Data Warehousing and Mining Data from Library and University Information Systems for Assessment of Library Operations: A Case Study in Progress

1. Crushing, Blending, and
Stretching Data
Data Warehousing and Mining Data
from Library and University
Information Systems for
Assessment of Library Operations:
A Case Study in Progress
Ecole des sciences de l'information, Rabat, Morocco,
Monday, April 13, 2009
Ray Schwartz,
Systems Specialist Librarian
Cheng Library, William Paterson University,
Wayne, New Jersey, USA
schwartzr2 @ wpunj.edu

2. Outline
• Why Assessment and Why Now?
• What is Data Mining and Data
Warehousing and Why Do We Do It?
• Our Library and University
• Groups and Services
• Steps
• Reporting
2

3. Have We Always Assessed?
• Anecdotally—Yes.
• Systematically—Not usually.
– Large scale assessment of manual systems
(such as serials check-in, and card catalogs,
circulation files) are not practical.
– Smaller scale and directed assessment is
possible.
3

4. What changed since the days
of manual systems?
4

5. • For many institutions in the West, the
Integrated Library System (ILS) has been
in use for over 20 years.
• Larger scale assessment is now possible
with the electronic systems.
– Counts of circulation transactions
– Fund codes for purchases of library materials
• Reports from vendor services
– Bibliographic utilities
– Subscription agents
– Book jobbers
5

6. 6

7. 7

8. What is different now?
• New services have come into existence.
– Inside libraries
• Full-Text Databases
• Link Resolvers
– Outside of libraries
• Google
• Amazon
8

9. 9

10. What is Data Mining and Data
Warehousing
• Extracting data from legacy systems and other
resources;
• cleaning, scrubbing and preparing data for decision
support;
• maintaining data in appropriate data stores;
• accessing and analysing data using a variety of end
user tools;
• and mining data for significant relationships.
• Chaffey, D., Mayer, R., Johnston, K., & Ellis-Chadwick, F. (2002). Internet Marketing:
Strategy, Implementation and Practice (2nd ed.). Financial Times/ Prentice Hall.
10

11. • The primary purpose of these efforts
is to provide easy access to specifically
prepared data that can be used with
decision support applications such as
management reports, queries,
decision support systems ,
executive information systems and
data mining.
• Chaffey, D., Mayer, R., Johnston, K., & Ellis-Chadwick, F. (2002). Internet Marketing:
Strategy, Implementation and Practice (2nd ed.). Financial Times/ Prentice Hall.
11

12. Of course there are many
ways to measure
–
Scott Nicholson’s
Measurement Model
12

13. Measurement Matrix with
methodologies
Topic
Perspective Library System Use
Procedures and Standards Recorded interactions with
Internal (Library •Staff survey and interviews interface & materials
System) •Audits of collections, systems, •Bibliomining
or staff •Transaction/Web Log Analysis
•Observation of User Behavior
Usability Knowledge states and User
External •Effectiveness of the system for citations to materials
the staff and institution. •How useful is the library
(User) system?
•Focus groups, User Citation
tracking
13
Nicholson, Scott (2004). A Conceptual framework for the holistic measurement and cumulative evaluation
of library services. Journal of Documentation 60(2) p.164-181

14. Our University
• 9000 undergraduates
• 1000 graduates (mostly education majors)
• 400 faculty
• 800 adjuncts
• 1000 staff
14

15. Our Library
• 19 librarians and 26 library staff
• 350,000 volumes
• 18,000 audiovisual items
• 22,000 print and electronic periodicals
• 100 general and subject specific databases
15

16. Our Systems since 2005
• Voyager ILS
• Online Periodical Database (OPD)
• Clio ILL Software
• EZProxy Server
• Banner – University ERP
• University Networked Drive K:
• University Email Server
• University Web Server
16

17. Systems Chart – ca. 2005
Integrated Library System www.wpunj.edu
Online Periodicals Serials
Form
Scripting Language Database Scripting Language
ILL Form
Web Server ER
Micro Pag
Web Server
DBMS Form e
Voyager Materials
Proxy Server
Circulation Media
Scheduling
Off Campus Dbase Hits
Patrons
Patrons Searches & ILL Form
( EZProxy Log )
Banner
SIS HRS University Networked
Drive K:
( University ERP System ) University Email Server
Patrons Materials
OCLC – Bibliographic Utility ILL ( Cliodata )
Serials Solutions
A to Z
WorldCat
ILL
Other Vendors‘
Database Services
Current Relationships
Internal Externally & Usage Reports
only accessible Non
WPUNJ WPUNJ WPUNJ
17
Server
Server Server

18. Vendor Services
• Serials Solutions
• OCLC – Bibliographic Utility
• Blackwell – Book Jobber
• Ebsco – Subscription Agent
• Marcive – Authority Control
• Database Vendors
18

19. The Question
Which categories of patrons are
accessing which services?
19

20. First Step – Patron Statistical
Categories
20

21. • Voyager Patron Database allows a maximum
of 10 statistical categories per patron record.
• Decide which statistical categories are needed
for each patron group defined.
• Work with your University Information Systems
Department to extract the relevant data from
the relevant sources.
21

22. Groups and Services
• Major • Circulation
• Status – Books
– Media
– Undergrad or Grad
– Reserve
– Faculty, Adjunct Faculty or
– By Fund Code
Staff
– Location
• Department • ILL / Document Delivery
• College • Databases
• Degree • Library Web Pages
• – Subject Area Resource Guides
No. of Credits
– Reference Requests
• Year of Study • Catalog
• Campus Location • Other Vendor Services
– Serials Solutions
22

23. History Department - 12 months - Feb. 2008
%
BORROW CIRC/ CIRC/
PATRON STATUS BOOK CIRC MEDIA CIRC EQUIP CIRC TOTAL CIRC MEMBERS BORROWERS ING MEMBER BORROWER
UNDERGRADUATE
STUDENTS 2,715 250 698 3,663 238 186 78% 15.39 19.69
GRADUATE
STUDENTS 419 13 76 508 14 13 93% 36.29 39.08
ADJUNCT FACULTY 100 65 20 185 32 20 63% 5.78 9.25
FULL-TIME FACULTY 159 115 194 468 24 23 96% 19.50 20.35
HISTORY TOTALS 3,393 443 988 4,824 308 242 79% 15.66 19.93
LIBRARY TOTALS 23,370 8,713 20,703 52,756 7,418 4,981 67% 7.11 10.59
DEFINITIONS:
BOOK CIRCULATION = books, book disks, maps, oversize, Curriculum materials, reserve books, NJ History, Leisure Lounge
MEDIA CIRCULATION = audio & video materials, including media reserves
EQUIPMENT CIRCULATION = camcorders, overhead & data projectors, laptops, easels, DVD players, etc.
MEMBER = declared major or department member
BORROWER = any member who borrowed materials
Library Total = declared undergrad & grad majors, adjuncts & full time faculty borrowers
23

24. Problems with Configuration of
Services
• Little to no linkage of data
• Need to search multiple services to
get complete picture of serial holdings
• Multiple user IDs for authentication
24

25. Retirement the the OPD
• Serials holdings data was extracted
from the OPD and added to
Voyager catalog
• From Voyager catalog, serials
holdings data is extracted and added
to Serials Solutions A to Z list
25

26. • Authentication of ILL form is routed
through the EZProxy server
• A web bug is placed in the microform
request page to record submission in the
Voyager's web server logfile.
26

27. New Services Added
• Serials Solutions MARC Record Service
• Serials Solutions Link Resolver
• OCLC Worldcat Collection Analysis
27

28. Second Step – Setup an Application
Server
28

29. Our Systems in 2008
• Voyager ILS
• Shared Application Server
• Clio ILL Software
• EZProxy Server
• Banner – University ERP
• University Networked Drive K:
• University Email Server
• University Web Server
29

30. Systems Chart - 2008
Integrated Library System Application Server www.wpunj.edu Serials
Form
Scripting Language Scripting Language
ILL Form
Scripting Language Web Server ER
Micro Pag
Web Server Form e
Voyager Web Server Proxy Server
Circulation Media
Scheduling
DBMS Off Campus Dbase Hits
Patrons Searches & ILL Form
OffCampus ILL ILL
Dbase Patrons/ Patrons/ ( EZProxy Log )
Usage by Materials
Materials
Patron Requested
Groups Received
Banner
SIS HRS University Networked
( University ERP System ) University Email Server Drive K:
Patrons Materials
Serials Solutions OCLC – Bibliographic Utility ILL ( Cliodata )
A to Z
W WorldCat
MARC Records C
Link Resolver A ILL
Other Vendors‘
Database Services
& Usage Reports
Current Relationships
Internal Externally
only accessible Non
WPUNJ WPUNJ WPUNJ
30
Server
Server Server

31. What is an Application Server?
• A machine or its software that works in
conjunction with a web server to deliver
application services such as the dynamic
creation of a webpage from content stored in a
database. From http://www.webtools.ca.gov/help/Glossary.asp
• Web Server Software (Apache or IIS)
• Database Management System – DBMS (MySQL,
Oracle, MS SQL Server)
• Scripting Language (Perl, PHP, ColdFusion, ASP)
31

32. Why an Application Server?
• Relevant data in logfiles need to be in
a database to be analyze.
• Need your own DBMS to create new
tables and queries.
32

33. • Decide how you will use the
Application Server.
• Decide on the best and most plausible
configuration.
33

34. One of Our Projects
• Mining EZProxy logfiles and linking to
patron statistical categories from the
Voyager Patron Database
– What majors and departments are accessing
which database services?
– What majors and departments are accessing
the ILL services?
34

35. Systems Chart - 2008
Integrated Library System Application Server www.wpunj.edu Serials
Form
Scripting Language
Scripting Language Scripting Language
ILL Form
Web Server ER
Micro Pag
Web Server Form e
Voyager Web Server Proxy Server
Circulation Media
Scheduling
DBMS Off Campus Dbase Hits
Patrons Searches & ILL Form
OffCampus ILL ILL
Dbase Patrons/ Patrons/ ( EZProxy Log )
Usage by Materials
Materials
Patron Requested
Groups Received
Banner
SIS HRS University Networked
( University ERP System ) University Email Server Drive K:
Patrons Materials
Serials Solutions OCLC ILL ( Cliodata )
A to Z
W WorldCat
MARC Records C
Link Resolver A ILL
Other Vendors‘
Database Services
& Usage Reports
Current Relationships
Internal Externally
ILL Collection and Patron Group Analyses only accessible Non
WPUNJ WPUNJ WPUNJ
35
Off Campus Database Hits by Patron Group Server
Server Server

36. ILL request form authentications by major –
Academic year 07/08
Article Book
Count Major Count Major
62 M- Psychology 90 M- History
60 M- Sociology 28 M- Non-Degree
42 M- Applied Clinical Psych 25 M- Pub Pol & Intl Affairs
35 M- Education 20 M- Spanish
31 M- History 18 M- English
30 M- Spanish 16 M- Undecided
29 M- Nursing 14 M- Art
M- Communication 14 M- Education
19 Disorders 11 M- Sociology
19 M- Communication 10 M- Biology
14 M- Biotechnology 9 M- Music
14 M- Counseling 9 M- Special Programs
14 M- English 8 M- Psychology
12 M- Non-Degree 7 M- Biotechnology
10 M- Community/Sch Health 7 M- Political Science
7 M- Biology 6 M- Anthropology
7 M- Political Science 6 M- Music - Jazz Studies
6 M- Undecided 4 M- Business
5 M- Comm Media Studies 4 M- Communication
5 M- Reading 4 M- Nursing
4 M- Business 36

37. Which Databases are
accessed by Majors and
Departments?
07/29/08

38. By Major and Host
Major Count Host
M- Nursing 3377 ebscohost.com
M- Non-Degree 3010 ebscohost.com
M- Psychology 2303 ebscohost.com
M- Counseling 1487 ebscohost.com
M- Communication 1359 ebscohost.com
M- Education 1267 ebscohost.com
M- Business 1246 proquest.umi.com
M- Sociology 1152 ebscohost.com
M- Business 1145 lexis-nexis.com
M- Undecided 1100 ebscohost.com
M- Applied Clinical Psych 1075 ebscohost.com
M- English 1034 ebscohost.com
M- Sociology 916 csa.com
M- Business 794 ebscohost.com
M- Accounting 738 lexis-nexis.com
M- Reading 683 ebscohost.com
M- Physical Education 653 ebscohost.com
M- Special Programs 600 ebscohost.com
M- Non-Degree 463 ereserve.wpunj.edu
07/29/08

39. By Dept and Host
Department Count Host
S- Information Systems 933 webscript.exe?fs.scr
S- Psychology Dept. 742 ebscohost.com
S- Accounting and Law 559 lexis-nexis.com
S- Political Sci Dept. 308 lexis-nexis.com
S- Nursing Dept. 204 ebscohost.com
S- Market & Mgt. Dept. 175 proquest.umi.com
S- Library 167 ebscohost.com
S- Sociology Dept. 151 ebscohost.com
S- Sociology Dept. 134 csa.com
S- History Dept. 121 serials.abc-clio.com
S- Exercise & Mov Sci 110 ebscohost.com
S- Political Sci Dept. 104 ebscohost.com
S- Library 103 ILL_article.cfm
S- Library 100 webscript.exe?fs.scr
S- History Dept. 94 webscript.exe?fs.scr
07/29/08

40. By Dept and Service
Department Count Service
S- Information Systems 933 http://www.wpunj.edu/scripts/webscript.exe?fs.scr
S- Accounting and Law 549 http://www.lexis-nexis.com/universe
S- Psychology Dept. 364 http://search.ebscohost.com/login.aspx?authtype=ip,uid&profile=psych
S- Nursing Dept. 114 http://search.ebscohost.com/login.aspx?authtype=ip,uid&profile=c8h
S- Sociology Dept. 96 http://www.csa.com/htbin/dbrng.cgi?&db=socioabs-set-c&adv=1
S- Sociology Dept. 75 http://search.ebscohost.com/login.asp?profile=asp
http://webspirs4.silverplatter.com:8900/c119646?
S- Philosophy Dept. 74 sp.form.first.p=srchmain.htm&sp.dbid.p=S(PHIL
S- Library 65 http://search.ebscohost.com/login.aspx?authtype=ip,uid&profile=asp
S- Anthropology Dept. 62 http://www.sciencedirect.com/
S- History Dept. 61 http://serials.abc-clio.com/active/start?_appname=serials&initialdb=AHL
S- Psychology Dept. 61 http://search.ebscohost.com/login.asp?profile=psyart
S- History Dept. 58 http://serials.abc-clio.com/active/start?_appname=serials&initialdb=HA
S- Psychology Dept. 54 http://search.ebscohost.com/login.asp?profile=psych
S- Psychology Dept. 42 http://search.ebscohost.com/login.aspx?authtype=ip,uid&profile=psyart
S- English Dept. 42 http://search.ebscohost.com/login.aspx?authtype=ip,uid&profile=mzh
07/29/08

41. IP Address Location =
149.151.VlanID.*
Admin VLANs Labs VLANs
Vlan ID Vlan Name Vlan ID Vlan Name
2 Servers 3 Lab Servers
4 Admin 9 Imaging
5 Science 160 Lib Labs
6 Test Servers 174 STU VPN
7 NAS 175 Ben Shahn Lab
101 Energy Management 178 Hobart Lab
102 Diebold 179 SCI Lab
104 Xerox 187 CS Lab
150 Media Services 192 Atrium
161 Dorms Offices 209 Labs
162 RBI 212 Resnet Labs

42. Some concerns
Patron Privacy and Standards
07/29/08

43. Using Voyager as the model
for Patron Privacy
07/29/08

44. • Active Circ transactions are stored in a
table with patron ID and statistical
categories.
• Completed Circ transactions are stored
in a table without the patron ID, but still
with the patron statistical categories.
• The Patron Table contains the total
counts of transactions for each patron,
but no link to which transactions they
are.
07/29/08

45. • EZProxy transactions would be stored in
one table with patron statistical
categories, but without the user ID.
• User ID s would be stored in another
table with counts for each service divided
by academic year.
• Logs are collected monthly and loaded
and deleted monthly.
07/29/08

46. Example of EZProxy log entry
• Ip address nj.dhcp.embarqhsd.net
• (Not used) -
• user id theuser
• date/time 1/1/2008 4:25:15 AM
• Method GET
• page http://ezproxy.wpunj.edu:2048/connect?
session=sGHMbeSss121YxZa&url=http://www.wpunj.edu/scripts/
retrieved webscript.exe?fs.scr
HTTP/1.1
• Version
302
• response
code
• no. of bytes 537
• Referring http://ezproxy.wpunj.edu:2048/login?
url=http://www.wpunj.edu/scripts/webscript.exe?fs.scr
URL
Mozilla/4.0 (compatible; MSIE 6.0; Windows NT 5.1; .NET CLR
• User agent 1.1.4322)
46

47. Perl Script for loading ezproxy
log into MySQL
use strict;
my
%month=(Jan=>'01',Feb=>'02',Mar=>'03',Apr=>'04',May=>'05',Jun=>'06',Jul=>'07',
Aug=>'08',Sep=>'09',Oct=>'10',Nov=>'11',Dec=>'12');
while (<>){
my $pattern =
'^(S*) (S*) (S*) (S*) '.
'[(..)/(...)/(....):(..):(..):(..) .....]'.
' "(S*) (S*) (S*)" '.
'(d*) (-|d*) "([^"]*)" "([^"]*)"';
if (m/$pattern/){
my ($tgt,$ref,$agt) = (esc($12),esc($16),esc($17));
my $byt = $15 eq '_'?'NULL':$15;
print "INSERT INTO ezproxylogs VALUES ('$1','$2','$3',".
" TIMESTAMP '$7/$month{$6}/$5 $8:$9:$10','$11','$tgt',".
"'$13',$14,$byt,'$ref','$agt');r.";
}else{
print "--Skipped line $.n";
}
}
sub esc{
my ($p) = @_;
$p =~ s/'/''/g;
return $p;
} 47

48. Created table to assist the
linking
SELECT PATRON_ADDRESS.ADDRESS_TYPE,
Left([ADDRESS_LINE1],InStr([ADDRESS_LIN
E1],"@")-1) AS usr ,
PATRON_ADDRESS.PATRON_ID,
PATRON_ADDRESS.ADDRESS_STATUS,
PATRON_ADDRESS.EFFECT_DATE,
PATRON_ADDRESS.EXPIRE_DATE,
PATRON_ADDRESS.MODIFY_DATE,
PATRON_ADDRESS.MODIFY_OPERATOR_ID INTO
emailprefix
FROM PATRON_ADDRESS
WHERE
(((PATRON_ADDRESS.ADDRESS_TYPE)="3"));
48

49. Reporting and Standards
• Reporting
– emailed periodically - e.g., daily dossiers,
and other event triggered reports.
– On demand, via email, web pages or a
printer.
• Standards
– Share data for comparative research.
– Groups of libraries and consortia

50. Questions?
Ray Schwartz,
Systems Specialist Librarian
Cheng Library, William Paterson University,
Wayne, New Jersey, USA
schwartzr2 @ wpunj.edu
50