Michelle Eichelberger: So thanks everyone for joining us today for part two of our analytics acquisitions series, or vice versa.
Michelle Eichelberger: Susan Perry and Jennifer smothers did a great job last week of setting the stage for today's session, they gave an excellent overview of.
Michelle Eichelberger: What kinds of things you'd want to set up so that you could use analytics to look at your acquisitions and get a better sense of what you're spending and how it's all working together so today we're going to talk.
Michelle Eichelberger: A little more specifically about the analytics piece of it we're going to go into analytics and take a look around show you some of the out of the box reports and.
Michelle Eichelberger: Maybe reiterate, but also go into more specific detail of some of the things you can do an Alma to help make the reports work better.
Michelle Eichelberger: The reports are great to give you information about what you have but they're also really good for troubleshooting to figure out areas where you might need to adjust the way you're doing things.
Michelle Eichelberger: So why don't we go ahead and get started special thanks to Susan and Yvonne and Maggie for helping pull this presentation together and they're going to be.
Michelle Eichelberger: great assets, as we get questions throughout the session so don't be afraid to ask anything we're all going to be keeping an eye on the chat so thanks to all of them, so let's go ahead and get started.
Michelle Eichelberger: Okay, so our plan for date today is we're going to talk about the training guides that the sls has developed and show you where those lives you're probably familiar with that, but it's always worth repeating.
Michelle Eichelberger: we're going to talk about the out of the box reports for acquisitions that live in analytics.
Michelle Eichelberger: Then, as I mentioned we're going to talk a little bit about how you can use the reports for data cleanup and mentioned some of the top.
Michelle Eichelberger: best practices for acquisitions i'm going to do a live DEMO and you know throughout all this, if you have questions, please feel free to go ahead and ask those.
Michelle Eichelberger: So, in general, we have some good analytics training guides we have sort of general overviews of how to create reports, how to create dashboards tips and tricks those kinds of things, so we put the link here.
Michelle Eichelberger: And Yvonne is going to be kind of following along and adding links into the chat X leaders has some really good general analytics training as well.
Michelle Eichelberger: And they also have some relatively new live guides, which I found to be really helpful because it breaks down the analytics by different areas, it shows you.
Michelle Eichelberger: sort of the different subjects that are captured within each of the analytics threads if you want to call it that, and they also so I put a link specifically here to the acquisitions one.
Michelle Eichelberger: So some of the subject areas that are included in the acquisitions piece of this are costs usage inventory Fund expenditure licenses physical items and titles, and this is a screenshot from some of the.
Michelle Eichelberger: documentation and you can see it's really thorough.
Michelle Eichelberger: It gives you all kinds of specific information which I find really helpful because sometimes when you're in there, looking around you're like.
Michelle Eichelberger: What is this thing, even mean so this will help give you a description of what's included what it's counting how it relates to a specific field at Alma those kinds of things, and these are links to those particular areas in the documentation.
Michelle Eichelberger: So the out of the box reports are stored at this path, and we are going to go out there and take a look there's some really great reports that they have created for you, so we will look at that in a minute.
Michelle Eichelberger: So the benefit of having so many all my users is that reports that you want may already be created, and you could either find them, maybe they've been created by actually verse themselves.
Michelle Eichelberger: or there's all kinds of stuff in the shared folders and we'll just take a quick peek at that.
Michelle Eichelberger: as well, and a lot of the time those kinds of things are announced on the various listserv either Primo our Alma L and that's a good place to keep an eye out for people sharing reports that they've created.
Michelle Eichelberger: The great thing about using those shared reports is that if you open them in that shared area it'll populate with your own information.
Michelle Eichelberger: Do be careful to not change any of the underlying structure out in the shared area, you can copy reports and put them in your own space and make changes there that's no problem.
Michelle Eichelberger: But also don't copy the dashboard I think we say that every analytics session that we do it can mess up the data connections, but again reports you're totally free to copy and then you can adjust them, however you'd like them to be.
Michelle Eichelberger: So, as I mentioned, there are these out of the box acquisitions dashboard reports here's an example of some of them, we are going to go look at these, but you can see it's pretty expansive the kinds of things that are in there.
Michelle Eichelberger: And what I really like about these is it's both the data and it's a graphical graphic visualization of the data which is really nice if you need something to present to administration at your campus you can you know.
Michelle Eichelberger: Do screenshots of those those graphs and charts and that kind of thing or I think you can probably even export them into a PDF file there's a lot, you can do with it.
Michelle Eichelberger: Okay, so, as I mentioned i'm going to just take a minute here to clear my throat just a second.
Michelle Eichelberger: So as i'm Maggie and Susan especially had been doing a lot of work meeting with campuses to look at the large reports and magazines and building all kinds of awesome reports and dashboards and as they're going through this they're finding some areas that.
Michelle Eichelberger: We thought would be worth mentioning again as recommendations for best practices, the more you can do to kind of set up your data to.
Michelle Eichelberger: Use the best practices, the better results you're going to get from these reports so we're just going to go over a few these things i'm not going to read through the list because I do have slides for everything.
Michelle Eichelberger: But these are some of the things that they found that we wanted to bring to your attention whoops.
Michelle Eichelberger: Okay, so one of the things and I think Susan did mention this last week but i'm going to mention again because it is important is that if you're using technical acquisitions, which is fine if you don't want to use full acquisitions, you can still.
Michelle Eichelberger: make it work better, for you by adding the list price to the pricing spot the field on the.
Michelle Eichelberger: You know when you're creating your technical acquisition so that can be really helpful for you, and that will allow you to use some of these reports that we've created.
Michelle Eichelberger: Without the list price there's not much the system can do in terms of finding out how much you've spent on certain things.
Michelle Eichelberger: So you know you could start by doing that and then, once you get comfortable with some of these things you can start considering if you want to expand what you're doing to do more, full acquisitions.
Michelle Eichelberger: So it's kind of it's a spectrum, you know you don't have to do full blown acquisitions for everything you can still get a lot of bang, for your buck out of online and the analytics.
Michelle Eichelberger: Even by doing a few more things you know and kind of build your your repertoire, as you get more comfortable with one area, you can start adding in other pieces of it as well.
Michelle Eichelberger: Another thing that we wanted to mention was the MSP 50 and I do have a link to it here, this is the guidelines for deletions or withdrawals, and I know that you know, over the years, with Allah.
Michelle Eichelberger: Practices kind of we're not consistent across campuses which is fine, you know, everybody has their own way of doing things.
Michelle Eichelberger: But this is a way that can make your withdrawals and deletions a little more consistent, which again, then, can be used with these reports that we've created.
Michelle Eichelberger: So what is recommended by this guideline is that you put wd and in the statistics now and you save that before you actually delete the content from Alma.
Michelle Eichelberger: And what's great about analytics is that even if your portfolio is gone or your item record is gone all this stuff is saved in the history and then you can go run reports on things you've withdrawn so that's a really handy thing.
Michelle Eichelberger: It identifies the items being weeded and it's.
Michelle Eichelberger: As I mentioned, you can get it later it's, not that this information is gone forever it's a really nice way to you know, keep your system streamlined and not cluttered up with things that you don't have anymore, but you can still get to that information.
Michelle Eichelberger: So gifs there's several different ways that you can manage gifts the you can.
Michelle Eichelberger: use alternative as an alternative, you can use reporting codes, but the best way to do it is to use the gift acquisition method and or the gift vendor.
Michelle Eichelberger: And we've got screenshots of that over here on the side you would set up a you know the material supplier, you would set up a vendor for gift and then you would use acquisition at the gifts So those are kind of the best case scenario.
Michelle Eichelberger: You can also use reporting codes, but these are just some more specific information about using gift acquisitions.
Michelle Eichelberger: So if you use this method it doesn't require funds or list price, and it will allow you to do repository searches and analytics to easily identify.
Michelle Eichelberger: The items that you've added and gifts.
Michelle Eichelberger: You can still add gift notes in the mark records, if you want to do that, but this is just a better way to be able to pull it out through the analytics and then the vendor you can use it either use it with gift or technical acquisitions method.
Michelle Eichelberger: And same kind of thing you can search it by the gift vendor and then fame you can add the gift notes in your mark records.
Michelle Eichelberger: And then, finally, if you decide you don't want to do either of these things, and you just want to use a reporting code, you can certainly do that and then that content can be found through analytics basing you know looking for the recording codes reporting codes.
Michelle Eichelberger: Okay, so I see there's a question.
Michelle Eichelberger: What if you need to claim a gift subscription you need to add that's a good question.
Susan Perry: And are you Susan are you ordering a.
Susan Perry: gift subscription through an agent or how is it working.
Susan Davis (UB): truthfully i'm not involved in this anymore, because I don't deal with print, but I know that we used to have.
Susan Davis (UB): This in in all of where you know, we had just use like or maybe it's even a holdover from notice it was D for direct and then we had direct and then it was like well but yeah but you know who who are who is supposed to be.
Susan Davis (UB): Sending you the great give.
Susan Davis (UB): You something happens and then you would have to have you know, a unique vendor name or maybe you would just put a note.
Susan Davis (UB): Somewhere in the order not really an ad to look a little issue, it just made me think of it, no.
Susan Perry: No that's okay we're here to come, but you know we're here, because things overlap.
Susan Perry: And and that's why you know we want questions I.
Susan Perry: Hope in that case and megan can weigh in on this, too, in that case I would use the actual.
Susan Perry: Material supplier, as your vendor and then do the gift type of org yeah exactly exactly so we're on the.
Susan Davis (UB): Side yeah just still yeah you want right because you need the vendor information to go in and email or claim or whatever.
Susan Perry: But the subscription itself is an order type is a gift so yeah that can that can happen yep.
Susan Davis (UB): And then.
Susan Perry: just be an example myself so.
Susan Davis (UB): Now I mean it's it's less and less but.
Susan Davis (UB): You know we all just to get faculty members who would would donate their personal subscription to something or other or.
Susan Perry: It still happens.
Susan Perry: yeah so.
Susan Perry: yeah it was a good question, thank you.
Susan Davis (UB): I just wanted to talk to you soon as.
Susan Perry: I know it's been so long.
Susan Davis (UB): Sorry folks Susan our.
Susan Davis (UB): New it would be.
Michelle Eichelberger: it's a good discussion it's good question.
Michelle Eichelberger: And then, just the last few couple little things, as I mentioned that you can incrementally update what you're doing with acquisitions you don't have to go.
Michelle Eichelberger: You know full bore all at once, you can do things kind of one, at a time, as you get more comfortable.
Michelle Eichelberger: So, adding vendors is good to get your stuff organized and that also helps if you're trying to set up sushi or add usage data to Alma.
Michelle Eichelberger: You could set up on general fund, if you want to just start getting comfortable with letters and funds, creating POs is a good thing to do, and then you know you can also do your invoicing in there.
Michelle Eichelberger: Either manually or you could set up ETA and voicing so, the more you put into Alma, the more you can get out and the more you can compare across different areas, which is a really powerful thing in Alma.
Michelle Eichelberger: You know if you're trying to figure out which database gets more usage than other ones or cost per user all that stuff if the data isn't in there it's hard to generate that so we really encourage you to use it as much as you're comfortable using it.
Michelle Eichelberger: So, before I go out to the DEMO were there any questions about what we've covered so far.
Susan Perry: And we can also address questions that might be left over from last week, if you guys came up with something I mean you know feel free to bring that up to so yeah.
Michelle Eichelberger: Good point Susan okay i'm going to exit the slide show.
Susan Perry: And i'm going to.
Michelle Eichelberger: Hopefully, I am still in here and i'm using new paltz because they are awesome and let us use them as DEMO subjects.
Michelle Eichelberger: So from you know from Alma everybody probably knows how to get into analytics i'm going to close this up here and hopefully this will work, so you just go into design analytics.
Michelle Eichelberger: And usually what happens is this because I was already in there, so you would start on your homepage or sometimes you just get a blank screen, but to get to the canned acquisitions reports, if you click on catalog.
Michelle Eichelberger: This is giving you a preview you would get my folders and shared folders and what I did was I went into shared folders and then Alma and this path is in the slides if you need to get back to it again.
Michelle Eichelberger: And then they have all these different things that they've set up for you already, which I think is really great and then under acquisitions you've got a bunch of different dashboards I was playing around with this one before the session so let's open this guy.
Michelle Eichelberger: Did this we're going to open it up.
Michelle Eichelberger: And, as I said, you can change the content or you know you can mess with these reports, but don't do it out here in the shared area what you would do is copy the specific reports down to your site.
Michelle Eichelberger: You can you know do do that as much as you want don't change don't pull the whole dashboard, because that will mess up the connections, but this is a really interesting way that you can look at all of your content.
Michelle Eichelberger: So i'm going to pick the 2020 fiscal year, and thank you again to new paltz for letting us show your stuff.
So we're gonna apply.
Michelle Eichelberger: So, again what I like is you get the list you get the specifics, the data, but you also get this visualization so that's a really cool thing you can see my material type.
Michelle Eichelberger: got little nice graphs and charts and you know.
Michelle Eichelberger: pie charts you can see, by reporting code.
Michelle Eichelberger: One of the ones I really like you know if you really need specific titles within each of the codes, that is something that you can find out through here.
Michelle Eichelberger: fiscally here and type etc what I like are these trend ones, so this is really interesting and I know that sometimes you're asked to report on this to administration like are you guys buying more print, are you buying more physical.
Michelle Eichelberger: You know what's the trend over time, and this is really a nice way to visualize that.
Michelle Eichelberger: here's another one look at these cool graphs and again, you can you know, change the date coverage changes the years that you're looking at, so this is, I really like that this.
Michelle Eichelberger: exists out here, and you know so don't reinvent the wheel, if you have a question, or you have an idea or you're looking for something I would play around in this catalog area.
Michelle Eichelberger: And look and see what you can find, as I mentioned, also sometimes consortia share their stuff that's not in the right place and I want to look at consortia one of the things I was thinking about talking about today is.
Michelle Eichelberger: There was a post from the Seattle group that they have some new acquisitions reports it looks like they're very specific to their site, so I didn't make a slide about it or anything.
Michelle Eichelberger: But if we look at this.
Susan Perry: yeah they it was the sale colleges Michelle and.
Susan Perry: Then they had I was following the discussion by the list and they had found a couple tweaks that they had to make, so I think they're going to be updating it going forward but it's a nice it really gives you something to think about when you look at it.
Michelle Eichelberger: yeah so you know it's good to go and poke around in this stuff and just see the kinds of things that you could do.
Michelle Eichelberger: So i'm going to.
Michelle Eichelberger: Like I said I did kind of play with this, but the problem with some of these is it's so specific to their site, you know so it's their own stuff but it gives you an idea of the kinds of things you could do.
Michelle Eichelberger: So.
Michelle Eichelberger: yeah not super useful for us, but the point is that.
Michelle Eichelberger: There are a lot of reports out there in various places, so if the you know, out of the box all my reports don't make you happy, you could go and see what other people have done is there anything.
Michelle Eichelberger: Any guys any of you want to see while i'm out here, I have you know this is kind of a short overview of the different things we can do.
Michelle Eichelberger: Was you know meant to kind of complement the session that happened last week so it's open to answer any kind of questions you might have or look at anything you'd like to look at.
Michelle Eichelberger: Susan did you mean to raise your hand.
Susan Davis (UB): Yes, I did okay trying to trying to model, some of the behavior I had to use and some core interest groups where there were several hundred people.
Susan Davis (UB): But I did wonder, even with these reports that are very focused on this particular consortia.
Susan Davis (UB): aren't we able to look at like their criteria, so you could see you know kind of like they're using the library name or whatever to generate the end that might be the the biggest benefit is that you could look to see how they set up the report and just kind of substitute.
Susan Davis (UB): You know your own labels and information.
Michelle Eichelberger: In the right yep so what you would do to do that is.
Michelle Eichelberger: see if it gives me the list of reports.
Michelle Eichelberger: You want to find the report itself.
Michelle Eichelberger: So these with a little symbol, those are the reports, so what I would do I wouldn't add I mean you, if you click on it, you can see what the fields are i'd be a little nervous about.
Michelle Eichelberger: messing anything up, but you can copy to your own site, I mean here we'll go in and look at it, but yes, you can see the fields.
Michelle Eichelberger: i'm not going to touch anything or hopefully break anything, but if you go to the criteria, you can see what they used.
Michelle Eichelberger: So all the different things they pulled out all the different filters they've applied, but again, you know, please don't make any changes to anybody's report you definitely want to copy this down to your own area and the way you would do that is in the catalog.
Michelle Eichelberger: If we wanted to do that, we would hit copy and then you would go to my folders and I think we might have an sls folder someplace.
Michelle Eichelberger: So my folders I would just paste into my folders.
Michelle Eichelberger: And there it is so now, this is living under my local thing now I can edit it I can do whatever I want to it it's not tied to their stuff anymore, so I wouldn't break anything for them.
Michelle Eichelberger: Other questions discussion points.
Susan Perry: I just wanted to follow up Jennifer smothers was saying that the reporting code file that we.
Susan Perry: download last week and that we put in the in the webinar recording Jennifer you want to update that because you've had some new you've had a new type.
Jennifer Smathers: yeah we ended up adding a new type for digital continuous as a representation of I guess there's a school learning um.
Jennifer Smathers: yeah the idea was for things like canopy that are individual things that or i'll articles that are digital items that we need an ongoing order for but we're never going to actually put that thing into.
Jennifer Smathers: where it can be discovered because it's like for a class to use or an individual effect with us so we added the peel l type digital underscore CEO and enabled that.
Jennifer Smathers: cool, so I will I will add that to the excel and send that to you, so that it can be paired with that.
Jennifer Smathers: yeah literally.
Jennifer Smathers: Day, we met and after thinking about it more and that POs type is not in that acquisitions working group document which is okay, because sometimes you have to go beyond just what was there, but I did check it out, it was on the Harvard wiki is how they dealt with that sort of thing.
Susan Perry: Excellent alright cool.
Thanks.
Susan Perry: we'll get that updated for you.
Susan Perry: Yes.
Susan Perry: Yes, what if I said.
Susan Perry: I look in town meeting.
Jennifer Smathers: On every back.
Susan Perry: She does she's those chat link expert in our Minutes.
Anything else.
Michelle Eichelberger: Anything you were hoping we would cover that we didn't cover.
Michelle Eichelberger: Or, I was looking for ideas.
Jennifer Smathers: Did you review how to get to the dashboards for the various national and state surveys.
Michelle Eichelberger: yeah I think that.
Jennifer Smathers: We promised, we would do that.
Michelle Eichelberger: Okay, I was asked to not do that so.
Michelle Eichelberger: But yes.
Jennifer Smathers: nevermind I withdraw my question.
Okay.
Michelle Eichelberger: I think some of them are still in process but and also the only one that's really fully ready to go is the ipads ones, so let I can show you where they are.
Michelle Eichelberger: So consortia we're Sunni.
Michelle Eichelberger: And then under statistics.
Michelle Eichelberger: And then.
Michelle Eichelberger: here's the iPad stuff.
Michelle Eichelberger: Anything else.
Susan Perry: yeah and just to note about that Jennifer to follow up, so the.
Susan Perry: The particular survey set of analytics reports that are in development, right now, are changing because we're in the process of meeting with campuses and developing reports so those are not yet ready for for wide distribution so after we finish, we will get that to you, but.
Jennifer Smathers: It has to do it.
Susan Perry: yeah, it has to do with the large survey that the that the State ups have to submit so after August when everything is in we'll we'll get everything organized and we'll put out the right paths so.
Susan Perry: I think that covers that situation.
yeah.
Susan Perry: that's a that's an advertisement.
Susan Perry: If your campus is responsible for the large report, and you have not set up a meeting with sls to go over your campus data and reports, please do and.
Susan Perry: Even that link is probably not on your radar, so I will get it there's a calendar, where you can sign up for a campus consult we've done several.
Susan Perry: they're really helpful on both sides, I think, because we can talk about what's in Alma what's not what we're getting on analytics what's not different tweaks you can make to your planning for the new fiscal year that starts tomorrow so David very beneficial to me, so let me get.
Susan Perry: Oh, thank you, that was very nice, we had a good time.
Jennifer Smathers: The new year everyone.
Jennifer Smathers: yeah you're sad sad Happy New Year everyone at the state up.
Susan Perry: yeah Community colleges don't have to fill out this particular Sunni survey.
Susan Perry: Let me get my lip kill link here and I will put it in but it's you know we we talked about the survey, we talked about the changes we talked about Alma but then we just talked about, you know how things are going at your campus, so it is nice.
Susan Perry: i've almost got it you don't want the admin one you want the public one.
There we go.
Susan Perry: Yes, we do have a long weekend coming up it's fabulous and I think I don't always far as Sunni, I think the only time they, let us do that is when the holidays on a Sunday if the holidays on a Saturday.
Susan Perry: They don't actually take off like with juneteenth so it's really nice that it's a Sunday this year okay there's your link to the calendar to set up a large console if you have not already.
Susan Perry: And as while i'm on that topic, if you are interested in setting up a console with us, but sls for anything acquisitions related or anything analytics related, please do put in a ticket.
Susan Perry: Will.
Susan Perry: I don't know if you put that link in already on, but I should have it memorized but I don't info and.
Susan Perry: I should have it memorized but I don't.
Susan Perry: We are not we don't limit our consoles with campuses to any certain topics.
that's it for me.
Michelle Eichelberger: Anything else anyone wants to talk about.
Jennifer Smathers: I just wanted to thank Maggie for her excellent physical your role of recession.
Jennifer Smathers: highly recommend if anybody still has that to do this theater check it out.
Michelle Eichelberger: Alright, well, if there are no other questions or discussion points why don't we go ahead and end the session, and thanks so much to everybody for coming.
Stephanie P Hess: Thanks everybody.
Have a great week.
Jennifer Smathers: bye bye.