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Date

4/28/2017

Working Group

Analytics & Reporting

Task Force
Report Summary

Goal: Policies/procedures for the NZ Analytics instance. Status: Lauren Magnuson (Unlicensed) will begin drafting some policies for discussion

Goal: Establish the role for this work group post-implementation, including composition and work goals. Per the implementation team, this group will exist, though not necessarily with the same membership and charge. Forward-looking work such as training surveys and plans will be carried out in a way that allows for easy transition.

Description

New issues:

  • Status of 360 Counter customers
  • Status of USTAT customers
    • Regarding migration of USTAT data loaded during test period, Ex Libris offered two options: (1) keep all data in Alma at cutover, and (2) migrate Dec-May USTAT data, overwriting the data in Alma from that time period.
    • Nikki DeMoville (Unlicensed) and Karen Schlesser (Unlicensed)solicited preferences from USTAT campuses and reported back to Ex Libris via Basecamp.
      • Campuses requesting Option 1 (re-migrate USTAT data): Sacramento, Stanislaus, Fullerton, Sonoma, San Jose, San Bernardino, Northridge, Channel Islands, Maritime
      • Campuses requesting Option 2 (retain Alma data since cutover): San Marcos, San Francisco
      • Still confirming: CSU Chico responded with a request for Option 2. However, CSU Chico was not on the original USTAT migration list. A check of Chico's usage data from NZ analytics suggests that USTAT data was in fact migrated for them, but nothing has been added since. Nikki DeMoville (Unlicensed) and Karen Schlesser (Unlicensed) are following up with Chico to advise that Option 1 may be preferable, and with Ex Libris to make sure Chico's data is properly migrated at cutover.

Outstanding issues:

  • Primo Analytics
    • Still non-functional
  • New survey to campuses regarding training needs immediately and in the months post go-live.
    • Survey questions:
      • Interest in a webinar dedicated to the Health Check
      • Interest in advanced topics of particular use for data checking and other post-implementation tasks
      • Interest in advanced topics of a more general use, for a later timeframe
      • General ranking of analytics areas for use in prioritizing training
    • Status: Carol Perruso (Unlicensed) produced a Qualtrix version, which will be distributed soon.

Action Items
  • Advise Ex Libris regarding campus choices for USTAT/Alma usage data migration at cutover (done, except for Chico question, as above)
  • Advise 360 Counter and non-USTAT campuses regarding usage data set-up and retrieval pre- and post-migration (done)
  • Draft Calstate community folder policies (in progress)
  • Analytics vs Repository Search (in progress)
  • Training survey (ready for distribution)
  • NEXT MEETING: 5/16/2017


Date

4/14/2017

Working Group

Analytics & Reporting

Task Force
Report Summary

Goal: Joint task group with Discovery to explore Primo Analytics. Karen Schlesser will liaise with Discovery group. Report and discuss at a future meeting. Update: Karen/Nikki attended Ex Libris functional call re: Primo Analytics. Note that Analytics is not yet configured in the Cal State Primo Back Office instances. Update 4/14/2017: Primo Analytics still non-functional.

Goal: Policies/procedures for the NZ Analytics instance. Status: Request submitted to Implementation Team. Nikki will join Implementation Team meeting 4/17/17 to discuss.

Goal: Establish the role for this work group post-implementation, including composition and work goals. Nikki will join Implementation Team meeting 4/17/17 to discuss.

Description

Outstanding issues:

  • Status of 360 Counter customers
    • Campuses contracted through SDLC (SD, LB, Fresno) were licensed for calendar year and don't expire until December 31, 2017. SLO contracted separately and expires June 30, 2017, but will be extended to October 1, 2017.
    • Status:
      • Services: DRS and SUSHI will continue as contracted
      • Migration: Ex Libris apparently does NOT plan to migrate any usage data for 360 Counter customers. Nikki posted reply to Basecamp 4/14/17 to clarify this.
  • Status of USTAT customers
    • Campuses are making progress. Some have cases open regarding migration issues. More info here.
  • Primo Analytics
    • Still non-functional
  • Cross-posted to Tech Services, Access, and Analytics listservs: communication regarding immediate Analytics & Reporting needs at campuses.
    • Particular concerns:
      • The Analytics questions on the Alma and Primo Health Checklist
      • Setting up usage statistics, SUSHI configuration, and USTAT or 360 Counter migration
      • Advanced Repository Search, logical, itemized, and combined sets
      • Creating and managing Fulfillment Sets and using them in your daily work
      • Using Analytics reports to create sets in Alma
  • Status: Working on a new survey of training needs to be posted in the next week or so pending confirmation from the Implementation Team.

Action Items
  • Nikki DeMoville (Unlicensed) will join Implementation Team during their weekly call on 4/17/2017 to discuss and clarify the following concerns:
    • Post-implementation status of the ULMS Analytics and Reporting Working Group
    • COUNTER reports and Analytics queries for SDLC resources
    • Duplication and overlapping responsibilities with regard to usage harvesting and reporting
    • NZ-level analytics
  • Further work on Frequent Queries page. Create page for policy recommendations based on the above recent issues and others that come up. Predict that more issues will begin to come up as campuses dig deeper into Alma.
  • Draft recommendations for 360 Counter customers regarding usage data migration and when to start loading reports and configuring SUSHI in Alma.
    • Status: Pending update by Ex Libris
  • Page with detailed comparisons and recommendations regarding Repository Search vs Analytics.
    • Status: Stephanie Alexander and Carol Perruso have created the page and have begun collecting and collating information regarding common reporting needs.
  • The Analytics Group would like to reach out to campuses that left the Health Check blank.
    • Status: Waiting for Chancellor's Office team/Ex Libris to report back regarding the Health Check and how we may appropriately identify and assist campuses that may be challenged in this area.
  • NEXT MEETING: 4/18/2017

...

Date

3/17/2017

Working Group

Analytics & Reporting

Task Force
Report Summary

Goal: Joint task group with Discovery to explore Primo Analytics. Karen Schlesser will liaise with Discovery group. Report and discuss at a future meeting. Update: Karen/Nikki attended Ex Libris functional call re: Primo Analytics. Note that Analytics is not yet configured in the Cal State Primo Back Office instances. Update 3/17/2017: Primo Analytics still non-functional.

Goal: Policies/procedures for the NZ Analytics instance. Discuss at next meeting–high priority. This is an important area for policy and has bearing on many aspects of analytics including working with the EAR subcommittee and reporting on shared resources for surveys such as IPEDS and ACRL. Update 3/17/2017: Hua Yi (CSUSM) asks (originally directed to Ying Liu (CO): "Is SDLC going to provide COUNTER usage stats in Alma for ECC and opt-ins?  Will you share analytics reports / dashboards from ECC and opt-in and create analytics reports that can be re-used across institutions?"

Membership changes: Lauren Magnusen joined the group; John Brandt bowed out.

Description

Outstanding issues:

  • Status of 360 Counter customers
    • Ex Libris has given assurance that contracted services will continue as needed until data is migrated, regardless of renewal status
    • Brandon is working with Ex Libris PM Dolph Chaney to formalize this assurance. Dolph is working with others at Ex Libris to get formal agreements for us.
    • Campuses contracted through SDLC (SD, LB, Fresno) were licensed for calendar year and don't expire until December 31, 2017. SLO contracted separately and expires June 30, 2017.
    • Status: Still waiting for formal response.
  • Status of USTAT customers
    • Not all campuses seem to be able to set up SUSHI
  • Primo Analytics
    • Still non-functional
  • Cross-posted to Tech Services, Access, and Analytics listservs: communication regarding immediate Analytics & Reporting needs at campuses.
    • Particular concerns:
      • The Analytics questions on the Alma and Primo Health Checklist
      • Setting up usage statistics, SUSHI configuration, and USTAT or 360 Counter migration
      • Advanced Repository Search, logical, itemized, and combined sets
      • Creating and managing Fulfillment Sets and using them in your daily work
      • Using Analytics reports to create sets in Alma
  • Status: NO RESPONSE

Action Items
  • Further work on Frequent Queries page. Create page for policy recommendations based on the above recent issues and others that come up. Predict that more issues will begin to come up as campuses dig deeper into Alma.
  • Draft recommendations for 360 Counter customers regarding usage data migration and when to start loading reports and configuring SUSHI in Alma.
    • Status: Pending update by Ex Libris
  • Page with detailed comparisons and recommendations regarding Repository Search vs Analytics.
    • Status: Stephanie Alexander and Carol Perruso have created the page and expect to work on this over the next 4 to 6 weeks.
  • Indication rules–understand and explain
    • Status: Lauren Magnusen has volunteered to work on this, with a long timeline (Summer-Fall–this is an advanced topic that campuses probably won't be interested in until later)
  • Matthew Prutsman (Access Services & Resource Sharing) expressed interest in a possible demonstration during an Access Services Open Forum of how to use Analytics and Fulfillment Sets together to create a User Set.
    • Status: Waiting to hear from AS&RS group for now–our presentation would be useful but not their highest priority right now.
  • Nikki expressed concern in monthly WG chairs meeting regarding the number of campuses who may have left the Analytics section of the Health Check blank. Other chairs echoed this concern regarding their own areas. The Analytics Group would like to reach out to campuses that left the Health Check blank.
    • Status: Waiting for Chancellor's Office team/Ex Libris to report back regarding the Health Check and how we may appropriately identify and assist campuses that may be challenged in this area.
  • New meeting time: monthly meetings rescheduled to Tuesday mornings to resolve attendance conflicts NEXT MEETING: 3/21/2017

...