Metrics 101: Proving Your Value

Metrics 101: Proving your Value

SLA WebinarOctober 16, 2013

Bess ReynoldsTechnical Services ManagerDebevoise & Plimpton LLP

Why collect metrics?

• The new normal– Doing more with less

• Using the resources your institution pays for

– Justify everything• Acquisitions

• Staffing levels

• Technological innovations

• Show the big picture

• Find trends

Presented by Bess Reynolds 2

Your Toolkit

• Excel:– the best tool to analyze & present data

• Canned Reports:– Learn how to create reports using your ILS

• In house charts:– Create charts to record research & circulation

statistics– If you don’t use a circulation system use manual

counting of check outs

• Databases:– Powerful tools for additional analysis


Knowledge is Power


• Impress the C suite with your knowledgeand ability to:• Take control of your library budget• Allocate expenses to help you:

• Understand where the money goes• See trends

• Use information on branches, departments,material type, etc. to make it granular

GL Accounts Allow Granular Reporting


01-01-00 New York Office (location)62001-010 Library Expense: Supplements (expense type)01-1-00 Aviation & Equipment Finance (practice group)

Anatomy of a General LedgerAccount Number



Sample Report Sent to Each Practice Group Head

Electronic and Print Usage


Electronic resources:• Determine cost per actual user• Provides excellent ammunition in

negotiations• 3rd party products pay for themselves

Print resources:• Justify renewal or cancellation• Compare cost of owning to borrowing• Is it essential or just nice to have –

• just in case?

Electronic Subscriptions


Sample Usage Report from 3rd Party Product



Additional Details


More Usage Details


Print Titles Sorted by UsageFor Weeding Project

Title Uses Vol. No.

New York jurisprudence 2d. 8 105

United States code annotated. 1 8












New York consolidated laws service / by the editorialstaff of the publisher.

2 10


1 13


2 15


1 17


2 18


19

Convert spread sheetby volume topivot table by title


2012 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Totals Ave.

Total Check Outs 704 541 533 494 459 386 436 334 410 377 380 198 5,252 438

Total Check Ins 643 566 567 455 478 392 486 368 441 399 375 228 5,398 450

Inhouse Check Ins 414 352 360 219 296 368 286 333 298 287 324 250 3,787 316

Total Transactions 1,761 1,459 1,460 1,168 1,233 1,146 1,208 1,035 1,149 1,063 1,079 676 14,437 1,203

% of Total Transactions 12% 10% 10% 8% 9% 8% 8% 7% 8% 7% 7% 5%

Renewals 47 47 44 62 41 44 43 16 20 43 40 40 487 41

Sample Circulation StatisticsFor Print

0

200

400

600

800

1,000

1,200

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

Inhouse Check Ins

Total Check Outs

Create a chartfrom a spreadsheet to tellthe picture


0

200

400

600

800

1,000

1,200

1,400

1,600

1,800

2,000

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep

Print Circulation 2012 - 2013 YTD

Another Type of Chart


Inter Library Loan Statistics

Staffing


Prove the value of your staff


Timekeepers can make the library a profit center

• Compare associate (timekeeper) billing rates toresearchers• Library staff perform efficient, cost-effective

research• Contribute value added analysis

• Compare paraprofessional rates to researchers• Library assistants can retrieve documents,

case-pulls for less than researchers


Researcher 1

Researcher 1

Research Statistics Using Reference Tracking


DATE TIME REQUEST (Brief description)

TYPE OFREQUEST(Ill, CASE PULL,DOC RETRIEVAL) CLIENT-MATTERREQUESTER

CIRCSTAFF

DATECOMPLETED

TIMECOMPLETED

HOWREQUESTED

1/2/2013 6:36 AMPlese can you send me a Keycite/Shepherd report for all the cases listed. Case pull XXXXX-XXXX John Smith B. Reynolds 1/2/2013 2:30 PMEmail

1/2/201312:53

PMI am seeking the two sources. Book/PDF request XXXXX-XXXX Jane Smith J. Jones 1/2/2013 4:00 PMEmail

1/2/2013 4:01 PMRequest any item two books. Book request XXXXX-XXXX Mary Jones E. Windsor 1/2/2013 4:30 PMEmail

1/2/2013 7:15 PMWhat are the user name and password of The Daily Bankruptcy news?Login/passwordquery XXXXX-XXXX Bugs Bunny J. Dean 1/2/2013 7:30 PMEmail/Phone

1/3/2013 8:36 AMCan you provide me with Lexis verions of the two articles from the Wallstreet Jouranl. Article request XXXXX-XXXX Bob Dylan J. Dean 1/3/2013 9:00 AMEmail

1/3/201311:43

AMWould someone be able to pull the cases in the attached and saveindividually. Case pull XXXXX-XXXX John Lennon R.Starr 1/3/2013 2:30 PMRequest Form

1/3/2013 1:49 PMRequest item one book Book request XXXXX-XXXXArchiboldCox D. Brubeck 1/3/2013 2:30 PMEmail

1/3/2012 3:23 PMWould you please send ma a current copy of the federal sentencingguidelines? Book request XXXXX-XXXX John Glenn B. Reynolds 1/3/2013 4:15 PMEmail

1/3/2012 3:15 PMArticles request from London office Article request XXXXX-XXXXMarthaStewart B. Reynolds 1/3/2013 4:00 PMEmail

1/4/2012 9:17 AMWould it be possible for someone to pull the article fromamerican lawyers. Article request XXXXX-XXXXMary JoParker B. Reynolds 1/4/2013 9:30 AMEmail/Phone

1/4/201311:08

AMOne of my colleagues has reulation of foreign banks & afficliates . Doeslibrary have ? Book purchase XXXXX-XXXX

GeorgeHarrison J. Jones 1/4/2013 11:45 AMEmail

1/4/2013 2:40 PMI was wondering if we had a copy or access to a copy of Civil False Claimsbook. Book request XXXXX-XXXX

ElearnorRigby E. Windsor 1/4/2013 3:00 PMPhone

1/4/2013 5:26 PMCan I get the following 2 cases from NYLJ 2010 Case pull XXXXX-XXXX Bill Gates J. Dean 1/4/2013 7:00 PMEmail

1/7/2013 8:30 AMBorrow one ILL for me ( Civil False claims and Qui tam Actions ILL request XXXXX-XXXX Miles Davis J. Dean 1/4/2013 11:00 AMEmail

1/7/2013 9:22 AMCan you provide me with Lexis verions of thethree articles from theNYtimes and Wash Article request XXXXX-XXXX John Smith R.Starr 1/7/2012 10:30 AMEmail

1/7/2013 4:18 AMWe need all the information published in the Last AL 100m America Lawyer Book/PDF request XXXXX-XXXX Jane Smith D. Brubeck 1/7/2013 11:00 AMEmail/Phone

1/7/201310:13

AMCould you send me the two articles. Article request XXXXX-XXXX Mary Jones B. Reynolds 1/7/2013 11:15 AMEmail

1/7/201311:47

AMCan some please send me these two awards. 2008 and 2007 Article request XXXXX-XXXX Bugs Bunny J. Dean 1/7/2013 12:30 PMPhone

1/7/2013 1:56 PMI am looking for a copy of the revere copper case from 1978. ILL request XXXXX-XXXX Bob Dylan J. Dean 1/7/2013 2:30 PMEmail

1/8/2012 9:44 AMObtain ICI log in credentials for John SmithLogin/passwordquery XXXXX-XXXX John Lennon R.Starr 1/8/2012 11:44 AMRequest Form

1/8/2013 4:00 PMFereral banking sent. Book request XXXXX-XXXXArchiboldCox B. Reynolds 1/8/2013 4:30 PMEmail

1/9/2013 9:44 AMHedge Fund Law Report access Article request XXXXX-XXXX John Glenn B. Reynolds 1/9/2013 10:35 AMEmail/Phone

Circulation Staff Statistics


Pivot Table of Circulation Requests

Thank you


Contact me:[email protected] me on Twitter* @bibliobess

*Highly personal Twitter feed, reflects my opinions only

Metrics 101: Proving Your Value

Business

Transcript of Metrics 101: Proving Your Value