Slides from a presentation for a 2013 SLA program

1. Metrics 101: Proving your Value
SLA Webinar
October 16, 2013
Bess Reynolds
Technical Services Manager
Debevoise & Plimpton LLP

2. Why collect metrics?
• The new normal
– Doing more with less
• Using the resources your institution pays for
– Justify everything
• Acquisitions
• Staffing levels
• Technological innovations
• Show the big picture
• Find trends
Presented by Bess Reynolds
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3. Your Toolkit
• Excel:
– the best tool to analyze & present data
• Canned Reports:
– Learn how to create reports using your ILS
• In house charts:
– Create charts to record research & circulation
statistics
– If you don’t use a circulation system use manual
counting of check outs
• Databases:
– Powerful tools for additional analysis
Presented by Bess Reynolds
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4. Presented by Bess Reynolds
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5. Knowledge is Power
• Impress the C suite with your knowledge
and ability to:
• Take control of your library budget
• Allocate expenses to help you:
• Understand where the money goes
• See trends
• Use information on branches, departments,
material type, etc. to make it granular
Presented by Bess Reynolds
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6. GL Accounts Allow Granular Reporting
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7. Anatomy of a General Ledger
Account Number
01-01-00 New York Office (location)
62001-010 Library Expense: Supplements (expense type)
01-1-00 Aviation & Equipment Finance (practice group)
Presented by Bess Reynolds
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8. Sample Report Sent to Each Practice Group Head
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9. Presented by Bess Reynolds
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10. Electronic and Print Usage
Electronic resources:
• Determine cost per actual user
• Provides excellent ammunition in
negotiations
• 3rd party products pay for themselves
Print resources:
• Justify renewal or cancellation
• Compare cost of owning to borrowing
• Is it essential or just nice to have –
• just in case?
Presented by Bess Reynolds
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11. Electronic Subscriptions
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12. Sample Usage Report from 3rd Party Product
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13. Additional Details
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14. More Usage Details
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15. Print Titles Sorted by Usage
For Weeding Project
Title
New York jurisprudence 2d.
United States code annotated.
United States code annotated.
United States code annotated.
United States code annotated.
United States code annotated.
United States code annotated.
United States code annotated.
United States code annotated.
United States code annotated.
United States code annotated.
United States code annotated.
United States code annotated.
New York consolidated laws service / by the editorial
staff of the publisher.
New York consolidated laws service / by the editorial
staff of the publisher.
New York consolidated laws service / by the editorial
staff of the publisher.
New York consolidated laws service / by the editorial
staff of the publisher.
New York consolidated laws service / by the editorial
staff of the publisher.
New York consolidated laws service / by the editorial
staff of the publisher.
Uses
8
1
0
2
2
0
0
2
4
3
7
2
1
2
Vol. No.
105
8
12
14
28
29
33
42
51
28
20
13
3
10
1
13
2
15
1
17
2
Convert spread sheet
by volume to
pivot table by title
18
19
Presented by Bess Reynolds
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16. Sample Circulation Statistics
For Print
2012
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec
Totals Ave.
Total Check Outs
704
541
533
494
459
386
436
334
410
377
380
198 5,252
438
Total Check Ins
643
566
567
455
478
392
486
368
441
399
375
228 5,398
450
Inhouse Check Ins
414
352
360
219
296
368
286
333
298
287
324
250 3,787
316
Total Transactions
1,761
1,459
1,460
12%
10%
10%
47
47
44
% of Total Transactions
Renewals
1,168 1,233 1,146 1,208 1,035 1,149 1,063 1,079
8%
676 14,437 1,203
9%
8%
8%
7%
8%
7%
7%
5%
62 1,200
41
44
43
16
20
43
40
40
487
41
1,000
800
Inhouse Check Ins
600
Create a chart
from a spread
sheet to tell
the picture
Total Check Outs
400
200
0
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
Presented by Bess Reynolds
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17. Another Type of Chart
Print Circulation 2012 - 2013 YTD
2,000
1,800
1,600
1,400
1,200
1,000
800
600
400
200
0
Jan
Feb Mar Apr May Jun
Jul
Aug
Sep
Oct
Nov Dec
Jan
Presented by Bess Reynolds
Feb Mar Apr May Jun
Jul
Aug
Sep
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18. Inter Library Loan Statistics
Presented by Bess Reynolds
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19. Staffing
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20. Prove the value of your staff
Timekeepers can make the library a profit center
• Compare associate (timekeeper) billing rates to
researchers
• Library staff perform efficient, cost-effective
research
• Contribute value added analysis
• Compare paraprofessional rates to researchers
• Library assistants can retrieve documents,
case-pulls for less than researchers
Presented by Bess Reynolds
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21. Research Statistics Using Reference Tracking
Researcher 1
Researcher 1
Presented by Bess Reynolds
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22. Circulation Staff Statistics
TYPE OF
REQUEST
(Ill, CASE PULL,
CIRC
DATE
TIME
REQUEST (Brief description)
DOC RETRIEVAL) CLIENT-MATTERREQUESTERSTAFF
1/2/2013 6:36 AMPlese can you send me a Keycite/Shepherd report for all the cases listed. Case pull
XXXXX-XXXX
John Smith B. Reynolds
12:53
1/2/2013
PMI am seeking the two sources.
Book/PDF request XXXXX-XXXX
Jane Smith J. Jones
1/2/2013 4:01 PMRequest any item two books.
Book request
XXXXX-XXXX
Mary Jones E. Windsor
Login/password
1/2/2013 7:15 PMWhat are the user name and password of The Daily Bankruptcy news?
query
XXXXX-XXXX
Bugs Bunny J. Dean
Can you provide me with Lexis verions of the two articles from the Wall
1/3/2013 8:36 AMstreet Jouranl.
Article request
XXXXX-XXXX
Bob Dylan
J. Dean
11:43Would someone be able to pull the cases in the attached and save
1/3/2013
AMindividually.
Case pull
XXXXX-XXXX
John Lennon R.Starr
Archibold
1/3/2013 1:49 PMRequest item one book
Book request
XXXXX-XXXX
Cox
D. Brubeck
Would you please send ma a current copy of the federal sentencing
1/3/2012 3:23 PMguidelines?
Book request
XXXXX-XXXX
John Glenn B. Reynolds
Martha
1/3/2012 3:15 PMArticles request from London office
Article request
XXXXX-XXXX
Stewart
B. Reynolds
Mary Jo
1/4/2012 9:17 AMWould it be possible for someone to pull the article fromamerican lawyers. Article request
XXXXX-XXXX
Parker
B. Reynolds
11:08One of my colleagues has reulation of foreign banks & afficliates . Does
George
1/4/2013
AMlibrary have ?
Book purchase
XXXXX-XXXX
Harrison
J. Jones
I was wondering if we had a copy or access to a copy of Civil False Claims
Elearnor
1/4/2013 2:40 PMbook.
Book request
XXXXX-XXXX
Rigby
E. Windsor
1/4/2013 5:26 PMCan I get the following 2 cases from NYLJ 2010
Case pull
XXXXX-XXXX
Bill Gates
J. Dean
1/7/2013 8:30 AMBorrow one ILL for me ( Civil False claims and Qui tam Actions
ILL request
XXXXX-XXXX
Miles Davis J. Dean
Can you provide me with Lexis verions of thethree articles from theNY
1/7/2013 9:22 AMtimes and Wash
Article request
XXXXX-XXXX
John Smith R.Starr
1/7/2013 4:18 AMWe need all the information published in the Last AL 100m America Lawyer Book/PDF request XXXXX-XXXX
Jane Smith D. Brubeck
10:13
1/7/2013
AMCould you send me the two articles.
Article request
XXXXX-XXXX
Mary Jones B. Reynolds
11:47
1/7/2013
AMCan some please send me these two awards. 2008 and 2007
Article request
XXXXX-XXXX
Bugs Bunny J. Dean
1/7/2013 1:56 PMI am looking for a copy of the revere copper case from 1978.
ILL request
XXXXX-XXXX
Bob Dylan
J. Dean
Login/password
1/8/2012 9:44 AMObtain ICI log in credentials for John Smith
query
XXXXX-XXXX
John Lennon R.Starr
Archibold
1/8/2013 4:00 PMFereral banking sent.
Book request
XXXXX-XXXX
Cox
B. Reynolds
1/9/2013 9:44 AMHedge Fund Law Report access
Article request
XXXXX-XXXX
John Glenn B. Reynolds
Presented by Bess Reynolds
DATE
TIME
HOW
COMPLETED COMPLETED REQUESTED
1/2/2013
2:30 PMEmail
1/2/2013
1/2/2013
4:00 PMEmail
4:30 PMEmail
1/2/2013
7:30 PMEmail/Phone
1/3/2013
9:00 AMEmail
1/3/2013
2:30 PMRequest Form
1/3/2013
2:30 PMEmail
1/3/2013
4:15 PMEmail
1/3/2013
4:00 PMEmail
1/4/2013
9:30 AMEmail/Phone
1/4/2013
11:45 AMEmail
1/4/2013
1/4/2013
1/4/2013
3:00 PMPhone
7:00 PMEmail
11:00 AMEmail
1/7/2012
1/7/2013
10:30 AMEmail
11:00 AMEmail/Phone
1/7/2013
11:15 AMEmail
1/7/2013
1/7/2013
12:30 PMPhone
2:30 PMEmail
1/8/2012
11:44 AMRequest Form
1/8/2013
1/9/2013
4:30 PMEmail
10:35 AMEmail/Phone
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23. Pivot Table of Circulation Requests
Presented by Bess Reynolds
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24. Thank you
Contact me:
breynolds@debevoise.com
Follow me on Twitter* @bibliobess
*Highly personal Twitter feed, reflects my opinions only
Presented by Bess Reynolds
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