1 Overview SUNY Business Intelligence Initiative (SBII) Library Dashboards Circulation Analysis Collection Analysis

What is SBII? The SUNY Business Intelligence Initiative (SBII) is a SUNY-wide effort to provide data analysis and reporting tools for a wide range of university information. SBII is using the Oracle Business Intelligence Suite Enterprise Edition (OBIEE) software tools. An article in SUNYergy provides an overview of the project: 2

Purpose of the Circulation and Collection Reports analyze and compare aggregate holdings –SUNY-wide –by SUNY sectors, by regions, and campus defined peer groups compare data between/among selected campuses and sectors/regions access collection usage using circulation information analyze circulation activity by patron status 3

Purpose of the Reports cont’d analyze collections, circulation activity and patron status usage by subject, publication date, language, format, other qualifiers (secondary formats, material description, target audience, form of item, government publication) determine collection age and rate of growth view overlaps and gaps of the SUNY Library Collection identify unique campus holdings 4

Not a Campus-Specific Tool The goal of these dashboards is to provide for SUNY wide collection analysis rather than create a specific campus reporting tool. 5

56 Campuses, All Bib Records, 5 Years Circulation The data available for reports is: taken from 56 of the campuses on the shared Aleph servers (3 of the U Centers and Alfred U are not included) 6

See “Library Data Details” Link for More For a detailed description of the oracle tables and fields used in this project, please see the “Library Data Details” link to the MS Word Document 7

Circulation Analysis Dashboard Seven Dashboard Pages were created to help analyze and compare circulation activity by most of the attributes identified in the Collection Analysis Dashboard. In addition, circulation activity can be analyzed by year of circulation, patron type and by lending policy. 8

Collection Analysis Dashboard Seven Dashboard Pages were created to help analyze and compare bibliographic holdings SUNY-wide, by sectors and regions, and with selected campuses. The analysis includes identification of unique holdings and overlap of holdings among campuses; review of collections’ ages and rate of growth based on publication dates; and the ability to filter by a variety of attributes including subject areas, language, and format. 9

All Dashboard Pages Offer: Introduction Page - each of the Library Dashboards has an Introduction Page which provides information on the Pages associated with that Dashboard. Print/Download Options – are available from each Dashboard Page and from the Title Details Report. –Printing options are available in HTML and PDF formats. Download options include output to.csv format, Excel, Powerpoint, and Web Page (MHTML). 10

Workflow 1.connect your web browser to: 2.log-in with your campus username and password 3.select Circulation Analysis or Collection Analysis from the Business Intelligence Utilization navigation menu 4.review the Introduction dashboard and decide which report you need 5.go to the Prompts dashboard and select the criteria for filtering your reports (Overview reports do not need Prompt filters) 6.select a dashboard and run the reports you need 11

open your web browser connect to Connecting

13 Choose Your Campus from the Menu

14 Enter your CAMPUS Username and Password

You May See Business Intelligence Home Page 15 -you can click on Dashboards, then Circulation Analysis or Collection Analysis (the other reports are for other SUNY divisions) **these options may appear under the heading entitled “Library”**

What You See First: Circulation Analysis Intro Dashboard

Circulation Analysis Organizes circulation activities by: –subject –format –language –other bibliographic elements –publication year –categories of patrons

18 The SUNY-Wide Circulation Overview Provides SUNY_Wide Reports

Multiple Views Allowed 19

SUNY-Wide Circulation by Division 20

SUNY-Wide Workflow For SUNY-Wide reports: log-on choose Circulation Analysis or Collection Analysis choose Overview select reports 21

Campus or SUNY Subset Workflow log-on choose Circulation or Collection Analysis choose Prompts Page select filters 22

Prompts Page is for Filtering –Enables the report user to apply filters to data that will display on subsequent Dashboard pages –Allows for significant flexibility in report generation 23

Prompts Page for Filtering 24

Using the Prompts Page You do not need to set values for every prompt. You can set any combination of prompts that you desire, leaving the rest blank. If you do not set a value for a given prompt, then the data will not contain any filters on that given prompt column. 25

Three Selection Groups The prompt columns have been divided into three Selection Groups: –Campus Selections –Bibliographic Selections –Other Selections 26

Prompts Page Selections Campus Selections –Campus Type Description - based on SUNY System Administration definitions –Campus Name –3R Region LAND Zone 27

Bibliographic Selections –Division –Category –Format –Secondary Format –Language –Reproduction Type –Target Audience –Government/Non-Government Type 28

Other Prompts Selections –Circulation Year –Publication Year Range –Publication Year –Lending Policy 29

Making Your Prompts Selections Make your selections from one of the 3 Selections categories In the Selection pop-up window, be sure to click OK to exit after making your choices After exiting the Selection window, click the Go button to save your Selections before moving on to a new category. NOTE: All prompt selections are constrained only within their own categories. 30

Choose a Selection Category … 31

32 Select, Apply

Matching Bib Records Dynamic Display After pressing any of the Go buttons, a message below the prompts will display the number of Matching Bib Records Found based on your selected criteria. The dynamic list value filtering does not exist between columns in different Selection Groups, it only occurs for columns within the same Selection Group. 33

# of Bib Records Changes as You Select Criteria 34

After Selection Prompts 35

Example of a Filtered Report 36

Print/Save to PDF or HTML 37

PDF Printing Example 38

HTML Printing Example 39

Many Download Format Options 40 You have several download options; the data will be saved in the described formats with the appropriate file name extensions:

Download Data Offers Multiple Formats 41 The Download Data options saves the report in a Comma Separated Value, or Tab delimited Format or XML format, thereby allowing it to be opened in applications other than Excel:

Jump in and Try it Out At this point you should be ready to log in and try out the reports! 42

If You Have Questions Questions may be directed to Footprints: Choose Service Task: SBII Library Dashboards 43