerts about potential problems, part of community. Community area also invaluable when new to usage stats as part of job role. Range of reports available in JUSP mean that we can use it for a number of purposes – individual COUNTER reports as well as the summary level reports. This can be useful for beginning to explore our usage data in more depth and for ad-hoc stats requests from subject librarians.
  3. Usage stats used in annual subscriptions review. E- and print usage data used to calculate cost per use figure. Benchmark CPU figure used to identify titles for cancellation. Individual journal usage report in JUSP useful for finding usage of particular titles. Gateways and intermediaries reports also useful for calculating usage of subscription i.e. usage we are paying for. Hope to use JR5 reports for this next year to calculate usage of current material, and not archival material might have purchased separately. SCONUL return – rolling monthly total of JR1 and BR2 figures for SCONUL return. This figure is then checked at the end of the SCONUL year/prior to submission, using the JUSP SCONUL return report to cross-reference. Ad-hoc requests for stats – much easier to use JUSP to deal with ad-hoc requests if possible
  4. Takes up huge amount of time downloading usage statistics and updating records Using Jusp saves time, but not all suppliers in JUSP So much time spent downloading reports, not enough time left for analysis, bringing usage figures together and undertaking analysis e.g. subject areas
  5. Moving to use Intota knowledgebase to retrieve our usage reports. Allows us to make use of automated retrieval of usage reports via SUSHI protocol. JUSP supports this so we can still favour JUSP where available Intota also provide a data retrieval service – admin based harvesting, someone download reports and upload for us twice yearly. Still need to manually upload some reports and only accepts COUNTER format so some reports need converting. Intota Assessment allows to run consolidated reports for all usage data in system, including database reports.
  6. Vendor statistics management – record of all suppliers and reports collected. We just need to specify which reports we want collecting, and how, adding in log in details if only admin available. Can alter SUSHI URLs to download via JUSP (highlighted)
  7. Intota Assessment – can run consolidated usage reports across suppliers for journals, e-books and databases, including a SCONUL report and subject area
  8. Can also include cost data (this needs to be inputted manually) so cost per use can be automatically calculated and included in reports. There are some drawbacks – slight delay in usage data being retrieved via SUSHI (couple of months) and admin harvest only completed twice a year (although unsure if staff are even looking at reports more frequently than this!), but on the whole should free up a lot of staff time.
  9. Example of previous visualisation of e-resource usage data created. Comparison of usage data from packages – made using infographic software.
  10. Training session delivered to Library staff on PowerBI. Have been using web version – desktop version has more expanded functionality. Quick and easy to create numerous visualisations from a dataset.
  11. Example of report created in Power BI. Overview of ejournal and ebook stats using SCONUL stats (not full years worth for 16/17). As you can see (second image), the reports are interactive and will highlight related data when clicked on in different charts. Can easily reformat, reorder and manipulate visualisations
  12. Separate pages for journal data and e-books. Usage data collated into Excel, formatted as tables and then uploaded to PowerBI. Can easily reformat, reorder and filter data in visualisations
  13. Example of a visualisation created using report downloaded from JUSP – annual summary of publisher usage and titles with highest use. Visualises front and back file usage for publishers
  14. Process for analysis of JR2 turnaway data. This data often doesn’t mean much out of context but can be important for aiding in purchasing and collection management decisions e.g. not all turnaways are due to having no access to title at all, can reveal if users are trying to access backfiles or current content depending on what we have access to. Can also be used to identify access problems. Once analysis has been undertaken, spreadsheet can be formatted and uploaded into Power BI. Analysis undertaken every 3 months and aim to visualise 6 and 12 months worth of data.
  15. Can focus on different areas of the data – by title, subject area, platform and reasons for turnaways. For titles with no access, a subscription price can be obtained and a likely cost per use calculated based on turnaways; this could also be visualised.
  16. Visualisation of usage of new e-journals. Email announcements sent out from Digital Library Services team to subject librarians about newly activated e-journals, also take data from new subscriptions report available via subscription agent to identify titles. Usage can then be found using individual title reports from JUSP. Filters can be added to the report in PowerBI to easily focus on different faculties. Can also filter out titles where no usage data is available, as opposed to zero usage.
  17. Visualisations examples of what we could do using available data – haven’t been pushed out across the library yet; will be useful at end of SCONUL year. Hope to do more regular reporting using visualisations. JUSP visualisations provide quick and easy way to get top-level visualisation of usage form larger suppliers, whereas using Intota Assessment to gather and collate reports allows for more time to be spent on institution-specific analysis, which can then be visualised using PowerBI. Visualisations can then be used to promote our e-resources usage, particularly at a faculty level, as well as making better use of data for collection management e.g. subscription renewals.
  18. Here’s another quick example of how I’ve been using PowerBI to visualise usage data. We use Summon as our discovery service and a new analytics platform was launched for this in January 2017. After downloading and collating the various reports, these were pulled into PowerBI to generate graphics and then I created an infographic to share the stats with colleagues.