Color by Numbers: Using Data
to Paint a Better Library Picture
Michael Mitchell – Bethel University
Greg Argo – Concordia University, St. Paul
6/5/15
Student body
Usage by format
Reference desk transactions in August 2014
[Data scientists are] a hybrid of data
hacker, analyst, communicator, and
trusted advisor.
Davenport & Patil, 2012, p. 73
Greg Argo
Associate Library Director/Systems Librarian
Education
• BA in Psychology – Augustana College, Sioux Falls, SD
• MIS - University of Texas School of Information,
Austin, TX
• MBA - Concordia University, St. Paul, MN
Peak Technical Abilities
• Spreadsheets
• HTML
• Microsoft Paint
Concordia University, St. Paul
• Standard FTE: ≈ 3,000
• Total Undergraduate FTE: 1,691
• Traditional: 1,170
• Degree Completion: 521
• Total Graduate FTE: 1,278
• Master’s: 1,201
• Post-Master’s: 77
Michael Mitchell
Reference & Instruction Librarian
Education
• MLIS – St. Catherine University
• BA (English) – University of Minnesota – Twin Cities
Peak Technical Abilities
• Spreadsheets and pivot tables
• Querying data
• Remembering where I saved things
Image from Flickr user nolnet
Bethel University
• FTE: ~ 4,300 students
Undergraduate:
Traditional Undergrad (2,577)
Degree completion (293)
Graduate:
Graduate School (909)
Seminary (536)
Traditional
Deg. Comp
Grad
Seminary (MN)
Seminary (CA)
Companies should repeatedly ask,
“What’s the least complex model that
would improve your performance?”
Barton & Court, 2012, p. 82
Systems used for data reporting
File Origin
Data gathering
Data presentation
Systems: Google Drive + Sites
Data scientists help decision makers shift
from ad hoc analysis to an ongoing
conversation with data.
Davenport & Patil, 2012, p. 73
A culture of assessment exists in organizations
where staff care to know what results they
produce and how those results relate to
customers’ expectations.
(Lakos & Phipps, 2004, p. 352)
5 factors assoc. w/ a “culture of assessment”
1.
2.
3.
4.
Clear expectations for assessment in the library
The library has an assessment plan
Leadership uses data systematically in decision-making
Shared understanding of the purpose of assessment in the
library
5. Staff adequately supported in their assessment work
(Farkas, Hinchliffe, & Houk, 2015, p. 162)
Establishing a “culture of assessment”
• Focus externally - improve things for users
• Gain commitment from leadership
• Create routines
• Engage everyone on staff
(Lakos & Phipps, 2004)
Start with an analytics task force.
Barton & Court, 2012, p. 82
Creating buy-in and gathering data
• Start with one or two collections of library data
• Share with others on staff – generate interest
• Demonstrate value of easy/widespread access
• Transparency builds collaboration
Provide a clear blueprint for realizing
business goals.
Barton & Court, 2012, p. 82
Set goals & benchmarks
Examples
• No resource should have a cost
per download more than $5
• Institution-wide cost per
download under $1
• 50% checkout of firm book
orders after 2 years
• Download per student greater
than 75 per year
Photo: Jerry Wachter/NBAE via Getty Images
Set action scripts
Examples
• $5 cost per download triggers
Probation
• More than 2 years above $10
per download = cancellation
Probation
• Increase outreach effort
• Inventory of assignments/syllabi
• Citation analysis of student papers
• Is it discoverable?
• Investigate alternatives
• Set up trials
• Consolidate for better stewardship of funds
Embed analytics into simple tools
for the front lines.
Barton & Court, 2012, p. 82
Visualization for Presentation
Visualization can
draw attention to
data anomalies.
Later discovered
books on these
platforms were
linked in Moodle
courses.
Visualization for Presentation
• Racial diversity has fostered more comfort with racial
differences
• At the same time, religious affiliation has become an even
more sensitive issue
Visual differentiation
Same Data
More Communication
[Libraries] need to understand the perceptions and desires of faculty
and administrators… this means investigating the mindset of colleagues
and institutional leaders, knowing what metrics will resonate with
them, and taking proactive, rather than defensive approaches to
communicating library value.
Oakleaf, 2010, p. 27
Traditionally, librarians may have taken a passive role on campus…this
passive role leads to institutional administrators viewing libraries as
“underutilized, expensive storehouses” and faculty seeing librarians as
“keepers of the books” rather than instructional and research partners.
Oakleaf, 2010, p. 28
Stories with Data
● Weave data into a narrative about your library
○ How is a service used?
○
By whom?
○
What does the data imply?
Stories with Data
INTERLIBRARY LOAN DEPARTMENT:
Too many
textbook
requests!!!
Do we have data to
confirm?
It’s right here in our
shared Google Drive –
let’s take a look.
Image credits: Flickr user CWGL (left) and Timuiuc (right)
Stories with data
Monthly borrowing
totals (above) and
most requested book
titles (left).
Telling a story with data
Findings:
• 5 years of ILL data confirmed spikes in Sept. and Feb. for books sought
from other libraries and ILL cancellations.
• Reference answered most ?s re: finding textbooks in same months.
Next Steps:
• Reference will advise students requesting help with textbooks.
• Liaisons will also contact departments [X] and [Y], since their textbooks
were among the most commonly-requested items.
Stories with Data: Why did usage go up?
Cancellation Reports
Data-driven budget requests
Eric
University Dean
Very good! I
appreciate the
time you took to
put together and
Greetings,
Eric!data.
analyze the
Usage for
CINAHL &
SportDISCUS
are both rising!
Zach
Admin Asst.
I will increase your
budget by the
amount you
recommended.
Charlotte
Library Director
Jennifer
Hey, I didn’t
InterLibrary Loan
even get a
Lots
of to
requests
chance
tell
We
have
seen
a
Requests
filled
We’re
running
for
the
new
him
about
my
Average
cost
of
Weekly
58%
increase
in
by
Elsevier
into
theILL“Rule
cost
analysis…
filling
with
assignments
ILLradiology
requests!
titles
have
of
5”
program!
CCCdue
articles
is
are
before
increased!
frequently!
$45! can
ILL requests
be filled!
Greg
ER Librarian
Minimum
coverage for
accreditation
would be products
x, y, & z
Karen
Subject Liaison
Lessons from our experiences
Data
Elbow Grease
• Staff buy-in
• Transparency
• Persuasive/Effective Stories
Creativity
What obstacles to a culture of assessment do
you see at your libraries?
What work have you done to
make your library more datadriven?
References
Barton, D., & Court, D. (2012). Making advanced analytics work for you.
Harvard Business Review, 90(10), 78-83.
Farkas, M. G., Hinchliffe, L. J., & Houk, A. H. (2015). Bridges and
barriers: Factors influencing a culture of assessment in academic
libraries. College & Research Libraries, 76(2), 150-169.
Davenport, T. H., & Patil, D. J. (2012). Data scientist: The sexiest job of
the 21st century. Harvard business review, 90(10), 70-76.
Lakos, A. & Phipps, S. (2004). Creating a culture of assessment: A
catalyst for organizational change. portal: Libraries and the
Academy, 4(3) 346-361.
Oakleaf, M. J. (2010). The value of academic libraries: A comprehensive
research review and report. Chicago, IL: Association of College and
Research Libraries, American Library Association.