Welcome to the JUSP in Practice webinar Please test your audio set up Note that all participants are muted Having problems? Please use the chat box in the bottom left If you have any questions during the presentation, please use the chat box and we answer them at the end 23/11/2018

JUSP in practice June 7th 2016

How is JUSP being used in different institutions? JUSP in practice How is JUSP being used in different institutions? Use cases online - https://www.jusp.mimas.ac.uk/use-cases/ Making effective use of staff time Data assurance Assisting academic departments in understanding resource use Collecting data for regular reporting and decision making Informing decisions for substitutions/cancellations Usage profiling 07/06/16

How is JUSP being used in different institutions? JUSP in practice How is JUSP being used in different institutions? Training sessions and webinars - http://jusp.mimas.ac.uk/events- training/ Presentations from JUSP workshops JUSP in Practice webinar (15th April 2015) Usage profiling in JUSP webinar (3rd Feb 2015) Community Support Area once logged into JUSP portal 07/06/16

How is JUSP being used in different institutions? JUSP in practice How is JUSP being used in different institutions? Erica Lee, Aston University Alison Brock, Open University 07/06/16

Aston University Erica Lee

JUSP at Aston University Erica Lee e.j.lee@aston.ac.uk

JUSP use at Aston Member since 2010 Regular tasks Projects Aston has been a member of JUSP since 2010 and since that time the number of publishers has grown so that now covers all the big deals and many smaller publishers. Over the years we’ve used it for regular, ongoing tasks as well as for one off projects

JR1 reports The most commonly run report for us is the straightforward JR1 report. We’ll use this to see how much a package is being used, to sometimes form the basis of a cost per use analysis and to justify our subscription.

Core titles The ability to identify our core titles in each package was something that was added early on. It’s a really useful function as it allows us to analyse whether we have the right titles as part of our core subscriptions and make swaps where necessary. As more publishers move away from this model, I’m hoping it’s something we won’t have to deal with for much longer though.

Individual journal usage The Individual Journal Usage report is really handy for titles from smaller publishers that we’re able to cancel each year. Without having to run a full package report, we can look at the stats for just one title and see how it’s been used over several years.

SCONUL returns Thinking back to before JUSP, I had to run a JR1 report for every publisher and add them together for SCONUL. This relied on us having an admin account with each of them, knowing what the username and password was, and then running the JR1 several times over. With this JUSP report, the correct time period is already selected and I can run the report in one for the vast majority of our subscriptions. It’s saved me bags of time!

Projects Journal reviews – cancellations Effect of Discovery Service on journal article usage As well as the regular tasks, we’ve also used JUSP for one off projects. In times of budget cuts, it’s been really useful to help us to identify which titles and packages are most likely candidates for cancellation. I’ve also been working on a project to find out if the implementation of a Discovery Service has had an effect on our journal usage.

Added Proquest and EbscoHost as other big providers Journal usage project Selected top ranking publishers using “Summary of publisher usage by date range” Added Proquest and EbscoHost as other big providers I used JUSP’s “Summary of publisher usage by date range” report to select which publishers and packages I wanted to include in the project. This helped me to identify which of our packages were the most heavily used at our institution. I had to add Proquest and EbscoHost separately as the other big full-text suppliers in our subscriptions

When I looked at the statistics from this report, I ended up with a list of 18 publishers that I wanted to analyse.

JR1 reports ran for each of the publishers: for 3 years prior to Discovery Service implementation (2012) and 3 years after for Academic year September – August Had to be vigilant for unusual spikes… I ran a JR1 report for each of the publishers on my list for 3 years prior to Discovery Service implementation, and 3 years after. I ran it for Academic year rather than calendar year as that not only makes more sense to me in terms of seeing the way the usage rises and falls at certain times of the year, but we also went live with our Discovery Service in September. Once I’d run these reports, I had to look carefully at the data for each month, as it was somewhat common to see unusual spikes in the data…

This is a Trends over time report for Springer so that I can show you an overview of usage over the 6 years. Most of the time, our usage for Springer journals is around the 2000 mark each month. It ranges somewhere between 1000 and 4000 on average. However, in December 2011, usage suddenly spikes to over 16,000. And then again in January 2014, usage jumps to over 25,000. This might be due to illegal downloading and we’re often alerted to these breaches in copyright by the publishers themselves. In order to make sure my data wasn’t affected by this, I had to look for these spikes and then amend the data to something more sensible.

JR1 What I’ve found in the end, and what I suspected already, is that our usage overall slowly increased until 2012-13 when we implemented our Discovery Service and it fell slightly for the first time in years. However, there was then a sharp rise the year after implementation, but then usage fell again last year. I now need to do some more investigation to work out why this is happening….

Usage profiling Usage profiling helped me to find out whether the trends I was seeing were reflected at other institutions. I used the SCONUL group as the main comparison, as this contained the highest number of institutions to compare us with, but I also asked the team at JUSP to set us up with a new group: 1960s, for institutions that became universities in the 1960s as these are a more comparable group for us.

Usage profiling When we look at other’s usage for Springer over the same time period, everyone else’s seems to move in a way that I’d expect for journal usage – a gradual rise over time. This shows me that our usage is unusual, but it doesn’t help me find out why!

E-book usage statistics at Aston BR2 for PDA, subscription titles BR3 for titles we’ve purchased via an aggregator We’re a multi-platform institution - we’ve always bought e-books wherever we can get the best model for the cheapest price, regardless of platform. We also subscribe to large packages of e-books. And we’ve run PDAs on several different platforms too. This means we have to get our usage statistics from several different places too. I mainly run BR2 (section requests) reports for our PDA and subscription titles. For titles that we’ve purchased outright, I run turnaway statistics (BR3) so we can see if we need to purchase additional licences for popular books. If certain books are getting a high number of turnaways, then it might be that a single or 3 use licence isn’t working for us.

Open University Alison Brock

How JUSP is used at the Open University Library Alison Brock June 2016

Examples of how data is used Working out which titles to ‘swap’ if a deal allows it; or a title is transferred to another publisher Providing an overview of a particular journal deal over a number of years Providing reports on value for money for all our collections of journals Providing information on journal titles not in deals so that renewal decisions can be made.

The ‘FEBS Letters’ example Late last year Elsevier announced that FEBS Letters would be transferring to Wiley We could choose a replacement title (or titles) to cover the loss of this journal How did JUSP help? Identify which Elsevier titles to take Indicate whether we should continue to take FEBS Letters from Wiley

‘FEBS Letters’ example cont… Used the “Titles with the highest use (Calendar Year)” report in JUSP Reviewed both 2014 and 2015 data for Elsevier from JUSP Identified from the reports which non-core titles had the most use over the last two years. Then checked the list pricing for those to see what we could get that would make the best use of our funds.

FEBS Letters usage Used “Individual journal(s) search and usage”

Overview of journal deals Particularly for NESLi2 deals, but also for other packages. Use JUSP “JR1, JR1a and JR1 GOA reports” for each publisher. Data then added to our own ‘Resource review’ templates. Report includes background information; metrics on cost per download, cost per FTE etc.; and usage patterns over several years.

  Key Performance Indicators (year): 2012 (FY11/12) 2013 (FY12/13) 2014 (FY13/14) METRICS Total downloads 7018 5475 5186 Mean downloads 585 456 432 Downloads per FTE user 0.09 0.07 £ COSTS Total resource cost £4,458.15 £4,453.54 £4,545.06 Cost as % of total budget 0.14 0.13 0.12 Cost per download £0.64 £0.81 £0.88 Cost per FTE user £0.06

Providing overall ‘value for money’ reports Termly reports to management team on number of downloads for all NESLi2 deals. Used to create a single cost per download KPI for collections. Use JUSP “Summary of publisher usage by date range” as it allows us to specify which months we need data for. Compares usage for each term with cost of each deal that term. Final output is an aggregate cost per download figure each term which is compared with the same figure a year before.

Annual journal renewals Where it gets really interesting… Spreadsheet for our Library Service Managers of the journals we take outside deals that they can decide to renew (or cancel) each year. Provide information on usage (number of full text downloads) for each title, this is then RAG rated to help them narrow down to those titles they need to look at in detail. Used to take ages to compile these reports. This year we’re going to present Version 2.0!

Annual journal renewals cont… Since 2014 we’ve been using the JUSP Sushi client to harvest our JUSP usage data into UStat (an ExLibris product). Automatically collects the JUSP data for us each month for our analysis. In 2015 we implemented ALMA and ALMA Analytics. This allows us to add cost information to the usage data easily and provide reports for each Library Service Manager. The extra cost information should give them better information on which to base renewal decisions. What used to take weeks to compile is now taking a couple of days!!

Alison Brock, eContent Advisor Library Services The Open University Walton Hall Milton Keynes MK7 6AA www.open.ac.uk

Further information JUSP http://jusp.mimas.ac.uk jusp@mimas.ac.uk