Part 5: Make your usage statistics count

OCLC Resource Sharing Webinar October 6, 2020

Part 5: Make your usage statistics count

Workshop Series: Learn how to fine-tune your ILL setup to save you time and speed turnaround for your library’s users

Jenny RosenfeldTony MelvynAlena MillerProduct Manager, Resource Sharing

Product Manager, Resource Sharing

Today’s presenters

Product Analyst,Resource Sharing

WORKSHOP SERIES

Series topicsSeries topicsTopic Webinar Date Office Hours

DatePart 1: Policies and Deflections Jan 30 Feb 7

Part 2: Custom Holdings Feb 27 Mar 6

Part 3: Automation (Direct Request) May 5 May 15

Part 4: Constant Data June 23 June 30

Part 5: Usage Statistics October 6 October 16

oc.lc/community

Our continuous efforts to improve turnaround times and fill rates

OCLC Usage Statistics

www.stats.oclc.org

help.oclc.org or oc.lc/help

help.oclc.org or oc.lc/help

Today’s topics• Why are usage statistics important?• Review of assessment from earlier workshops• Starting with the basics• Beyond the basics

– Additional Tipasa options– Upcoming enhancements

• Takeaways and getting assistance• Q&A

WHY ARE USAGE STATISTICS IMPORTANT?

10,000+libraries worldwide

54countries

requests processed last year5,406,650

OCLC Resource Sharing

Usage Statistics... beyond the numbers• Look for trends• Compare your performance (turnaround time, fill rates)

to your past performance• Go beyond the basic numbers• Tell a story with data• Use your statistics to address workflow issues

Which tells the better story to management?

Which tells the better story to management?

ACCESSING USAGE STATS

OCLC Usage Statistics

www.stats.oclc.org

www.stats.oclc.org

Set up reports to be emailed monthly

www.stats.oclc.org

Choose your preferences

www.stats.oclc.org

List of reports set up for email• View list of all reports set up for email delivery• Easy to edit if you have a staffing change• Options to receive in different formats

REVIEW OF ASSESSMENT FROM EARLIER WORKSHOPS

Policies and DeflectionsResource Sharing Lender Reasons for No Report

www.stats.oclc.org

Custom HoldingsLender String ReportEvaluate the performance of potential lenders with your requests

www.stats.oclc.org

Custom HoldingsResource Sharing Borrower Reasons for No ReportIdentify lenders that are allowing requests to age or deflecting

www.stats.oclc.org

AutomationBorrower Resource Sharing Stats ReportExamine how many and which requests went out unmediated

www.stats.oclc.org

AutomationBorrower Resource Sharing Stats ReportAre automation-produced lender strings resulting in an earlier lender filling requests?

www.stats.oclc.org

Constant Data• ILL Fee Management (IFM) Reports

– Are you charging and being charged as expected?• Borrower and Lender Resource Sharing Stats Reports

– Look at non-IFM charges and the max cost you applied via Constant Data

www.stats.oclc.org

STARTING WITH THE BASICS

Basic request counts• I need to report on my borrowing and lending counts

for the year– Use the Borrower and Lender Activity Overview Reports– Can access up to 60 months at a time– Broken down by month– Export to Excel for quick analysis and presentation

www.stats.oclc.org

Borrower Activity Overview• Requests placed by month• Requests filled by month (Loans vs. Copies)• Average turnaround time (days:hours:minutes)

www.stats.oclc.org

Lender Activity Overview• Requests received by month• Requests you filled (Loans vs. Copies)• Requests you could not fill (Deflections or you responded No)• Average turnaround time for filled requests (days:hours:minutes)

www.stats.oclc.org

Follow the money• Who is charging us?

Who are we charging?• How much did we pay this month?

How much did we make this month?– Use the IFM Program Borrower and Lender Reports– Available for one month of data at a time– If you do not use IFM, find charging info on the Borrower and

Lender Resource Sharing Stats Reports

This Photo by Unknown author is licensed under CC BY-ND.

IFM Borrower Report

www.stats.oclc.org

IFM Lender Report

www.stats.oclc.org

IFM and Constant Data case study• Problem

– IFM Credits = $150.00– IFM Debits = $1,330.00– Year end = Big deficits

• Borrower Constant Data Default– IFM boxed checked; $15.00 Maxcost

• IFM stats showed haphazard charging as a lender

Solution• Default Constant Data

– IFM Box unchecked; 0.00 Maxcost– New Constant Data for when they do need to charge

• Modify Custom Holdings to identify free vs. fee libraries• Joined LVIS

Results?• Complete reversal of IFM debits/credits• Library is now generating small revenue as IFM net lender

BEYOND THE BASICS

Problem-solving with statistics• Does my library have a problem with

out-of-date holdings?– Look at the Lender Reasons For No Report– Are you responding Not Owned frequently?– This is a problematic example– Follow-up actions

• Investigate! Remove holding if you no longer have item• If your holdings are set incorrectly, set them on the

correct OCLC Number• Communicate with your cataloging staff

www.stats.oclc.org

The Ohio State University

Brian Miller, Head, Interlibrary Services

My favorite report is the Resource Sharing Lender Reasons For No Report. The report’s reasons I examine most closely are:• At bindery – to find items that were returned from the bindery without

being updated in the catalog• Auto-deflection – to make sure consortial or reciprocal in-state

partners are not having their requests deflected for max cost;• Not on Shelf – so I can do a stacks check to find possibly misshelved

items• Not Owned – to confirm if we really don’t have a title and should

remove our symbol from WorldCat, or if we do have but cataloging needs to be completed or if I need to follow up with an ILL staff person who had trouble locating that we owned it

Spending an hour on this report each month allows me to be a better lender by correcting records and holdings as well as saving time for both my ILL staff and potential borrowing libraries in the future.

ILL stats and collection development• How can I determine which subject areas produce the

most ILL requests?– Look at the Borrower Resource Sharing Stats Report– Available monthly; export date to Excel for easy sorting– Sort by call number of requested items (LC, Dewey, or NLM)

www.stats.oclc.org

Requested titles by Call Number• Sort list by Call Number

• Divide up list and share with subject specialists

• Can also include ISBN or ISSN

• Can also sort by publisher

• Easy to spot when the same title is requested multiple times

www.stats.oclc.org

Serial collection development• Are there periodical titles I request from

frequently? Should I consider a subscription?– Look at the Journal Titles Borrowed report

You can look at up to 60 months of data,but it’s recommended to look at this annually

– Export file to Excel and sort by times requested– Contains ISSNs, number of times

requested, and filled per title– Under Assessment Tools

www.stats.oclc.org

Journal Titles Borrowed Report

• Send titles of frequently requested titles to subject specialists for subscription consideration

• If you use WorldShare ILL, this can also help with copyright review

www.stats.oclc.org

Avoiding non-responsive lenders• Are my borrowing requests taking longer to fill than

necessary?– Use the Resource Sharing Borrower Reasons For No Report– Available monthly– Lists reasons all potential lenders did not fill each request– Look for Aging Reasons For No

• Aged to Next Lender• Aged to Unfilled• Aged to Same Lender• Aged to Expired

www.stats.oclc.org

Follow-up for non-responsive lenders• Identify patterns of aging• Remove them from your Custom Holdings Groups

www.stats.oclc.org

Adjusting Custom Holdings Groups• Edit each group that contains the non-responsive lender's

symbol

www.stats.oclc.org

Assessing your own lending• How is my lending operation doing? Are they efficient?

– Use the Resource Sharing Lender Reasons For No Report– Export data to Excel and sort by your Reason For No– Look for requests you allowed to age– A high degree of aging indicates you may be understaffed for

lending or may need to go non-supplier for awhile

www.stats.oclc.org

ADDITIONAL TIPASA OPTIONS

Document Delivery Reports• Analytics tab > Reports >

Reports

• You are prompted to enter a date range

• The report then generates automatically with a chart and/or a graph

Document Delivery Overview Report

WorldShare Report Designer• Powerful tool to create custom reports, templates, charts• Uses BusinessObjects• Access via Analytics Tab > Reports > Report Launch Pad

Report Designer Help• Monthly office hours• Sign up in WorldShare Analytics Community• Next: Thursday, 22 October, 11:00 am – 12:00 pm EDT• https://www.oclc.org/community/WSAnalytics/events/

officehours-oct20.en.html• Submit questions in advance or go to listen

UPCOMING ENHANCEMENTS

New! Turnaround Time Dashboard

• Coming in first half of 2021• Included in your WorldShare ILL and Tipasa subscriptions• Your library’s borrowing and lending turnaround time

displayed in the staff interface– See trends at a glance– Easily see impacts of workflow changes– Copy charts for use in reports

TAKEAWAYS AND GETTING ASSISTANCE

Recommendations• Review the checklist

– Accessing OCLC Usage Statistics– Basic Reporting– Assessing Deflections– Assessing Custom Holdings– Assessing Automations– Collection Development

• Attend next week’s Office Hour (October 16)

Office Hour: Friday, October 16 (1:00-2:00 pm EDT)

oc.lc/community

help.oclc.org or oc.lc/help

OCLC Resource Sharing Team

oc.lc/support

Q&AYour OCLC Resource Sharing Team

support@oclc.orgoc.lc/support