Hello everybody. Today we will discuss of lab analysis tools in our ma for electronic resources.
Those tools, unable to compare the content of electronic collections to determine where there may be a subscription overlap is or you know that portfolio and may be listed in more than one collection.
In community zones same on you activate. You can have portfolio more than in one collection in your institutions on
So this tool can can be used when you making acquisition decisions for electronic collections and here is I put also link to a Knowledge Center where you can read more about the tool.
In order to around this overlap analysis in on on my. You will need one of the rules listed here purchasing operator purchasing manager puts their manager electronic inventory operator.
The tool is located in resources menu advanced tools overlap. It's called overlap and collection, analysis, it has two types of reports set comparison and selected titles.
Let me go to Alma, and I will show you, as I mentioned, I put here just one one portfolio this to show you that this one portfolio listed in
Electric only collections. It is why you may need to run this overlap and loses.
The I'm currently in resources menu and under advanced tools overlap and collection, analysis.
And
Cure. You can submit a new report I am using wincanton environment to save time, as you see, I have prepared some reports already run, but we will discuss how to run them what you need and so on.
Okay.
So let's start from set comparison analysis report where input is selected electronic collections.
This comparison matches records at the title level using an identifier is like is so nice bn and it compares the coverage information at the portfolio level.
The report finds matching titles is identical coverage dates in your institutions on partially overlapping coverage dates in the institution zone mutually exclusive coverage dates and when
Dates are different.
And institutions own titles in the institution that that are unique.
To the source set that up in your institution that you selected for comparison. And it compares titles from a single electronic collection in your institutions on
With the titles of one or more electronic collection in institutions on or communities on the list of of your choice in the process.
So as I mentioned, there are two inputs you have source electronic collection selected from you can select from institutions on there is one option is selected from your institution, some and you can compare this collection or set of collections to
Delegate electronic collection from your institution or communities don't
Know for matching. You can select is the sun is the en el si, si N matching method or other system number sister identifier match method as well as title.
And when this this tool. This report also enables to select the flag. If you want to use data coverage information in your comparison report.
It this this job produces
This those reports complete overlap report, it gives you overlap to the overlap in Title and coverage dates to this very similar those. It's the same partial overlap report.
Same title, but there are difference in the coverage dates are tighter overlap report same title with mutually exclusive coverage dates.
They are not overlapping and unique titles report.
Unit titles in your institution zone.
So let's go and look on I'm
On the report in Alma
How we submit a report you click on submit new report set comparison in there is no
Ability to select second reason, let's go here to options to inputs source electronic collection. This is your institutions own collection.
You can find
Collection.
Let's see, let's select so
Just to avoid confusion. It's not enough to click done you Add to Selection at selected. You can select multiple collections. And when you're done, you click done
So, you will see that an evil do compression analysis to this specific electronic collection for target collection. You can select your institution zone or communities on collections.
And the same process.
You will search
You can search by electronic production name.
I see that those are activated already so you can select number
Collections.
At to selection and down.
And you will see each collection. So you still have to this target collections and those, the system will show the scope. It's institutions on our communities on and then you click Next. It will around and show
No, sorry. We still when we have to select you can give an report description to report.
You can select specific match points and you can use the coverage information for comparison, and which I reference a year to use for calculating embargo.
And then you some meat report will be running
I will save our time. I already prepared some reports.
For selected titles. So let me. Let's see, let me select this one.
And
In this report, I have already also
Report selected titles and not in communities on or in communities on
I select a trunk report.
Selected
Set companies and sorry for this. This is my
Latest one
Okay.
So,
Let's open on this one complete overlap report.
Let me show how it folks.
Oh, we have title.
Identify system will show which electronic collection, we are comparing to interface portfolio ad
I have political coverage here as well. And you see we have
This title also present in
Collection Gilson gauge general one file and it has the same coverage in my my court. I have selected a number of communities on collection don't target collections. So you see that titles appear in different in different collections. So this is how report.
Is
Is looking
Okay.
Let me go back.
partial overlap report.
Is you see, if you look at matching the title, but it's partial and we have a little difference in coverage dates for the collection in our institutions on and our community zone. This is also on this information, shown in report.
And you can find unique titles, a unique titles.
This is the report that shows on your institutions on titles and the selected collections that are only in your
Institutions on
If you compare to community zone or if you compare it to institutions on it will show you titles that are only in this specific collection source collection.
Okay.
So use cases.
You probably may think about much much better than me about use cases as you're working with acquisition and
Vendors and materials that what I was thinking maybe analyze institution subscriptions to find out overlap between collections.
To take on some acquisition decisions. Maybe if you will compare run this analysis and find that you actually are very similar collections activated and you're being twice for materials or maybe more. So this say you can use the those analysis tools.
To take those a position decision. Maybe you the activity some collections or activate another collection that will cover more better your, your
Students and public
And also you can compare you'll call institutions own materials to communities own
Collections and decide, maybe, which one. These better
Selves
Can serve your community, your covers your local materials so you can activate those selected packages from communities on
Okay, so I want to
Go to another type of report, select the titles analysis report in this report, you are using an Excel spreadsheet.
With List of identifiers. You create your app this Excel spreadsheet. So you have control on titles. You want to compare two or two institutions on our communities on
So report to run on this list of titles or identifiers and provide a report of overlap analyses of titles to institutions on all communities on and it will find matching titles that exist only once in your institution zone.
titles that do not have any matches in the institution they are
Only in your input file, but they are not in institutions on
I'm matching titles that exist in communities on it and find titles that do not exist in the communities on that there and unique to this your input at least
Okay.
So,
If it's deselect titles and elusive, you can determine line what electronic resources, you'll have in the institutions on compared with the list of resources to put in your Excel spreadsheet.
And just repeated what we just told what electronic resources I available in the community zone compared with the list of resources.
You identify in your Excel spreadsheet and for the electronic resources do not exist at the institutions on or the community zone compared to your input file of identifiers
So this is how you built your input file. This is just a single column Excel file, we are heading will be string of their identify you you're using, or for matching records in institutions own or community zone and you have four options ISP and is SM LCC and or title.
And
That's all you just save this file in your PC and you can use it in your report.
I want to mention I didn't put here, but there is a limit. I think for this input file. And probably you can find this information in documentation. I put link in
In first slide.
So,
A couple of report options in selected titles analysis.
You can do not include titles from communities on on to compare your Excel spreadsheet, only to your institution zone, you can include titles from communities on that are not in their institutions on analysis.
And
Actually running the report on it's around two reports, it's answers report on your institutions on and finds title that are not in institutions on and then compares this resolved to the communities on. Okay.
So can be your score. You may find what you may need to activate from communities on and also you can include all titles from the communities on
Competing all titles in the spreadsheet you provide to the electronic resources in the community zone.
And
You will get
You can get five type of reports title overlap report titled that are found in alumni institution in more than one collection.
Title that not in your institution zone and not in dB report and unique titles that appears on the ones
And when you compare. When you select two additional options to compare to communities on you will find titles in the community zone and titles, not in communities on and just want to mention that this report has no option to take into account coverage dates.
Okay, this is how our reports look and let me go to Alma, and I will show you a couple of reports that I have prepared before the call.
Okay, so let me go to their
Can I spoke to him in a question.
Yes, of course.
Thank you so much. This has been really helpful. I'm just Community College asked a question that I think is really is a really good 1am I correct in thinking that you could compare two collections for overlap.
And then take the unique titles report to do a selected titles report against everything in the institution zone to see how many are actually unique for our library.
So kind of running the first type of report that you showed us and then taking the unique titles to run this selected titles analysis.
Yeah, I'm in the report you you have seen that you have identifier. Mm hmm. So you can specify that type of identifier.
And you can, again, you can run and compare to institution zone or communities also can be can be useful. Yeah.
Thank you.
Okay, so this is selective titles that Aaron include titles from Community zone that are not in the institution zone.
Okay, so it, it was running on
Not in dB.
Report form for institutions zone at it's found that at, like, maybe it's
Also useful.
Not in communities on regard like
Report that this unique title that is not in institutions on also not in communities on
So,
If it happens so institution music search. Another option to order much easier.
And the title, which is not in institutions on but in the communities on
And it can be activated from the communities on if your institution searches or something that to to purchase. Okay, I'm
Back and this is
And this report and you also see that report shows what type of analysis was running. So it gives us at the beginning mentioned that we can compare include titles from institutions zone.
Or the communities on so you can
Okay, so I think it's the same story for the
New open this one include all titles from the community zone. So we ran the report on input file, it will check our institutions on and it also will check all titles from communities on and what we found in our institutions on. We have some overlap.
We have one titles not title, not in dB. We have one unique title. This is those three show our institutions own comparison and also one report.
Shows that all three titles that we were checking are in community zone.
And they all arrested and we have coverage here a column, but the coverage. There is no option to check coverage with this report, it's
A No.
Input. It's just least have identified as a compare titles in this report, and then we can look for the for some
Coverage
Tell saying
So if it's ISP and so I actually is the end this is how I will build the input file. If I want it. So I will save it and they can use this report.
If I used it in institutions on maybe I added some new titles, you can save and use it for selective titles report.
Okay.
So, so what is use cases.
You may definitely add more
Compare vendor file titles to your institutions don't only and identify if there are overlaps or new titles that you are going to activate
So maybe you don't need to purchase them on. If there is no match. You may need to purchase. So you can identify those titles to communities zone in, see if you can activate them and link to community zone and gain from administrative management of
Linking parameters from communities or maybe graphic data.
activate or deactivate subscription based on their results you find or maybe compare your local standalone titles to the community zone.
And that's all I have for today.
This has been super helpful. Thank you. I think this tool is is has a lot of potential and value to what we can do.
So we have about 30 minutes left off. Does anyone have questions about, about the overlap analysis about how it would work in Alma or maybe some other examples of use cases that they'd like to share, please feel welcome to use the chat or unmute yourself.
Oh here's outs about mana. We do have one question.
What is the purpose of the embargo reference year so it looked like in a couple places we could specify the embargo at the current year or current year plus one plus two, how does that actually work in terms of the analysis.
Okay, so let me let me go and open
Just any
Any portfolio. Let's see.
I want to open a treaty giorno you find giorno
Portfolio.
You have to find something reason bargain.
You know that you can set
embargo.
For specific portfolio. This overrides on this coverage.
That you have here.
Only go
Global only local you can you can
Add your local coverage.
Me and I'm
From here. Let's see.
Let's say you have two cells and you have more access than but
Like local embark or greater.
Return.
You can specify here. Okay.
So then when we're running the label says bad words kind of grabbing that information.
It says right this is crap information. Maybe I can find bettering example where we have this embargo.
Yeah.
So soon follow up comment that the
embargo already reflected. So that seems to be true, that it's the carver coverage information and a portfolio and that's what the analysis is
Eat. Yes. Okay, so I have found on their
Examples is embargo.
And it tells us when you see, let me go and show how it shows in your results screen.
Available from 2016 but most recent one here is not available.
Is it then embark on
This will check the embargo for current year for a couple of previous
Years. So you can select
Sir, you ask you
When you run horse, you can identify if you want to know how the length of the embargo one year or greater than one year.
Yes.
Susan. Does that answer your question.
Not, not really.
Yeah, maybe complicated
Yeah.
It might use something that will have to read her or test, I guess.
The way it looked on the forum where we had to choose, like you know Binghamton or Buffalo like we have a special arrangement where our embargo is two years, but the default embargo for everybody else is fine.
Which I don't know that that even happens. But if I understood what Svetlana was trying to show us it's we want to include titles that have embargoes for a particular length of time in the analysis.
Or
Right. So, okay, this
Time I had never considered that. But, okay, so at least I UNDERSTAND WHAT YOU'RE WHAT YOU'RE EXPLAINING. Okay, good, thanks.
Okay, thank you. And then we have a couple other questions that came over chat.
So our next question. If the title is not in a collection. Can you add add that titles were collection or order eat portfolio.
So I think the answer is if there's a title that you need to activate that doesn't belong to an existing electronic collection that you would have to create the portfolio and then optionally add it to an existing collection.
Am I did, I understand the question correctly portal.
Okay, good.
Thank you. And is that true what I said to Atlanta, that they would just if there was a title or a portfolio that needed to be activated if it wasn't available and
In an existing electronic collection, they would just create the portfolio. And then if they wanted to add it to an existing collection.
So portfolio doesn't exist and specific collection.
Okay.
In communities or in your institution zone, but it was added to community zone. So a couple of scenarios, how you can add portfolio.
If it's exist in if you check your collection. And you see that one portfolio is missing its selective package and it was added to communities own you can just go and add this portfolio from communities on to the same collection. Yeah. Okay, let me go.
electronic collection. I will find something on
Let's say take same
Gail, I think it was selective
One of those no
Okay here so selective packages.
So let's go to
Edit service.
And you find that you want to add
A portfolio to the collection from communities on so you can click Add from communities on
Were
Able to take some collection find it and take it from localize you will clicks a local I selected and it will add this
Portfolio from communities on but if it's not in the communities on you still can add this local for local portfolio, just click on Add local you will get a look this portfolio.
Union add identifier.
And save and you're done. They'll be under your collection.
There is another option that happens when you work with vendor and vendor up send you files and you load files have two options to add new portfolios. You can we discussed the monster load portfolio job that you can
Select file and do use like Ed local portfolios option.
In incremental probably socks incremental you will add in you choose a new you select File and add portfolio this way.
Another option.
When you get bibliographic records from a vendor not spreadsheet in in portfolio loader format so you can manage go to import profiles and upload file of
The glow graphic records is 856 field where you have URL for portfolio and you just create a portfolio using input profile.
New electronic book order. For example, I see.
We're playing with some electronic resources. So I will not
edit anything. I will just show inventory tab.
It's not not not finished yet. But when you add electronic inventory. You can specify URL field in the blog graphic record and subfield so when you load. You can also activate the resource put yes here so it will create portfolios and if it's here in portfolio type, you can specify
Okay, you know what you think. Shannon mentioned
Think tomorrow I'm going to discuss this.
I think it was QUESTION I probably for the for tomorrow's meeting.
You get you have option to select electronic collection to which to add this portfolios that you are loading using this and import profile.
Okay, so a lot of options to manage to add data.
Okay.
Does that answer your question.
Portal. Did that answer your question. Yes. Okay. Thank you. So, Atlanta that was helpful. We had with one other question that came in. I think this is another this is a good example of a potential use case for the reports that we just looked at. So Susanna asks
If we need to submit to like a CRM or any of our other reporting agencies.
Are number of unique e journals from either an aggregator or standalone individual subscriptions. What is the best way to get that d duplicated count so
Many are all of us end up having to submit reports to one, you know, body or another of how many unique titles. We license, whether it's a standalone subscription.
Or maybe something that we get through a database. So it sounds like I think you're right. Suzanne. I think it might be. I'm kind of doing what Duchess said but um
Yeah, so I'm, I'm not sure if anyone else has an idea, but I think that would be the way to do it is to probably compare collections and the institutions zone and then identify which ones are unique.
I'm wondering if
Maybe I'm not understanding what what is this unique titles report means
You unique that also report they maybe they want to know your holdings.
Yeah.
Just something special, unique human being. We are looking not
Prom right angle.
Yeah, so we would need like an aggregate counts. Like, not the actual titles. I'm sounds like a number of journals. So, you know, whatever that number, may we would want to see how many are available in a database or an electronic collection. And then how many are available.
Would be like a standalone subscriptions or maybe just at the portfolio level and Susanna if I'm misrepresenting your question please interrupt me
I don't have this this season. I, I don't think that you are. I mean, this is a number. We need to submit every year. So I'm. It was a really handy way to do it in, eds. And I'm hoping there's something just as simple
Here, just a number, and move on.
Okay.
So when we search portfolios, we will get
We will get electronic titles. Okay.
When you search portfolios. So, you will get
Inventory like you, you count similar to items when you search titles, you're counting title level. So each title may have a number of portfolios. Right.
Like searched by portfolios and then limit using the facets to journal. So we were only looking at that resource type
On the journals. Right.
Yeah, we have to look it's. Let me see.
Let me see. It's probably we can do it simpler.
not physical. I want to see electronic titles and
Electronic portfolio of material.
So maybe we select portfolio as material type in a limited again by journal. Once we've conducted our search
Yes. Maybe it's a simple way to do it, but it's just, just an idea. Maybe we will find better than, don't get me. Um, let me see if I will do this.
And I actually don't need it.
Okay, so it gives me. It gives me titles.
You see we have here to
We may have more, but we are getting titles.
So look on this search and see if it answers your
Your needs, and if no, just let us know. We will think maybe analytics, maybe it more useful but searching by maybe searches.
Advanced Search advanced search
Sorry, I was so
I think this might be kind of going in the right direction and then maybe we would just export this list and then use the
The selected titles analysis to identify how many of these are actually unique
Still not I'm still not on the thing. You mean subscribe from one collection.
Or what do you mean uni accept the
Number of unique journal titles. I think this would work, because this is everything in the institution zone, that's a journal. I think this would work. And then we would probably just
Make sure there weren't any duplications of titles on this list. I think that would be, I think that would work.
Yeah, right.
Okay.
I see that material type audience books. I hear
More to make sure we didn't capture. Yeah, yeah.
Me too.
Well,
Interesting what that looks like. That looks right to me because we were just limited to make sure it was the exact format that we needed. And then we would just make sure that they weren't duplicated.
Yeah, I also wanted to tell you that when you actually search for something
Portfolio portfolios.
So there is always expert option.
For your search results that you can work with.
And I selected them the file, but this is the idea
So this expert.
Can give you
Identifiers column, so you can use it as input file for something else. Right.
Yeah, aren't actually true. This is, this is one route and then Buffalo State is reminding us that
Analytics might also be another method or another route.
It today.
Especially there are existing reports that we could use that actually might be
A more direct way to get this information as well.
So, thank you.
Yeah, analytics, also you can search for folders and
Titles
And how you export those results.
Is it. So how often, how often you will
Hear me well process that looks. Um, yeah. So it's an annual report that we do. And actually, Louise just pointed us to, um,
Yeah, so this is really helpful documentation. So this link to what Cal State created um
It looks like new share, please.
Yeah, so it's actually a link in that. Can you see that chat in the chat.
Okay, there's only right
In there, so we can maybe all look at it, but this looks like a
Nice, easy things and we can just run the same report every year. So we were consistent and how we were grabbing that data.
Yeah.
So yeah, so it looks like analytics might be the way to go when we can
I'm
Ready source type. Yeah, same resource type, they do and
Title column.
The
Count the count, and they count it just counts.
Yeah, from Analytics for every type selectable your nose.
Okay, yeah. And the music. Okay. Yeah.
Willie's um we had one other question about going back to a previous question. The embargoes
So basically we could run a report or an analysis selecting the length of embargo period that we want to include in the report. So it could be the current year and bargoed
The current year plus one plus two, however many years going back identify how what type of embargo, we want to retrieve and the report.
Is correct and this is
In the first report. Yeah. Set comparison you have this. Yep, just go select titles.
Yeah, so that's
Okay. Does anyone else have questions about any the overlap analyses that we looked at, um, when we met on Monday. We also looked at analytics. I'm not sure if there's any questions that arose regarding analytics. We have about 15 little under 15 minutes left.
Questions. I'm just a reminder that we will, we have one more session left of this training and it's going to be held on Tuesday, not Mondays will be meeting TUESDAY THE 23rd at 10am and we're going to cover PCI, so we're going to cover kind of
What the PCI is and kind of talk about how best to activate on collections in the PCI versus in almost so that'll be what we cover on Tuesday.
So, you know, start thinking about PCI questions. Um, I know there was quite a bit of chatter on base camp. So maybe we can address some of those questions that arose over base camp in the past few weeks or month
That's we'll be covering them.
But if anyone has any other comments or questions.
Susan thanks for clarifying more about the embargo.
Okay, well, if anyone thinks of anything, please feel welcome to Space Camp.
Start Lana. Thank you so much for this training like always. This was very helpful. Thank you for for being so thorough. We really appreciate it and humoring all our questions.
And otherwise we will all resume again on Tuesday.
Thank you, everybody.
Thank you.