Okay, so I'm going to start the recording.
And first I wanted to introduce or, or just mentioned that we have two special guests with us as well. In addition to the Sunni Library Services staff.
So we have, David Lanphear from the institutional research office at SUNY system administration.
So David has, and David you can you can comment on how many years you've been doing this but many years of experience, gathering the data for the Lara's report, and he's been extremely helpful in giving us the context and what things were used for.
And then we also have Peggy o de from the controller's office at SUNY system administration, who's also been informing us of what data is needed because the majority of the data is going to the controller's office.
So thank you to David and Peggy for joining us and Peggy has to go a little bit early so if there's any questions that are related to that, You know, try to present them in the first portion and I think we'll get to all of those discussions and the first
portion of the presentation. So,
right, and as always, go ahead, David.
Oh, I just want to say thank you and I've been doing this for probably over 20 years so I don't know if that's good or bad, but there it is.
Excellent. Thank you. Thank you.
So we're going to get started and just talk through what we're trying to achieve some, a few campuses reached out and said well, could you gather this for us, or at least make the process easier for Lars so you know we thought that was a good test of
what we could do in Alma to get this information, and then also to do a thorough analysis with the stakeholders on the Sunni end to see what data is actually needed and try to understand why, to make sure that we're on the same page.
So, we do know that we cannot pull the data for for everyone. So we're going to take an approach where this year will work with you to figure out if we can accurately pull your data and then if you want us to just pull that for you, going forward after
this year will be happy to do that.
And then if after our review with you this year you just decide it's easier for you to pull it yourself, and you know do that we'll make sure that we're giving you as many of the tools as possible and verifying reports with you as much as possible.
In all my so that it will be simpler moving forward.
So, if you prefer to continue to gather this data we're not going to force you to say we need to pull it for you.
You know that that will be your choice and we'll work with you to, to help with those decision points.
And we, we looked a lot at the data needed for Lars, and then looked at the process and what data was currently being gathered to, to take off some of the data that was being gathered.
And then only take what are only pull the data that is actually needed.
So
just a quick overview about what this data is being used for and why we're pulling it and I think that's a key understanding.
And this is where Peggy was extremely helpful as was David to give us the full understanding.
So, the data is pulled and provided to the controller's office in general for auditing purposes and then also to gather the, the creation of university wide financial statements for the finance survey for iPads, that system does on behalf of campuses,
and then also to look at the capital assets that exists in collections, so that we can accurately report those.
So, for those of you who know Lars you'll see a change coming up with this and we wanted to fully understand why subscriptions were being gathered because of the understanding with, you know, assets and spending.
And what was in was not needed so what what we came to the conclusion with both David and, and Peggy, is that there wasn't a need to to pull subscription spending in the data.
So, that is data that we were gathering because of a gap in years where iPads wasn't pulling that data, but since you're now submitting that to iPads, that data can be gathered in another way.
So going forward.
We won't be asking for or gathering statistics for Lars that include electronic subscriptions which for many of you, that's the vast, vast majority, or almost all of your budget.
So the previous process, and just talk to us a little bit. Many of you have seen this form or this this Excel spreadsheet.
So there were different portions for three three different parts that gathered all of the different materials print materials journals cereal subscriptions.
And then also ask for things like what Research Foundation.
Spending was going in that area. And then the second part, looked at a serial subscriptions breaking it down between aggregators he journals, etc.
So, in the past we've gathered all of these different data points.
What was retired what was needed.
And then, in the, in the recent past, we also started to gather the current total linear feet of shelf space for physical materials which we will do going forward but we're going to do that a little bit differently.
And then ask for all of the accounts and then the amount spent. So, just wanted to level set of like we're making a change. This is the previous data gathered, and we're going to start gathering, this data going forward.
So, because we only need to focus on what is purchased not what is subscribed to we're going to look at the print material spend. So, if you're using acquisitions and Alma we should be able to pull that through, through Alma with a little bit of work
with you.
And then what you're spending on print journals so you own those those are going to be, you know, something that is a capital asset.
And then things like DVDs, CDs that's probably you know maybe microfilm is what the majority of what you're going to spend on.
And then what gifts you've, you've added as well. And then we need to break those down by different format types because the estimates that we that we give on the, on the gifts are going to be different by format type.
And then, since we're, we're gathering the total of your of your collection assets we need to know what you've. We did or withdrawn. And in this term it's retired.
And then by the different format types so that we can estimate the amount of money that you have, in essence, withdrawn, and it's no longer part of your collections capital assets.
So the other piece the electronic piece that we're focused on so this is a permanent purchase is going to be the one time purchases. So, for most of you it's, you know, going to be only ebooks or ebooks and maybe one or two other things, or one or two
other purchases but this could be something like you bought back files or permanent access to an archive, anything that's a one time purchase that you're going to permanently have that's electronic so for, you know, ebooks is really going to be, you know,
the big thing Yeah, Jennifer Great Great point.
perpetual access video would also be another thing here.
So we, we decided to split up the main Lars questions in, and then the shelf space inventory into two completely different surveys, because we thought that they were, you know, asking different things and different people could could submit them so we're
going to try splitting the process up this year and going forward.
If it becomes something that's confusing to you and our communication with two surveys is more problematic will bring it back into the Lars but we think it will be simpler moving forward.
If we talked to the right people who can give us shelf inventory space in your access services department.
So the main question that I talked a little bit about is the subscription data, and the reasoning behind that in case there's anybody in your institutional research office who needs to know this or wants to know this.
So for several years iPad wasn't iPads wasn't gathering the electronic subscription, or the other subscription data.
So, Sunni was gathering this be, because all this was interested in this data, but since we can now get it to.
We can now get it to through iPads, we're not going to gather it a second time.
So, so Elizabeth, which questions six, are you referring to.
It can you hear me. Yes. Okay. So question six is putting part two. For this year it's called ebooks including reference.
It's actually. Yeah, yeah, it's so I guess, moving forward because I'm seeing the one for 2021.
It doesn't have things like primary source material or some of the things you just mentioned a few minutes ago.
It might be a good idea to include that. If you can, on the survey because I think people may not think think to add that.
Okay, if it's not working. Yeah, thank you yeah you can give us feedback to, I think, you know, the perpetual access videos another kind of a illustrative example that will will put on the survey going forward.
And we will definitely be working with many of the campuses to ensure that we're on the same page that we're gathering the right data, and we will use that to inform what the form looks like as well.
So yeah, good point. Sorry, I had to ask because I wasn't sure which question six whether you had seen the new survey or not I was just wanted to make sure.
So, Beth I just wanted to mention it, that again only applies if you bought it out right like if you're just subscribing to a primary source database.
That would not count.
So the key is the archive you've bought the perpetual access you bought the archive. So that's the difference.
Okay, thank you. Yeah, I, that's what I understood. Okay, cool. thanks.
Um, so, just another explanation, and in will definitely adjust if this is is problematic going forward but we did make the decision to separate the shelf space inventory and Lars.
We're going to reach out to our access services contacts and will, will you know we know that many of you haven't really had a lot of access to your collections in the last year so you've probably not made any major changes so we'll make sure that we're
giving you last year's data so that you can take a look and if all you need to do is verify that this year's data is the same as last year's data that you'll have easy access to that.
If this creates problems just give us, you know, we'll take this as positive feedback and loop it into the Lars going forward. But we just figured since we're going to pull the Lars data for hopefully many campuses that it was just going to be simpler
to have a completely separate survey, but, you know, we, we appreciate feedback if this creates confusion or anything like that, so do let us know.
So, in addition to working with Peggy and David.
Maggie Susan and Michelle has been doing a lot of.
They've been doing a lot of analysis to prepare us for this year so that when we reach out to you to get ready to either help you pull this data for us or or pull this data once this year and then agree on the report, we're going to use or the dashboard
we're going to use going forward, that we are as well situated in the accuracy of the data that we can get or we have as many of the questions worked out.
That doesn't mean that you're not going to bring things up that were, we have to think of and come back to you on. We just wanted to make it as as easy as possible so
the SOS group has been working on a large dashboard that we're going to use as a starting point for pulling data for campuses.
You know, we obviously understand we're going to have to do some customization.
And that's what we'll talk about with campus meetings, coming up so that we can tune in that dashboard as much as possible.
And then, David was was very kind and giving us a lot of the historical data for that had been submitted to Lars so that we could look at the reports that you that you as a campus presented last year or provided the Sunni last year and make sure that
we could that the dashboards were very close or the same as what you had provided last year so that we were running a report against older data, and we could, you know, know that we're at least in the close to having something that will absolutely work
for your campus.
So we've been doing a lot of that and you know that's all been Maggie and Susan and and Michelle working through that understanding the data as much as possible.
And we've also just made sure that we're clear we've looked to see who we can pull the large data. So, out of the out of the state operated campuses, eight still don't use acquisitions, which is fine.
I'm not here to question that decision and people have given me really good reasons not to not to use acquisitions.
So, in that case, we can't pull the data for you because it's requiring getting financial data about what you're spending on certain format types, etc.
If you're one of these libraries and one of the eight will work with you to, you know, save this is what we can pull, make sure that it will work to at least get you a count of, like, gifts or weeded material to get you as much as possible.
Maybe you could already do that maybe you don't need that help, and that's fine as well but we want to at least offer the ability to help you along with that, if, if, If you want it.
And then just as almost a side note, but just connecting it, if, if you're as a campus interested in implementing acquisitions, we can help with that.
And we'll work with you to establish some sort of a timeline. But we do know that it does require some campus commitment. But as we, as we've been doing with many other libraries we're willing to help you implement all the acquisitions and we've made
a lot of progress and campuses have made a lot of progress in that area where, you know, when we were in Alice and moved into Alma, there were only about a dozen libraries that had ever really even tried to implement acquisitions and I think we're in
the 40s in the mid 40s that have implemented acquisitions and Alma just because of how the system is created so we're here to help you. We're here. We're not here to pressure you if you're interested in moving towards acquisitions and almost so that all
of your reporting can be simpler going forward.
But no pressure.
So we've also created two web forms so if you want to pull this data yourself. You can use the Lars web form. And then the shelf space that has its own web form we will be reaching out to your access services staff about that, and providing guidance and,
you know, giving you the data from the previous year so you have a starting point as well.
And, you know, this is something that we will also be helping you, so don't feel like you need to open the web form for Lars and submit it right away.
You can wait, and set up meetings with us and we will guide you through the process.
So any questions. If not, I'm going to stop sharing, and then, Maggie is going to demo these, these dashboards and then I'll, I'll tie up how we're going to do appointments and things at the end.
And if you have any questions for Peggy, just know that she's, she has a meeting soon so ask her questions now if you were. If you're hoping to engage with Peggy.
Alright, take it away then Maggie, everyone. I'm just going to demonstrate the large dashboard that was created, initially was started by Gail Michelle and I and Susan we developed it further to better meet our needs.
So there's going to be a dashboard that will be using or campuses can use if they decide that they rather pull the information for themselves.
It is really based on campuses using full acquisitions.
Definitely for their print materials, and for internet gifts and reading no but different workflows. However, these can be customized as we meet with your campuses and what workflows you're using if you're not using invoices we can customize that, etc.
So, there is a game with dashboards was interesting, it can't.
You don't want to come, you don't want to change copy them to your instance they will only work from.
You should use them from the pathway we give you when it is complete.
I'm going to be using only artists of Thank you, as the example. And there'll be a drop down for the fiscal year.
And there's it, I'm going to use a 2020, because that's the 2019 2020 we were checking data against the 2019 2020 fiscal year. And it allowed us to really get granular with the reports refine them look at Campus information and see where there may be
some questions, or places that we can work with you on maybe getting better results.
So, for the electronic, even though it breaks everything down by Pol type, and there's some ledger information that's not really necessarily the biggest number that we're concerned with is the expenditures, but it gives you a little bit more information,
and at least you know you can break it down how much you're spending, you know for electronic titles that are standing orders are for one time. And what kind of format, they are in.
And the print and physical materials. There's a few different reports on here.
As one for print monograph print journals and cereals and then non print physical items.
And again, it defaults to gathering all the information so you do need to apply
the filter for the correct fiscal year. And then it will adjust everything accordingly.
And as you can see, when, if you when you do look at the links for the reports that Shannon provided, you will see it's asking for the total amount that the grand total it's not necessarily looking for how much you spent in print one time standing orders,
etc. It would just be the total number, but this is helpful information for us to know. And it will also tell you.
Yeah, the kind of material that has been ordered. I didn't add material type which I will be adding to this one I did do it to give some readings because it is very important information.
So it does provide it broken down into three very specific reports, and it can be easily retrieved. Now, this, this is definitely based on full acquisitions play do have an alternative one that can be customized that does not require invoicing.
And then here's the gifts.
So now GIFs. This all depends on how you're doing gifts. So, here we have that's why we need these need to meet with campuses so that we can understand how you're doing.
The workflows, and that way we'll be able to better meet your needs and get the best results. So if you're using gift acquisitions method using the acquisition methods gifts, then you know we could use this report, and if you were using the vendor as
as a gift and using technical and all these different little pieces that you know we'll get to refine once we meet with you. And we can do that.
And then this one is just one more filters and it's interesting because it's a slightly different number but it could have just been how they were,
how they were set up when they were.
So, we have the ability to just pull the gift information and then read it. Now if you weren't using any the acquisition methods and we need to find out how you were getting your gifts and then refine the report to find those in that information for you.
And then we have finally the weeded items which are the retired in the report.
And so if you're using the MSP 50, using WDN.
Easy. Very easy to retrieve a very clear number because there's no conflict of your reading stuff that you don't really have in your, in Alma you know it's there but you didn't really have any new collection and you read it.
However, if you're, you know if you're not, you know, there's all specifics that we need to meet and talk about so if you weren't are creating your periodical say, how do you count that we'd need to have that kind of that information and discussion with
you. And if I was doing it here you can see using WDN. The number is very different than not using WD and and they're just withdrawn. So, this is the basic dashboard that can provide a lot of information but really the value will come in, When we meet
with you so that we can really refine the dashboard to meet your institutions needs and gets get the best results so that it's pretty quick retrieval the information that you need to provide.
Does anybody have any questions about the, the initial dashboard.
Thank you, Jennifer.
Absolutely. There's no questions I'm going to pass it back to, Shannon.
Sorry I was struggling to unmute myself here.
So, we, we are planning on doing and we certainly want to offer to anyone who's interested appointments, what we will do is we will take a look at your data will come prepared so that this will be a 45 minute working meeting where we will work with you
to tune in the dashboard and make sure that if we can come to a decision and work together to make sure we're both on the same page. Do you want us to pull this for you moving forward, and to make sure that you have the tools to either pull it yourself,
or that we have the verified data to pull it for you moving forward. So, we understand this might be extra time for you this year but it can help you with either making it very simple moving forward for you to pull or for us to agree that we're going
to pull it for you.
In out years as well.
So Susan or or or Michelle if you can put in the, the calendar, that would be fantastic so that you can sign up, so feel free to invite anyone from your campus who needs to be involved.
You really don't have to prepare much other than you know do an analysis of your workflows for things like withdrawing or gifts, at least have some sort of an understanding and we will be will also be ready on our end with questions as well.
If the days and times that we put on the.
If the days and times that we put on the calendar don't work for you.
Just put in a ticket to our live answers system, and just let us know when you're available and we can see if we can accommodate or will find some mutually agreeable time.
So, these dates are coming up at the end, or mid June to July and we understand that you likely will, will you won't have closed out your fiscal year, we will just make sure that we're on the same page, so that when you do close your fiscal year will
pull that data, and it'll be done for this year or you know how to pull your data. And it'll be done for this year without, you know, kind of,
you know, hassling with, with all the analytics which we do know can be a little bit finicky especially if you're not in it all the time.
So, these are the four main questions that we asked you to think about when you're when you're, you know, preparing for the meeting with us for the dashboard reports meeting is p well types.
So purchase order line types.
Is this something that, how you're doing it is that embedded in your culture or is that something that you would be willing to adjust going forward. We're not here to force best practices on you but we could perhaps offer some suggestions.
So just think about that so that it's not a new discussion as we have that meeting.
And then, you know, what we will try to do is come to an agreement on a customized report that will pull for you. Hopefully we have to customize it.
Not a ton because it's it's extra, it's, it's extra maintenance.
And I think we can we can get to that point, or, you know, we can at least help you get most of the data and then you can pull it from wherever you have these this information going forward.
So there are there are best practices for withdrawn items and gifts, but will need to know as much as possible about your best practices.
General timeline so mid June to July is when we will do these meetings with campuses deadline for submission so that we get it to Peggy when she needs it.
And to David when he needs it is August six.
And then in the late June or July, we will release the shelf space form which you can see now, we gave you the link but we will start asking for that data.
In late June, early, early July.
And I just wanted to kind of put through and this is probably, I'm not going to talk through it but as when we share the slides hopefully you can follow through the decision points, so that you can see where, where we're headed and, you know, what the
process will be so at that campus meeting will work with you to look at the Lars dashboard and your data.
And when your fiscal year is complete we can pull that data for you. And then hopefully at that campus meeting will agree on the future process of, do you want us to pull it for you.
And we agree on the practices that you're using and the data or, you know, it was a great meeting we helped you along but you really want to submit this and out year so we can also have that discussion.
And then on the other hand, we know that there are some campuses that can't we can't pull their data because they're not using acquisitions or you might know right off the bat that you want to pull your data independently.
So, in that case, you can just let us know, and submit it via that form, or you can have a meeting with us and we can help you at least adopt as much as possible of that Lara's data dashboard.
And then you can decide to submit it yourself in future years and you could always submit it and then ask us later to do it but you would need to you need to reach out and say we, we want you to pull our data going forward.
It's not an irreversible decision but we'll just want to make sure that we're clearly delineating who's pulling the data, and come to an agreement on that we hope will do that through meetings but we're happy to do it through other communication channels
if needed as well.
takeaways from the session.
So, even if you don't plan on us, pulling your data.
You know that's the first decision point of Do you want us to pull your data going forward or do you want to do it either way I think it makes sense for you to sign up for a console session.
You know, it's 45 minutes of your time, you know, we can at least help you a little bit but if you you completely know it we're not here to force you into a meeting with us if, if that's not going to be a value add, please do let your access services
staff know about this new shelf space form, we will also communicate with them but it's often good to give multiple points of context here.
If you have any questions or concerns about the process or anything that we didn't anticipate based on this and you now have the live forms or soon to be live forms that you can give us input, let us know.
We certainly aren't perfect and, you know, we appreciate people telling us things that could make the forum better or more understandable going forward.
And then review that issues that we will need to discuss those, those that small number of points about things like po lines and withdrawn and gifts, etc.
All right, so I wasn't anticipating we'd take the whole hour, but we're got a fair amount of time so we can take questions.
I think we're up to date on the chat right I think. Thanks, Maggie and everybody else for responding, sending.
Can I just mention that I would like, you know, I would love to send the dashboard link out to everybody but it may not be valuable to you. So that's why it would be a good reason to meet with us because even if you don't have us do this for you we can
customize it so that you can use it better to meet your needs because every campus has slightly different workflows and not every reports going to meet your needs.
And the other point is, you can't copy the whole dashboard, you have to use it where it lives, but you can copy individual reports to your campus instance, I mean that's just the same with any dashboard.
The other thing I wanted to mention was when I set up the calendar appointments. There's only one registration per time slot, but if you have multiple people from your campus that you want at the meeting that's perfectly fine.
It's basically just you're, you're registering for your campus. So, I want to clarify that.
And, Elizabeth, could you please explain a little more what you mean about some of the announcements for this come to connect groups with closed membership I'm not sure what you mean, basically announcements in general, we've been putting out a workplace
to the open groups I just wasn't sure what you meant.
I just seen some announcements for things go to like scold for example, or something.
You know it's going to places we're only library director see it are very limited groups of people and, like I saw some messages for things and I had to ask to join groups to see the message to get on that.
So, so maybe I've already resolved the question I had but I guess I what I'm trying to say is the person like myself who is attending this meeting, may not may not be the head of acquisitions may not be the director of the library may not be someone who's
in closed groups like that, that where things may be distributed.
Yeah, I mean that's a good point and I think we always struggle with something like this that crosses multiple boundaries and, you know, one of the constant piece of feedback we get is, don't create more channels of communication so you know we don't
have a tuned in acquisitions group so we usually try to do something like this to the institutional leads, and the directors and expect that the institutional leads will facilitate that information out.
And if it's something where it has a more general interest we would put it into the main MSP discovery HQ, which is more open and anyone can join it.
But yeah, I mean, we will follow up a few more times especially if we don't get a good response, we'll we'll be looking at all the state ops and if we don't receive a response from you will reach out to individuals at the campus.
The other thing that I neglected to talk about is, it may not be a bad idea for you to reach out to your IRA department as well. I don't know how many of them track on Lars.
And if they have any questions about this.
Feel free to loop me in and if they don't believe me, I'll get David from SUNY system administration to say yes he is endorsed to do this.
But, you know, having been at a campus I know there's often calendar is in IR where they're anticipating this type of data gathering etc so if that is happening at your campus, you know, try to reach out and we can help with bringing everybody up to speed
from your HR department as well.
I will tell me and that's that's a very good point because it is currently on our calendar so we have a lot of our IR directors that are right on top of that, and so I will send out a general information note to everybody, about the changes.
I will also include King, Zoo, who is currently working as a physical physical space coordinator for the construction fund, and that is primarily where the shelf space information.
We will provide that to her for her modeling for for space. So that was, that was a lot of where that question actually what was intended to go to so I will reach out to her to make sure that she's included in the, in the changes.
Thanks.
Hi any, any questions.
Hi, this is Sarah Wiseman at SUNY Oswego. I want to thank you all for the, the additional context around Lars and how it's used that's very, very helpful.
I know in the past number of years we have always left the shelf space section blank. So great to know the context really helpful, but my other comment would be regarding the contacting the Access Services folks for the shelf space, and our campus IRA
offices. I know our campus are IRA office wants to know when we are providing data to SUNY. So if you can just loop in.
You know the library directors or whichever the again I know it's challenging to know which person on which campus is the appropriate person to know but I know for my campus I will need to provide my IRA office with any data that I'm sending to SUNY.
So, move us and so we can provide that to them. Yeah that's that's good to know and I and I probably should have mentioned like the, the additional thing on these campus meetings might be, if any sort of information that we need to know that is extraneous
to, you know the the data gathering is also helpful, so that we can you know try to have as much information about what we need to communicate going forward and I think we've learned our lesson with the PA stuff is that there's lots of local practice
that we need to be aware of and know who to contact and how to and we've. We now have a whole pa process database as well and we can certainly have something similar for the, for the largest because we, our intent is to try to make it easier not to make
it more complicated and confusing by, you know, having other people that your campus, ask you for things that we've pulled for you. Yeah.
Um, any, any other questions I think the one thing I want to say to and I know Maggie has been working with some, some groups to to understand more about what times will be best for us to do more targeted analytics support in training in areas where things
that, you know, regular reports are happening.
And I think, Susan Do you have some sessions coming up and I think Jennifer you're helping with that too, as just a getting started, we know it's too late this year for iPads, but we'll try to have some more support in that area and training in that area
when it is most needed next year.
Yeah. Do you want me to talk about those, those.
Sure sessions. Okay so yeah I posted the link and workplace yesterday, I will get it for you. When I'm done talking. And the first one is June 23 at two o'clock.
Jennifer and I will be talking about what kinds of things you can add to your acquisitions module and how you Thank you Thank you Michelle.
She's got my back.
Just, you know, kind of mapping out, well this is what you put into Alma and this is how it looks at the other end and analytics so we'll be talking a lot about that.
And we're going, we've already done this session on Lars we've done iPad sessions.
So we'll be focusing on ACR L and also the reporting agency for community colleges which I don't know the name off the top my head.
So we will focus on that. And then the second session is a week later June 30 at two and Michelle and Yvonne will be getting more into the, the, the analytics and of, of what things look like on the other side so we're going to try to present you with
a going in coming out kind of view.
And again that's June 23, and June 30. So, and that'll be for everyone, it won't. It won't be, you know, just focused on the comprehensive so I think that's it.
I don't know if I left anything out Michelle, Jennifer even.
I think you're good. Thanks.
All right. Any last call for questions, comments.