Evaluating the Big Deal: Usage Statistics for Decision Making

Selena Killick
Selena KillickSenior Library Manager (Quality & Insight) at The Open University
Evaluating the Big Deal:
What metrics matter?




Usage Statistics for Decision Making
London, 2 February 2012




Selena Killick
Library Quality Officer
Introduction




  •   Institutional, financial and strategic context
  •   Evaluating the Big Deals
  •   Quantitative Reporting
  •   Qualitative Measures
  •   Using the Results
  •   Conclusions
Cranfield University



  • The UK's only wholly postgraduate university focused
    on science, technology, engineering and
    management
  • One of the UK's top five research intensive
    universities
  • Annual turnover £150m
  • 40% of our students study whilst in employment
  • We deliver the UK Ministry of Defence's largest
    educational contract
Key Drivers



  •   Financial realities
  •   Demonstrating value for money
  •   Strategic alignment
  •   Research Excellence Framework (REF)
        • Income
                          Mission critical
        • Reputation
Expenditure on Journals



                         Journal Spend




       2006-07     2007-08           2008-09   2009-10
Information Expenditure
by Format 2010-11
                          Books eBooks
                           4%     4%
      Databases
        24%




                                     Journals
                                       68%
Information Expenditure
by Format 2010-11
                          Books eBooks
                           4%     4%
       Databases
         24%


                                         Journals
                                           31%




         Big Deals
           37%
Evaluating the
‘Big Deals’
Previous Techniques
Used:


  Annual journals review using the follow data
  • Circulation figures – issues and renewals
  • “Sweep survey” to capture in-house use
  • Journal contents page requests
  • Download figures
  • Journal prices v the cost of ILL requests

  More recent focus on “cost per download”
New Approach



Quantitative:         Qualitative:
•   Size              • Academic Liaison
•   Usage             • Reading Lists Review
•   Coverage          • REF Preferred
•   Value for Money
Requirements



  •   Systematic
  •   Sustainable
  •   Internal benchmarking
  •   Elevator pitch
  •   So what?
  •   Enable informed decision making
  •   Demonstrate smart procurement
Quantitative Reporting
Brought to you by the
letters…




                        &
Our Approach



  • What has everyone else done?
     • Analysing Publisher Deals Project

  • Storage centre
  • Excel training
  • Template design
Basic Metrics



  • Number of titles within a package
  • Total annual full-text downloads
  • Cost:
     • Core titles
     • e-Access Fee
     • Total costs
Value Metrics



  •   Average number of requests per title
  •   Average cost per title
  •   Total cost as % of information provision expenditure
  •   Cost per full-text download
  •   Average download per FTE student/staff/total
  •   Average cost per FTE student/staff/total
The Long Tail
Downloads




             Titles        Titles     Titles


            Long Tail   Short Tail   No Tail
Subscribed Titles



  •   Reviewing performance of core collection
  •   REF Preferred?
  •   Popular?
  •   Three year trends in cost / downloads / CPD
  •   Cost / Downloads / CPD categorised:
       •   Zero
       •   Low
       •   Medium
       •   High
       •   Cancel?
Popular Titles



  •   Which titles are the most popular?
  •   Top 30 titles in the package
  •   Three year trends in downloads
  •   REF Preferred?
  •   Subscribed title?
Considerations



  • When to measure from/to?
       • calendar, financial/academic, or contract year?
  •   Which titles make up our core collection?
  •   Do we have access to all of the „zero use‟ titles?
  •   What constitutes Low/Medium/High?
  •   What about the aggregator usage statistics?
  •   Do we trust the usage statistics?
  •   What is the size of the target population?
Capturing the data
Downloading Statistics



  •   Get organised
  •   Gather your usernames and passwords
  •   Create local files to save and store usage reports
  •   Software now on the market to manage this for you
  •   Joint Usage Statistics Portal
Evaluating the Big Deal: Usage Statistics for Decision Making
Introductory
 Workshop
  April 18
Birmingham
Reporting Period



  • Calendar, financial/academic, or contract year?
  • COUNTER Reports = Calendar year
  • Converted using Vlookup on ISSNs
     • Manual
     • Problematic
  • Automatically converted using the JUSP
Aggregator Usage
Statistics


  • Combining usage from publishers and aggregators at a
    title level
  • Combined using Pivot Tables
      • Manual
      • Problematic
  • Where possible combined using JUSP
Analysing the data
Excel Template



  • Two main data sources:
      • COUNTER JR1
      • Subscription agent financial report
  • Automated as much as possible
  • Match formulas working with ISSNs to link title price to
    usage/holdings
  • All calculations are completed automatically when the
    data sources are added
Quantitative
Reporting


  • Systematic 
  • Sustainable 
  • Internal benchmarking 
  • Elevator pitch 
  • So what? 
  • Enable informed decision making 
  • Demonstrate smart procurement 
Qualitative Measures
Academic Liaison



  • Who‟s using it?
     • Why?
     • How?
  • What will be the impact if we cancel?
     • Teaching?
     • Research?
  • How valuable is it?
Quantitative on the
Qualitative:


  Analysis on the five REF Preferred Recommended
    Journals Lists:
  • Overlapping titles
  • Unsubscribed titles
      • Financial shortfall
  • Current recommended subscribed titles
      • Usage data
Reading List Review



  Qualitative analysis on course reading lists:
  • What are our academic recommending?
  • Where is it published?
  • How often is it recommended?
  • Are there alternatives?
Quantitative &
Qualitative
Reporting


  • Systematic 
  • Sustainable 
  • Internal benchmarking 
  • Elevator pitch 
  • So what? 
  • Enable informed decision making 
  • Demonstrate smart procurement 
Using the results
What they can do:



  • Both qualitative and quantitative measures tell the
    story of the resource
  • Aid decision making
  • Justify procurement
  • Safeguard budgets…?
What they can’t do:
Conclusions
Closing thoughts



  • Is it worth investing in this?

  • Qualitative & Quantitative

  • Danger of relying on cost-per-download
Looking Ahead



  • Review of all budgets
     • All Resources
     • Systems
     • Staff
     • Services
  • Demonstrating Value and Impact
     • Resources
     • Services
Thank You




Selena Killick
Cranfield University
s.a.killick@cranfield.ac.uk
Tel: 01793 785561
1 of 41

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Evaluating the Big Deal: Usage Statistics for Decision Making

  • 1. Evaluating the Big Deal: What metrics matter? Usage Statistics for Decision Making London, 2 February 2012 Selena Killick Library Quality Officer
  • 2. Introduction • Institutional, financial and strategic context • Evaluating the Big Deals • Quantitative Reporting • Qualitative Measures • Using the Results • Conclusions
  • 3. Cranfield University • The UK's only wholly postgraduate university focused on science, technology, engineering and management • One of the UK's top five research intensive universities • Annual turnover £150m • 40% of our students study whilst in employment • We deliver the UK Ministry of Defence's largest educational contract
  • 4. Key Drivers • Financial realities • Demonstrating value for money • Strategic alignment • Research Excellence Framework (REF) • Income Mission critical • Reputation
  • 5. Expenditure on Journals Journal Spend 2006-07 2007-08 2008-09 2009-10
  • 6. Information Expenditure by Format 2010-11 Books eBooks 4% 4% Databases 24% Journals 68%
  • 7. Information Expenditure by Format 2010-11 Books eBooks 4% 4% Databases 24% Journals 31% Big Deals 37%
  • 9. Previous Techniques Used: Annual journals review using the follow data • Circulation figures – issues and renewals • “Sweep survey” to capture in-house use • Journal contents page requests • Download figures • Journal prices v the cost of ILL requests More recent focus on “cost per download”
  • 10. New Approach Quantitative: Qualitative: • Size • Academic Liaison • Usage • Reading Lists Review • Coverage • REF Preferred • Value for Money
  • 11. Requirements • Systematic • Sustainable • Internal benchmarking • Elevator pitch • So what? • Enable informed decision making • Demonstrate smart procurement
  • 13. Brought to you by the letters… &
  • 14. Our Approach • What has everyone else done? • Analysing Publisher Deals Project • Storage centre • Excel training • Template design
  • 15. Basic Metrics • Number of titles within a package • Total annual full-text downloads • Cost: • Core titles • e-Access Fee • Total costs
  • 16. Value Metrics • Average number of requests per title • Average cost per title • Total cost as % of information provision expenditure • Cost per full-text download • Average download per FTE student/staff/total • Average cost per FTE student/staff/total
  • 17. The Long Tail Downloads Titles Titles Titles Long Tail Short Tail No Tail
  • 18. Subscribed Titles • Reviewing performance of core collection • REF Preferred? • Popular? • Three year trends in cost / downloads / CPD • Cost / Downloads / CPD categorised: • Zero • Low • Medium • High • Cancel?
  • 19. Popular Titles • Which titles are the most popular? • Top 30 titles in the package • Three year trends in downloads • REF Preferred? • Subscribed title?
  • 20. Considerations • When to measure from/to? • calendar, financial/academic, or contract year? • Which titles make up our core collection? • Do we have access to all of the „zero use‟ titles? • What constitutes Low/Medium/High? • What about the aggregator usage statistics? • Do we trust the usage statistics? • What is the size of the target population?
  • 22. Downloading Statistics • Get organised • Gather your usernames and passwords • Create local files to save and store usage reports • Software now on the market to manage this for you • Joint Usage Statistics Portal
  • 24. Introductory Workshop April 18 Birmingham
  • 25. Reporting Period • Calendar, financial/academic, or contract year? • COUNTER Reports = Calendar year • Converted using Vlookup on ISSNs • Manual • Problematic • Automatically converted using the JUSP
  • 26. Aggregator Usage Statistics • Combining usage from publishers and aggregators at a title level • Combined using Pivot Tables • Manual • Problematic • Where possible combined using JUSP
  • 28. Excel Template • Two main data sources: • COUNTER JR1 • Subscription agent financial report • Automated as much as possible • Match formulas working with ISSNs to link title price to usage/holdings • All calculations are completed automatically when the data sources are added
  • 29. Quantitative Reporting • Systematic  • Sustainable  • Internal benchmarking  • Elevator pitch  • So what?  • Enable informed decision making  • Demonstrate smart procurement 
  • 31. Academic Liaison • Who‟s using it? • Why? • How? • What will be the impact if we cancel? • Teaching? • Research? • How valuable is it?
  • 32. Quantitative on the Qualitative: Analysis on the five REF Preferred Recommended Journals Lists: • Overlapping titles • Unsubscribed titles • Financial shortfall • Current recommended subscribed titles • Usage data
  • 33. Reading List Review Qualitative analysis on course reading lists: • What are our academic recommending? • Where is it published? • How often is it recommended? • Are there alternatives?
  • 34. Quantitative & Qualitative Reporting • Systematic  • Sustainable  • Internal benchmarking  • Elevator pitch  • So what?  • Enable informed decision making  • Demonstrate smart procurement 
  • 36. What they can do: • Both qualitative and quantitative measures tell the story of the resource • Aid decision making • Justify procurement • Safeguard budgets…?
  • 39. Closing thoughts • Is it worth investing in this? • Qualitative & Quantitative • Danger of relying on cost-per-download
  • 40. Looking Ahead • Review of all budgets • All Resources • Systems • Staff • Services • Demonstrating Value and Impact • Resources • Services
  • 41. Thank You Selena Killick Cranfield University s.a.killick@cranfield.ac.uk Tel: 01793 785561