Colleen Deel 0:01 Okay, it's 12:01. So I think we can probably get started. This is being recorded. So if we do, if you miss a few things, if you have to leave, that's fine, you can come back and watch it again. Or if there's exciting things that you want to rewatch multiple times, you're welcome to do that as well. So I welcome you to the Resource Sharing Reports MnPALS event. This is the resource sharing, so Interlibrary Loan, discussion about Alma Analytics reports that the MnPALS Reports Work Group came up with over the past year. So my name is Colleen Deel. I am the Interlibrary Loan and Collection Management Librarian at Bemidgi State University and I will let Kat introduce herself. Kat McLarn 0:52 I'm Kat McLarn and I am the Discovery and Resource Management Librarian at St. Mary's University of Minnesota Twin Cities and that does encompass ILL as well. Colleen Deel 1:05 So I guess the first thing I want to do is go over what today's presentation is actually going to entail. So you know that you're in the right place and what you're going to learn throughout the next hour-ish amount of time. So the first thing we're going to do is do a very quick summary and recap of the MnPALS Reports Work Group, and as it connects to what we're doing today, we're then going to move on to more of a demonstration portion and that's gonna be the majority of our presentation today, is how to actually access Alma Analytics reports. And then Kat and I are going to talk about are some of the reports that were created during the last year that should be really useful for us specifically within MnPALS. So we have five reports we're going to talk about today, and we're going to split those I mean, there's five reports but two of them or four of them, I guess are kind of very similar because the are borrowing or lending, but they are going to be different reports. So we're going to show all of them. And then we will quickly go over what's next. And at the end of this discussion, we ask that you definitely send some questions. If you are able to send those into the chat, that's the best way to do that. And we can do all of the question and answer period at the end of this session. So we can really just talk about whatever questions you have. Kat and I are both, I think Kat's probably going to be like the expert analytics person, but I'm here to help too. So we'll see if we can answer the questions that you have. So I guess the first thing we'll do is do a recap of the MnPALS Reports Work Group, and actually Jill is going to go over that. Jill Holman 2:48 All right. So just a quick overview, sort of how we got here. The Reports Work Group did first meet back in July, and there were about 15 members. Some people came, some people went. Jennifer Lund was the convener. They had the goal to meet data needs, not recreate Aleph reports. And of course, Alma and Aleph are very different, so we probably can't recreate Aleph reports even if we wanted to. Um, they also did a survey back in July, so that they can understand consortium needs, and they looked at a lot of reports. They looked at the Alma out of the box reports and also the reports in the community zone. A lot of different institutions have shared reports. So they really looked at a lot. We did do an IPEDS session in January. Also in January, there was an invitation for people to help test the reports. And now we are at the end, and we have these four sessions this week where people are sharing their favorite reports. And then the next thing, there's this quick view. This is actually a summary from that survey back in July for resource sharing. And this helped inform the work of the group. Colleen Deel 3:58 Yes, okay. So thank you, Jill, for that little overview of the Reports Work Group. So as Jill just said, this summary kind of helped inform the way that the little subgroup of our group, which was basically Kat and I, who kind of worked on the MnPALS reports specifically for resource sharing, we had a couple other members too, that were able to definitely help out as well. And Kat, I mean, I definitely have to give like 100% kudos to Kat because she created most of these. I tried to create a lot of reports, and then she did a better so she is the one. I'm just like, so impressed with what she was able to do. So we were kind of looking at this graph a little bit more, we wanted to focus on the areas where you had a high interest of these priorities. So looking at resource sharing, borrowing and lending and those overdue and lost numbers and then copyright. So those first four are actually what we're going to be talking about today. The reports that were created or modified for MnPALS. So before we go further, I want to explain how to actually access Alma Analytics reports. I imagine all of you have been in Alma analytics a little bit probably. That's a guess I don't you know, we've only had Alma for a little while still. So if you haven't no shame. I do have some screenshots here. But I'm also going to actually try to navigate within Alma analytics in real time. So we'll see how this goes. If it doesn't work, then we'll go back to the screenshots, but I'm going to see what happens. Okay, so this is my Alma, this is just my Alma homepage, you can see that each one of us probably has slightly different roles and what we are able to access and what we can't access within Alma. So I am able to access analytics by going at the top of the screen here. And there is this Analytics drop down. And the Alma analytics that we will be discussing today are all within the Design Analytics subfield of analytics. So I will click on that to see what happens. And you can see it opens up a whole new tab here. Okay, I was hoping this would happen, because this is something that happens. If you see this and you're like, What the heck? What, what I do is close out and try it again. And usually the second time it works. And yeah, it did. So that is something that I see occasionally. And I think it's, you know, my guess is that if I'm logged into Alma for a little while, then Oracle, which is the base of what how analytics works, doesn't recognize doesn't take my login from Alma and bring it over to Oracle. And just closing it out. And opening back up again, usually gets you to where you need to be. So you can see the dashboard that you initially go to, when you are viewing Alma analytics is just a blank page. There is probably a way to add, modify content have things that you want to look at, but I've never done that. So to actually view the reports that we've created and any of the other reports other institutions have created or Ex Libris has created, we go to the Catalog which is going to be at the top here, I'm going to click that. Okay, so on the left hand side we have a very large folder structure. And we are going to I will show you exactly how to get here. And it kind of actually I'm going to close everything out so you can just see exactly how to get to where we are going to go. So the folder structure is you have two different areas within analytics, you have My Folders and then Shared Folders. So this is going to be shared reports that you can access. And so you're going to go into that Shared Folders. And then we are going into the we have several folders here but we are the MNPALS group is actually in the Community Folders. And there is this the only option here is reports. And since we are consortia we are in the Consortia Folder. MnPALS does exist within here. And just remember that you can go into any of these institutions, any of these consortium's reports. There's CUNY, for example, that they may have reports that are good for you too either with resource sharing or outside of resource sharing. But the resource sharing reports that we'll talk about today are specifically within the MNPALS folder here. So we have several folders based on different functional areas within Alma. And the resource sharing folder is the one that has the reports that we will discuss. So I'm going to actually open that up. And we have a handful of reports. The reports that Kat and I placed into this folder recently are noted by this RWG at the beginning, and that RWG stands for Reports Work Group. So it's just showing you that these are reports that were created by the Reports Work Group. And that's what they are. I imagine other reports will eventually be input into this folder by maybe Sonja at PALS or someone else. And if that does is the case, then they will be noted as such. So not all of the reports probably that will end up being in here will be reports work group created reports. So, hopefully you've all seen kind of this structure before you've been in analytics a little bit, if not, no problem. So, I do want to mention one other thing before we get started with actually talking about going into these reports and using them and what they are. And that is going to be what how you should actually go into these reports, modify these reports, use these reports and to do that. So right now we are viewing a shared, shared folder. And when we view the shared folder, what we want to avoid is changing what's in the shared folder, because this is a report for anyone, right? Any institution probably can go in here and use this but before they to actually use or run a report or particularly modify a report, which is something you're also able to do, you want to go ahead and take that report and put it into your own, or your institutions specific folders. To do that I will just show you. So let's say it's this one up here that we want. Instead of running that right away, maybe I do want to modify it. I don't really know yet, right. But in order to allow me to do that, I would want to copy this. So to do so I would, under here we have open edit and more, go to more and copy, and that takes a copy of this report. And then I would want to place it in a different folder. It probably really depends on your institution or your group of librarians, how you've decided to share your own reports with yourself. I know that probably each one of you has a slightly different way of doing this. Because I'm at Bemidji State. I do have this Bemidji State University folder that I'm able to access and place reports into. So definitely I can do that. And that's probably what I would recommend, though maybe your institution is recommends putting putting these shared reports directly into your own personal folder, you can do that as well. And so you have both of those options. And I'll kind of show you what it looks like. If I wanted to do this, I can see here, there's this paste option. And now that report that I just copied is now pasted into here. And now I feel much more confident that I can edit this report as needed for my institution or my needs. Hopefully, these reports don't need that much edited editing. And, you know, we're not even going to talk about editing today. But if you do want to or if you need to modify something, this is what you would want to do first. Okay, so I'm going to go back down to we're actually going to play with these within directly within MNPALS folder today, so I am going to break my rule that I have set. Sorry about that. Okay. So I'm going to talk about two different reports today. And they're going to be a borrowing report and a lending report. So the first one I'll talk about is the Resource Sharing Borrowing Requests by Format and Partner. And you can see that's the middle middle report right here. So the kind of description of this is Borrowing requests broken down by requested format types and supplying partner. So the initial thing that you will see when you run this report is a prompt. So I'm going to do that right now. To run a report what you do is you hit this open so I'm going to do that. So I am being prompted to create a span of dates. I want to go usually this report is run for IPEDS actually. So I would generally be doing like an annual report for this. So I'd want a span of a year. And you can see here, it actually does default to a span of a year by today's date, so 5/21/2019 to 5/21/2020. I'm going to leave it like that, because I'm just showing you, but you can modify those dates by clicking the little calendar and playing around with that. As a reminder, I mean, you know this already, but Alma analytics is only as good as its data. So when did Alma become a thing? Right? I think it was February of 2019. So obviously, this data doesn't go past that. We can't go and look at, you know, January 2018 data because it doesn't exist in here. Okay, so we have our span, and I'm going to hit OK. cross my fingers seems like it worked. And, okay, so Jill earlier said that we would not want to recreate Aleph reports. And we don't. But this is pretty much a recreation of an Aleph report. And I think it's actually kind of amazing that it can exist in this is so why did this report exists in Aleph? We ran a report, to pull these numbers in Aleph to, I think generally to do IPEDS and other types of, I don't know, assessment annual assessment that your institution might do. So what this report gives you is a you can kind of see there's three different areas of the report, there is this top little area, which is kind of what I would call like an overview of all the data, we have this beautiful pie chart. And then below we have a more granular granular look at what we see up here. So what we're given is separated out by request format type and the request format types that we have in Aleph or in Alma are digital, physical and physical non returnable. I imagine most of you don't use that physical non returnable. But you can see BSU had 15 whole requests with that format type over the past year. So it is used. And then we get that grand total number of requests that were created, the total number of requests that were actually filled, the number of rejected requests, the number of expired requests and the number of canceled requests based and split out by that format type. This pie chart is total requests by format so you can just see how many percent how many percentage wise, we have digital requests, physical requests, non returnable requests. One thing I do want to point out BSU is its own library, one library within our institution, but there are some institutions that have more than one library. within them, I think Kat is one of them. Yeah, yeah. So you are equal to, if you so this is based off of my my institutions data. But if you had a multiple libraries, your default will be all of the numbers for all of your libraries. And then you can specify, maybe I only want to see one library's numbers. And you can do so by choosing from the drop down all of your different institution libraries names. So because all values is going to be the exact same numbers as our one library number, I'm just going to leave it as it is. And note that that is something that you can change here to get yours, your shorter, more overview numbers and then also you'd want to do that again down here to get that more granular look. So I'm going to scroll down. And you can see that we have this has been separated out by the requested format All so this is all those different this is the digital, physical and physical non returnable all combined to get those grand total numbers separated out by institution lending. So these numbers these grand total numbers down here are going to be the exact same grand total numbers that are right here. But if I scroll down further the the format type is actually separated out. So now we have requested format type digital requested format type physical, and then that physical non returnable at the bottom. This is useful I think for IPEDS. This year's IPEDS may actually not split out but in the previous years they have asked you to give data based on returnable or non returnable numbers. So if you are an institution that does IPEDS, I know not all institutions have to this is a state institution thing. But if you are an institution that does IPEDS, these splitting out of numbers is actually super useful, and it might just be too for your assessment, whatever you're doing anyway, but I can only speak to what I know. So that's it's good for IPEDS reports. The only other thing I want to mention about this is that if I think this data is useful, I can export it by clicking the Export button that's at the bottom. And I have several different options on the way the format that I would like to export. So that's what this report looks like. I kind of went long on this one because the other one is pretty much the exact same thing but Lending. So I want to show you how that one looks very quickly. We're going to go back to the catalog by clicking catalog right here. And now look at the Resource Sharing Lending Requests by Format and Partner. Again, I would suggest to copy this and put it into your own folders. But for this presentation, I will just open it uh, same idea, same prompt as before we have that span going to hit OK. And here we go. Now we can see the same idea. But based on what BSU has lent versus what we have borrowed, the exact same format we are separating out at the top. by an overview of all of these, you can see our numbers here. And then those physical or all those numbers are going to be very similar to the ones you see at the top. But then we get spreads separated out by digital and physical and physical non returnable as well. So the same idea as the borrowing report, but this is just our lending numbers instead of our borrowing numbers. Okay, so those are my reports that I wanted to show. And now I'm going to actually pass the screenshare over to Kat who is going to show some more reports that have been created. So I'm going to stop sharing and Kat I think you should be able to go right for it. Kat McLarn 20:09 Let's see. Start with Okay, so um, actually, the first two reports I have are also very similar. So I've kind of combined them into one slide. And these are the reports to let you know which items have gone overdue which have been recalled, lost or damaged. And this is something that was requested on the survey that Colleen talked about. And she didn't, so it's not for the historical reports. It's not relevant, but for these reports, there are no prompts. They basically take snapshot of everything that is missing right now. And so far as analytics understands right now, which is what the rest of us would understand is yesterday. So if you are going into analytics, the you know you would go in here, but the data was last updated yesterday as of 7pm. So for these reports, that means, you know, if somebody came in at the last minute and returns their item, at the end of the day, that will not be reflected in these reports yet. So, I'm going to go show you what they look like in live. If I can figure. I did a switch to Chrome. No Is it chrome visible now? Stop, share again. Here we go. Okay, so here we go into analytics. Here we see whoops, we're dealing with yesterday's data. So we just go into analytics here to catalog. And what I've done is already copied those reports into, in this case, my institutions folder. And so these, I can edit these and not edit the copies that the entire consortium is working with. So the first one is the items with overdue things. So we've just opened it up. So it's pretty self explanatory or it would be if we didn't have COVID going on, because lost, damaged and recalled are all statuses that you will see in the borrowing status column. overdue is actually it shows up on the report if the date it's the item was due earlier than yesterday, which is why we are seeing a lot of things that do not have the overdue status because we have turned off our overdue job. And then, even in normal times, the renewal statuses tend to kind of override overdue, so it's pretty common to see something like this one at the bottom where somebody asked for it to renew. The renewal was granted, it went overdue again. But it didn't change to the overdue status. So that's just something again, if they're still waiting for it to reply, that also will be here. So that's just something to keep an eye on the rest of these, it's basically because we haven't been running our jobs and the lending, pretty much the same. Open it up. And these ones we have some more actual overdue items, actual lost items. And this lets us know that we did in fact email those libraries about their overdue items. So Oh, and every so often, a digital item will end up being registered in here and so this is to make sure that you know, it's not the Digital item. Which brings us to the copyright report. This one does have a prompt because copyright operates by calendar year. That's it requests. The prompt also uses calendar year library name. I'm in a multi library institution. So we have two libraries plus one we don't use. So normally I would go in and select the Twin Cities one, but there are more examples if I just ignore it, and have all in the reports. So this is intended to help us follow the CONTU guidelines. And the two major guidelines they apply to items that have been published within the last five years. And the rule of five is basically it If you are requesting more than five articles from the same journal title by library, you need to pay copyright fees for everything over that limit. And then the Rule of Two is patron specific. If you are requesting two or more copies from an issue per patron, you need to pay more pay the copyright fees for the second one and beyond. So this kind of helps you spot those. at my institution, we usually do this annually. Because we want to like get it done all at one time when everything is finished, but I know some institutions do it monthly, and so they would want to be looking at the creation dates. So what basically what we see here is, you know, this one, a lot of it was requested many times, so we click on it and It brings up the actual requests down here. So we can tell what was really going on. Sonja set up configured Alma so that it does flag items that are over the five limit when they use the same ISSN. So these two would have been flagged, and a human looked them over and approved them and got them because they were fulfilled. We also see that they are all the same patron. So this one is going to require copyright fees. There are some limitations with this report. The big one is there is no authority control for Borrowing Requests. So the data that Alma had is whatever the patron included or the link resolver. And it's usually pretty consistent because our requests come from the link resolver. But if the patron hand crafted their request, it might be inconsistent. And those are more difficult to spot. So here we have a. And because there's no authority control, Alma doesn't know that the print ISSN and the online ISSN are in fact, the same journal. So we have a total of six requests. Alma was fine with that. And then we also had a request with a missing ISSN. So this is something that you'd want to check. We had two unique patrons. So the number of requests helps with the rule of five. This is where the Rule of Two comes in. And we can see that it is actually there, I believe, three, two separate patrons who made these requests and because of the ISSN issue, it thought that these two were different. And so then that brings us to the second limitation, which is that issue and volume number. While they are included in the requests that we see daily. They don't make it into analytics, what we get is always a year you can make that required, and then often it will provide a month. So here, again, we can see that these two are from two different years. So we know those are different issues. We don't on this one. So this is a place where normally you would investigate, you'd look up, I'd look up this one anyway, because to make sure it is in fact the same journal, but you'd look it up to see what issue was it in? What issue was this in? So the report doesn't automate the process of reconciling the copyright. It just makes it easier. to spot where you need to do the investigation, for example, this one, there were three requests, but they were three different people. So we don't need to go looking for Rule of Two on that one. And that is pretty much it. So let me see if I can get this screen back. All right. Um, so next, we'd like you to go look at the reports. See what they look like on your data. If they work. If they don't, let MnPALS know, and we'll try to get it sorted out. And then there's the work group survey. Any questions? Colleen Deel 31:01 I also put a link to the survey in the chat. So if you want to do so that's that you've probably seen the email from Jenny, come out a few times over the past couple months for doing that work group survey, essentially what we're saying is looking at these reports, making sure that they work for you. And then if there are reports that haven't been created yet, that kind of gives you a space to suggest new ones as well. And that can also be given to please feel more than welcome to do a ticket to PALS to discuss reports and they will be able to help you a lot more than even we are so yes, so let's go with questions. Kat McLarn 31:49 I am not seeing any questions. Would anyone like to Colleen Deel 32:00 Give it a minute or two if you aren't Yeah. And then if not, then you know that we can call this a success. Right? Jill Holman 32:08 I went ahead and and attempted to unmute everybody so people can ask questions. You can put it in the chat or raise your hand if you're having a hard time and unmute isn't working. Colleen Deel 32:46 I am curious too I know that like the panelists shouldn't be asking questions, but I am curious as to whether or not people who are in the participant pool here if you've done a lot of analytics, if you've tried to like create your own analytics If this is your first analytics kind of experience, looking at these or not, Resource Sharing is kind of unique compared to the other areas because the other areas, fulfillment acquisitions, etc. They had a lot of out of the box reports they could work with. But we did not really, Ex Libris hasn't created very many out of the box resource sharing reports. So really, everything that you saw today was pretty much created entirely by MnPALS people. Kat McLarn 33:31 And I see, Wendy's asked about the Rule of Two. That's basically you get one free article, per journal per patron. And so if they ask for more than that, the guidelines say you should be paying copyright fees for each copy beyond that. That's clear. Colleen Deel 34:02 So yeah, it looks like Lauren says that she hasn't created any. She's just using existing reports. Wendy has created quite a few for their end of the year and their ACRL report. And then Susie says that she's used some of the reports made by others many times for various needs. I've tried to make my own but I haven't succeeded. Don't feel bad about that. I mean, I honestly can't. I feel like Kat you should talk about your experience creating these because you you pretty much did like I like I said at the beginning, I, I created all these two, and they were so not as good as what had been created by Kat that we were like, we used hers. Kat McLarn 34:49 So yeah, and I see David's asked about using the SQL queries. I found that Harvard has a really good wiki and they have a page about advanced formulas that are very useful. And and that goes more into using using SQL. Yeah, it's, there's a lot of it can get very technical. The software's a little fidgety. And then there's the error reports that Colleen showed you. There's also one with a screen shows jibberish that one is also handled by logout login again. If the thing says Copy Link requires Adobe player and nothing else on a white screen, reload the page. So yeah, there's there are some if you're struggling, it's real. And I guess I can follow up with you David, if you have more questions about the SQL. I did use SQL in some of the reports. You see? No we can we can only see our own. I'm deciding to Wendy asks, says her reports are in the Minnesota State University Morehead folder, that's only going to be visible to people at your institution. So So yeah, if you have something local, you can just put it in that folder and only other institution people will see it. The MnPALS folder is not only visible to everyone in MnPALS, it's visible to everyone on Alma, which is why you'd want to be careful about taking a copy to edit, just in case something goes horribly wrong. Colleen Deel 36:47 Yeah, in Jill, I don't know if you could speak to this a little bit about creating reports that would be viewable and accessible to our entire consortia. I think it's probably, I imagine it's not advisable right now to like randomly throw reports into them MnPALS folder. This would be more of a MnPALS staff or the people who would have the ability to kind of modify that folder. Am I correct in thinking that? Jill Holman 37:16 Sure, we are working on cleaning up that MnPALS folder. It is easy for people to accidentally make changes there. And then it is hard to delete things there. So it is quite a project to get it cleaned up. We did introduce a new folder called Work in Process. And so that can be kind of a free for all zone where people can work on things, share things, I won't worry about cleaning up in there very strictly. But the folder for example, for Resource Sharing we'll try and keep that to be really concentrated on reports that we've already vetted and are pretty confident work pretty well. Kat McLarn 37:52 And I think this might actually apply to both the MnPALS reports and the ones institution wide. It It's actually harder to delete reports than it looks. So that is something else to keep in mind. I think we can give the link on how to do deletions. But if you want to clean up your institution's folder, that's something else, too. Okay. Jill Holman 38:21 Right, the institution folder should be not too bad to just delete things, but with the shared folders. You have to do the special thing in the description in order to delete. Kat McLarn 38:28 Yeah, yeah. Colleen Deel 38:29 Which is good in a way, right? Like, you don't want to just accidentally delete things. But when you really want to delete something, it's more steps than you expect. And it's not easy. Kat McLarn 38:38 Yeah, it looks like you deleted it successfully. And then the next day it's back. Jill Holman 38:48 And I think we probably will follow up and have more training with SQL also, that's kind of advanced for a lot of people at this point. Only a few people have played with that so far, but definitely cool things you can do with that. No more questions I don't see any hands raised Kat McLarn 39:23 And I will I will follow up with you David I got your your email address. Colleen Deel 39:43 Okay, I think that that's, that's good. Thank you so much for those who attended and I hope that you can go in. Definitely play with these reports, save them to your institution's folder or your personal folder, play with the reports and see if they work for you. If they don't work for you. That's not good. But like, we want to hear that right? So please put in a ticket if they don't work, because PALS will need to look into that. We have obviously like BSU that works for BSU works for for Kat at St. Mary's. But that doesn't mean it works for everyone else. So I just want to make sure that they actually work and that they are useful for our consortium. So please go do that. And it was good talking with everyone. Transcribed by https://otter.ai