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Annual Northwest Resource Sharing and Interlibrary Loan Conference Presented by Jill Wolf, M.Ed., Data Analyst - Brooklyn Public Library Materials prepared by Jill Wolf and Jeanne Goodrich. Portland, Oregon September 14 & 15, 2006. Telling Your Story With Numbers. Agenda. - PowerPoint PPT Presentation
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Telling Your Story With Numbers
Annual Northwest Resource Sharing and Interlibrary Loan Conference
Presented by Jill Wolf, M.Ed., Data Analyst - Brooklyn Public Library
Materials prepared by Jill Wolf and Jeanne Goodrich.
Portland, OregonSeptember 14 & 15, 2006
Agenda
Data Collection –What do you want to know and how do you get it?
Data Analysis – What does your data tell you?
Data Presentation – How can you tell your story most effectively?
Why Collect Data?
Measure progress Influence Directors Make resource allocation decisions Meet data collection requirements of
a grant projectstate library/association/federal reports
Collect the Right Data
Too little isn’t helpful
Too much can be
overwhelming
The wrong data is
misleading
Two Kinds of Data:
Quantitative (quantity): numeric measures how much and/or how often something happens
Example: Fill Rate Turn around time Number of borrows/lend per month or year
Two Kinds of Data:
Qualitative (quality): Data that is rich in detail and description Includes data from surveys, focus groups
Example: User satisfaction surveys Customer service surveys
Where Do You Get Data?
ILS/ILL system
Published reports, ex: demographic information from Census, PLDS
Surveys
Observation
Self-reporting
Data Analysis
reading the data
Data Analysis Techniques
Compare - benchmark
Use averages & medians
Percentages
Change over time - trends
Read the Data
Look for:TrendsPatternsHighs and lowsAnomalies
Analyzing UseActual NumbersILL Activity
-
5,000
10,000
15,000
20,000
25,000
30,000
35,000
FY96 FY97 FY98 FY99 FY00 FY01 FY02 FY03 FY04 FY05 FY06
Annual Requests/Filled
0
0.5
1
1.5
2
2.5
3
3.5
4
4.5
Staff FTE
Patron RequestsItems FilledStaff
1999 - Worldcat available from website - home and
library
2003 - After seeing a 227% increase in requests from 1999 - Limited to 15
active ILLs per patron
From 2000-2006 - 31% decrease in staff
2004 - Limited ILL to in library only
Goal Met
Raw Numbers
Analyzing Use
Patron Requests - % Annual Increase/Decrease
8%
17%
47%
62%
37%
28%
15%
-13%
-32%-26%
-40%
-20%
0%
20%
40%
60%
80%
FY97 FY98 FY99 FY00 FY01 FY02 FY03 FY04 FY05 FY06
Fiscal Year
Percent Change
Percent Change
Trends
Past History of Borrowing Requests
0
2000
4000
6000
8000
10000
12000
14000
16000
18000
1980-811981-821982-831983-841984-851985-861986-871987-881988-891989-901990-911991-921992-931993-941994-951995-961996-971997-981998-991999-00
Number of Requests
Patron Requests Fulfilled
Patterns
ILL Requests From Patrons FY 1996-97 thru
2005-06 (Monthly)
0
500
1000
1500
2000
2500
3000
3500
July Aug Sept Oct Nov Dec Jan Feb March April May June
Quantity
1996-97 1997-98 1998-99 1999-00 2000-01 2001-02
2002-03 2003-04 2004-05 2005-06
Suspended service during ILS migration
Comparative Data/Benchmarking
Public Library Data Service (PLDS)
Library Peer Comparison Tool public, academic, school National Center for Education Statistics www.nces.ed.gov/surveys/libraries/
Bibliostat Connect/WebConnect State, federal and PLDS statistics
Cool!
Google:“peer library tool”
Comparative Data/Benchmarking
Click on chart symbol to view chart.
Comparative Data/Benchmarking
Understand average, median Average (mean): sum
of all values divided by number of values
Median: the value in the middle of the data series
LibraryILL Requests/mo
A 1500B 400C 800D 1200E 500Average 880Median 800
Percentages Percentages show the relative size of
two or more categories.
Library Acquisitions
Books36%
Serials39%
E Resources21%
AV Materials4%
Percentages
Examples 50 is what percent of 100?
50/100 = .50 or 50%
10 is what percent of 125? 10/125 = .08 or 8%
OF means DIVIDE
Percentages Example
Beaver State University subscribed to 5,600 serials in 2005 but had to cut the subscription list to 4,725 in 2006.
This was a decrease of 16%.
New Value -Old ValueAnswer/Old ValueAnswer x 100=x%
4725 - 5600 = -875-875 / 5600 = -.15625-.15625 x 100 = -16% (rounded up)
A B C C1 formula
1 5600 4725 -16% =(B1-A1)/A1
In Excel -
Percent Change Last year I spent 18% of my materials budget on AV
materials. This year I plan on spending 20%. What is the difference?
AnswerAt first glance, you might think the difference is 2% - but the difference is 11%. (2/18 = 11)
The dollar difference and absolute difference will also depend on the dollar amounts being talked about. In other words, 18% of x may be more than 20% of y.
20% of $10,000 = $2,000
18% of $50,000 = $9,000
Presentationtelling your story
“statisfaction”
Consider Your Audience
Why are you presenting to them?
What are you trying to get them to do?
How do they prefer to see data?
How do you tell your story most effectively?
Presentation Options:
Narrative description
Tables
Graphs and Charts
Maps
Spreadsheets
Excel Is Your Friend
Learn to use Excel spreadsheets and charts
Table or Chart?
Capacity Projections based on purchases and weeding rate per year2005 2006 2007 2008 2009 2010 2011
Max TOTAL Holdings - GOAL 750,000 750,000 750,000 750,000 750,000 750,000 750,000
Holdings ON SHELF GOAL (80% of total) 600,000 600,000 600,000 600,000 600,000 600,000 600,000
Total Actual Holdings 868,000 763,292 748,140 734,326 721,772 720,712 720,410
Actual Holdings ON SHELF 694,400 636,077 623,450 611,938 601,476 600,593 600,342
Amount over/under GOAL 94,400 36,077 23,450 11,938 1,476 593 342
avg # of Items ADDED per year 20,000 72,000 72,000 72,000 72,000 72,000 72,000
Holdings ON SHELF Sub-total 714,400 708,077 695,450 683,938 673,476 672,593 672,342
avg # of items WEEDED per year 60,000 60,000 60,000 60,000 60,000 60,000 60,000
Total ON SHELF Holdings after add/weed 654,400 648,077 635,450 623,938 613,476 612,593 612,342
# of Items Over Goal 54,400 48,077 35,450 23,938 13,476 12,593 12,342
2005 2006 2007 2008 2009 2010 2011
if additional weeding rate is… 2.8% 3.8% 3.7% 3.6% 2.1% 2.0% 2.0%
# of items weeded 18,323 24,627 23,512 22,462 12,883 12,252 12,247
ON SHELF holdings after additional weeding 636,077 623,450 611,938 601,476 600,593 600,342 600,095
# of items over goal 36,077 23,450 11,938 1,476 593 342 95
% over goal 4.8% 3.1% 1.6% 0.2% 0.1% 0.0% 0.0%
PROJECTIONS
Table or Chart?
Fishbone Diagram
Central Weeding Projections
580,000
590,000
600,000
610,000
620,000
630,000
640,000
2005 2006 2007 2008 2009 2010 2011
ON SHELF Holdings After Weeding
-
5,000
10,000
15,000
20,000
25,000
30,000
Number of Items Weeded
ON SHELF holdings after additional weeding # of items weeded
Goal = 600,000
Maps and Census Data
Column Charts 3-D Column Chart
0%
10%
20%
30%
40%
50%
60%
Popular S&B PER HUM
% of circ
% of space in building
% of collection closed to public
Central Collections
Column Charts
Total Questions per Hour
0
100
200
300
400
500
600
700
800
10:00-11:30
11:30-12:30
12:30-1:30
1:30-2:30 2:30-3:30 3:30-4:30 4:30-5:30/6pm
5:30-6:30 6:30-7:30/8pm
DIROTHERREF
Stacked Column Chart
Column ChartsStacked Column Chart with Data Table
Total Questions per Hour
0
100
200
300
400
500
600
700
800
DIR
OTHER
REF
DIR 186 200 207 211 248 220 223 32 44
OTHER 150 126 107 123 121 108 117 18 15
REF 344 291 315 354 379 282 355 38 94
10:00-11:30
11:30-12:30
12:30-1:30 1:30-2:30 2:30-3:30 3:30-4:30 4:30-5:30/6pm
5:30-6:30 6:30-7:30/8pm
Pie ChartsCENTRAL CHILDREN'S LIBRARY
reference31%
collections21%
off desk19%
travel/break14%
sick/vac2%
meetings/training3%
programming7% other
3%
Staff Time Spent per Category
Bar Charts Stacked Bar Chart
Percent Time Spent per Category
0% 20% 40% 60% 80% 100%
CEN CL
CEN PL
CEN S&B
CEN PER
CEN GEN REF
CEN GEN LIBS
CEN HUM
reference
collections
off desk
travel/break
sick/vac
meetings/training
programming
other
equip/fac
Dashboards
Dashboards
Dashboards
Resources
BlogsJuice Analytics
http://www.juiceanalytics.com/weblog/Dash Board Spy
http://dashboardspy.wordpress.com/
Resources
BooksData Analysis with
Microsoft Excel: Updated for Office XP (with CD-ROM) (Paperback) by Kenneth N. Berk, Partrick Carey
Resources
BooksExcel Data Analysis for
Dummies (Paperback) by Stephen L. Nelson
Resources
Websites
Colorado State Library and the Colorado Department of Education
http://www.lrs.org/index.asp
Contact Information
If you have questions, please feel free to contact me at:
Jill Wolf
503-307-1297