Talis Aspire Management Reporting Sheffield Hallam University's experience

Talis Aspire Management Reporting

Sheffield Hallam University's experience

Caroline Thorpe c.m.thorpe@shu.ac.uk

Background

•  large post 1992 university •  Talis Aspire since 2012 - we call it Resource Lists

online (RLO) •  went fully live January 2013 •  Migrated 1500 lists from TalisLists in Autumn 2012

the context at Sheffield Hallam University

•  our VLE is Blackboard (Bb) •  a simple Bb Building Block had been developed for TL

this was adapted to automatically link to RLO

•  new simple Bb for TalisAspire in place since October 2013

needs to be added manually

•  more complex Bb Building blocks are planned

•  our hierarchy is extracted from our Student management system (Systems In Tuition)

•  Faculty - eg DEVELOPMENT AND SOCIETY

•  Subject Group eg SG-77002

•  Module eg ADVANCED DIGITAL MEDIA

•  Course data is not available

We use time periods and Rollover Lists every May

TalisAspire Standard Reports

•  need View Reports permission (Admin or Acquisitions for us)

•  Lots of help at: http://support.talisaspire.com/entries/25585992-Introduction-to-Reports

•  Ask support they are very helpful

Starting to use reports

This is a useful report for us that shows which modules have lists • We could do a total number of lists by Subject group and Faculty with the Number of lists linked to them

• .... and then we did a rollover and had twice as many lists!

• needed to add a bit of Excel code to limit the number • would be nice if there was an Node Has List Y/N column!

1.  Hierarchy Snapshot

Starting to use reports

Useful features • Last updated - could identify lists that had not been updated since importing from TalisList

• List owner - an indication of engagement? • Linked to node • Item count

2.  All Lists

Starting to use reports

All list items All journal articles • Useful for identifying and updating records imported from TL eg webpage links that were actually books in catalogue or articles

• Also to do other quality checks • Would like a Online link field in the Journal articles report

3.  Item reports

Other sources of information

• Google Analytics reports on usage Blackboard reports on module sites with • TL building block • external links to TL • RLO building block • external links to RLO

Google Analytics and Blackboard

What were the needs?

• Pretty charts • Percentage of Modules with lists

• Number of lists by Faculty

• Evidence that the project is on track

1.  Information for managers and the project steering group

What were the needs?

• which lists have not been picked up by Academics?

• which lists are used?

• which lists were linked in Blackboard and how? –  Old Talislist building block –  New RLO building block

• which Lists brought from TL had not been updated since last rollover?

2.  Information for managing the project and the data

Reports Wish List ...

• Google Analytics Usage data –  at Hierarchy level –  and item level –  not just on the dashboard

• Hierarchy Upload –  Node Has List Y/N column

• All Lists –  List by Node report

• All Items –  Types of items on lists broken down by Hierarchy –  Would like a Online link field in the Journal articles report

–  And ...

What reports would you like?

Getting creative

• All these reports very nice but did anyone actually use them?

• Subject librarians overwhelmed with information

• How could we tell if our academics were engaging?

• Could we make the information easier to handle for staff?

what else could we do

Mega conglomerate report - or how I created a monster!

What was involved - 1

1.  Run a Hierarchy Snapshot –  Sort it by code

2.  Run an all list report for the current academic year –  sort by LinkedtoNode –  duplicate lines when lists linked to more than one node (a

lists by Node report would be nice) –  create column for has an owner (=IF(ISTEXT(D3),"1","0")

3.  Ask for Blackboard reports –  use Text to Columns to convert Bb Site codes

12-6851-00L-A-20134 to Module numbers 12-6851-00L

in brief...

What was involved - 2

Create a spreadsheet with –  Hierarchy Snapshot in first worksheet –  Blackboard reports in another –  All lists owners in another etc

On the first spread sheet Create columns by using VLOOKUP to locate the node code look it up on another report and bring back data from another column in that sheet. eg

=VLOOKUP(J2,'RLO BB'!C:C,1,FALSE) Use Subtotal to create the summary data

VLOOKUP, Subtotals and other Excel delights

Summary data

What was involved - 3

• Also run some reports on Google analytics and mapped those to All Lists reports

• similar process • really useful data •  lots of editing data eg to make Google Analytics data match the urls in All Lists reports

What about Google Analytics?

Top lists report - note the list names, owners and Subject Groups

Data by Subject Group

But ... its already available in the Dashboard

Caroline Thorpe

Senior Information Adviser Systems Team Sheffield Hallam University c.m.thorpe@shu.ac.uk 0114 225 4478

Wish list

Over to you!