1. Exploring the Evidence in Evidence-Based Acquisition

2. Exploring the Evidence in Evidence-Based Acquisition
Speaker
Stephanie Spratt
Electronic Resources and Serials Librarian
University of Colorado Colorado Springs
Co-Author
Gabby Wiersma
Head of Collection Development
University of Colorado Boulder
Rhonda Glazier
Director of Collections Management
Denise Pan
Associate Director for Technical Services
Auraria Library (University of Colorado Denver)

3. Shared E-resource Licensing and Assessment at CU
CU libraries are now building a culture of shared assessment of
e-resources
Longstanding culture of shared e-resource licensing among CU libraries

4. Research Questions for Streaming Video EBA with Alexander Street
Initial Questions
What types of usage metrics are provided?
What can libraries interpret from usage statistics?
What are the issues with the data provided in usage reports?
Research Questions
How does EBA compare to PDA?
How do the workflows compare to other resources or models?
Do usage statistics provide sufficient evidence to inform purchase decisions?
How will the consortia decide which titles to purchase?

5. EBA v. PDA Considerations
Requires an upfront financial commitment
Cost known at start of program
Mediated - library decides what to purchase by the end of the contracted time period (up to 1 year) through usage analysis
EBA program has a set title list
Free MARC records for discovery
Platform provides accessibility features; LMS integration; clip/playlist creation; citations
Library pays on quarterly invoices as videos are used
Less control on amount of money spent
Deposit account is available but not required
Unmediated by library – patrons’ use triggers licenses (default 1 or 3 years)
Library can choose which subject areas/producers to activate
Free MARC records for discovery
Platform provides accessibility features; LMS integration; clip/playlist creation; PPR

6. Alexander Street EBA Model Workflow
Setup
Maintenance
Assessment
Financial commitment and time period set at start
Track balance in Admin Portal
Establish access points, MARC records, discovery layer
Spend entire commitment by program's end
Can continue program for another period
Patrons trigger metrics (30 seconds = 1 playback)
Add desired videos to cart and submit
Perpetual access; varied prices

7. Kanopy PDA Model Workflow
Setup
Maintenance
Assessment
Library determines budget, license default (1- or 3-year)
Library can create a deposit account, if desired
Access points: MARC records, platform link, discovery layer
Invoices are sent out quarterly
Unused budget amount is rolled forward
Patrons trigger metrics (4 views within one year of activation triggers a license)
Patrons must click to begin playback
Flat 1-year license price for all videos

8. Workflow Comparison
Deciding on access points into platform (i.e. main landing page and/or Community pages) could take time and communication with subject specialists
De-duplication may be necessary
Staff must monitor usage and make purchasing decisions for consortium by end of program
Individual title selection could cause double payment if subject collection is purchased in the future
Library must decide if second period of EBA is warranted
Selecting subject area or producer collections takes more time than activating entire catalog
De-duplication may be necessary
Staff do not have to monitor usage for video licensing to trigger
Quarterly invoices mean more staff time spent paying
Deposit option would require tracking
Licenses would need to be reviewed for renewal before expiration

9. Available Usage Metrics
EBA Administrative Portal:
Current EBA commitment and remaining balance $
Playbacks
Usage Statistics Portal:
COUNTER reports MR1, MR2, DB1, PR1, CR2, CR3
Playbacks by subject area
Playbacks by collection
Dashboard and Analytics
Visits
Pages
Plays, PDA Plays
Minutes
Subjects
Pages/visit
Plays/visit
Plays by Device

11. Alexander Street-Usage Statistics Portal

12. Challenges with EBA program
Usage stats
Two statistics portals
Lack of unique identifier to connect data
Usage stats included collection and subject information that was disconnected from AS subject collections
Data quality hiccup
MARC record quality – non-Library of Congress defined subject headings
Denver campus already owned some content that was heavily used on other campuses
Desired subject collection purchases but EBA was designed to lead to title-by-title purchases

13. Kanopy Dashboard
Summary
Daily Activity
Minutes Viewed

14. Kanopy Dashboard, Pt.2 Top 10 Videos Plays by Device Engagement
Top 10 Countries
Top 10 Suppliers

15. Kanopy-PDA Performance

16. Assessment Metrics
Average cost per title used = Total commitment / Number of titles used
Average cost per playback = Total commitment / Number of playbacks
Benefit = Actual cost of all titles used
Cost benefit analysis (CBA) = Benefit / Total commitment
Return on investment (ROI) = (Benefit – Total commitment) / Total commitment * 100

17. Assessment Metrics - Results

18. Evidence-Based Decision Making
Campus leads reviewed title use
Titles viewed at all campuses = 0
Found common top subject areas across campuses: Counseling & Therapy, Ethnography
Asking AS to provide title lists for these subject collections and add all to cart
Remaining individual title purchases being selected by use count and subject specialist input
Cost splitting still to be determined
Significant usage automatically triggers a purchase
Useful for scoping or expanding PDA
Top 10 Suppliers
Subject Analysis

19. What We Learned Promote programs Cost of piloting a new model
Admin Portal training
MARC record management
Managing expectations for faculty
Assessment
EBA metrics cannot be compared to PDA Metrics (purchase vs. license)

20. Which Model Would You Select?
EBA is best for
Libraries with room in their budgets for perpetual access streaming videos
Institutions with broad program offerings
Libraries needing patron input on which subjects have need for streaming video resources
PDA is best for
Libraries with more limited budgets
Libraries valuing access over ownership of streaming videos
Libraries receiving requests for streaming videos in specific subject areas

21. Next Steps
Alexander Street—Boulder, Denver, Colorado Springs campuses replacing EBA with individual AVON subscriptions
On EBA purchases – will not duplicate Denver-owned content; will select titles with subject interest across all campuses (Counseling & Therapy / Anthropology)
Communication from vendor indicates that commitment fee does not decrease for a second period of EBA
AVON to own option provides opportunity to buy titles that have ongoing popularity
AVON is more cost effective than EBA in terms of cost per title, setup, maintenance
Monitor improvements to consortial report options

22. Next Steps Kanopy—all campuses will continue PDA for another year
Will devise license management workflow, ERM tracking
Video licenses are triggered throughout the year, so license renewal is not one-time process
Budgeting for license renewal in addition to continuing PDA
Will monitor consortial opportunity development
No consortial discount offered
EBA program – no titles viewed at each campus
Central management might be easier, but workflows not in place

23. Exploring the Evidence in Evidence- Based Acquisition Thank you for attending! Any questions?
Speaker
Stephanie Spratt
Electronic Resources and Serials Librarian
University of Colorado Colorado Springs
Co-Author
Gabby Wiersma
Head of Collection Development
University of Colorado Boulder
Rhonda Glazier
Director of Collections Management
Denise Pan
Associate Director for Technical Services
Auraria Library (University of Colorado Denver)