ULMS Assessment & Analytics Open Forum

November 6, 2024

November Agenda

• Announcements
• Announcements from Christina
• Changes to CSU Libraries’ Alma & Primo Analytics Consortial Folder Policy
• Recent analytics webinars
• Recent analytics releases
• Highlights & related tips & tricks from Alma Analytics Become an Expert webinar series

Announcements

• Changes to CSU Libraries’ Alma & Primo Analytics Consortial Folder Policy
• Consortial folders: What is stored where?
• B. Network Zone Folders - /Shared Folders/California State University Network
• 2. The Network Zone folders contain the same default subfolders as your institution’s folder in IZ analytics. These include Dashboards, Data Visualization, Prompts, Reports and Subject Area Content subfolders. The analytics objects are organized into these subfolders based on object type . No other subfolders should be created at this level.
• Exceptions may be granted by the committee for the folders that were established at this level prior to May 2024.

Announcements

• Changes to CSU Libraries’ Alma & Primo Analytics Consortial Folder Policy
• Maintenance and Clean-Up Procedures
• Bi-annual Review Process
1. Identify and flag analytics objects that may require updates or removal.
2. Provide a list of flagged analytics objects to relevant stakeholders, reaching out directly to the owners if identifiable.
3. Utilize the CSU Analytics listserv and CSU Analytics Slack channel to inform any other possible stakeholders of the analytics objects that will be deleted providing them with a copy of the policy, ensuring they have adequate time to get in touch with the committee if the objects should not be deleted.
4. Move the objects in the Network Zone folder that meet the deletion criteria to the “Review for Deletion” folder. If the objects are in the CalState Community folder, prepend "MARKED FOR DELETION. WILL BE DELETED AFTER mm/dd/yyyy" to the object descriptions.
5. Delete the objects 6 months after steps 1-4 have been completed.

Announcements

• Changes to CSU Libraries’ Alma & Primo Analytics Consortial Folder Policy
• For comments, please email jungah.lee@sjsu.edu

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• Share your own or out of the box dashboards and reports!
• If you have your own or out of the box dashboards and reports that you find to be very useful, please share at one of our open forums!
• They do not have to be built by you.
• Email jungah.lee@sjsu.edu

Recent Webinars

• Alma Analytics: Become an Expert
• https://knowledge.exlibrisgroup.com/Alma/Training/Webinars/Alma_Analytics%3A_Become_an_Expert
• Last session was Nov 6. The page lists recordings, slides, exercises and Q&A from the live sessions.
• IGeLU 2024 Conference and developers day recordings are available
• IGeLU 2024 Conference Recordings
• No access restrictions to the Developers Day recordings
• List of analytics sessions and recordings from IGeLU 2024 - https://docs.google.com/spreadsheets/d/1-WLdy_C8HlyHSaAPzTEBCv425pAvtMl68q7i-gHmPOY/edit?gid=0#gid=0

Recent Webinars

• ELUNA Learns - Alma Analytics
• https://el-una.org/meetings/eluna-learns-2024/eluna-learns-alma-analytics-10-9-2024/
• Oct 9, 2024. 1:00 pm – 4:00 pm. On demand – access for a year
• Presentation 1: Navigating the Troubled Waters of Collection Management with Alma Analytics
• Presentation 2: Creating a Usage Dashboard or Rialto Orders
• Presentation 3: Looking for Trouble: Using Alma Analytics To Find Problems in Your Catalog

Recent Analytics Releases

• Infrastructure improvements were made to enhance overall analytics performance with an emphasis on the Network Zone. (Feb 2024)
• When the Analytics New Layout attempted to display a report preview for very large reports, performance was slow and the page eventually crashed. This was fixed by improving performance.
• Continue to report any decrease in performance or negative effects on your reports to Ex Libris Support.

Recent Analytics Releases

• Previously, event type 9110 - "Successful login" recorded successful logins for Alma, Primo, and Esploro. Now two new events were added that distinguish between the logins for Primo and Esploro - 9914 - "Successful login - Primo" and 39110 - "Successful login - Esploro". (Jan 2024)
• The SUSHI URL for ProQuest Ebook Central, Ebook Central, Proquest LibCentral were updated in Alma to a new URL. (Jan 2024)
• Physical Books Retention and Physical Books Deselection data visualization workbooks became available (Feb 2024)

Recent Analytics Releases

• The Loan Measures dimension was added to the Physical Items subject area. (Mar 2024)
• The folder contains measure fields that provide the number of loans that were made in the past one, two, three, four or five year ago.
• The OLH says that these fields do not include migrated data but they do per Ex L development.
• Advice: use only the fields for the # of years that does not include our migration date.
• Alma Analytics now offers integration with Springshare Gate Counts and Reference data. (May 2024)
• Customers are now able to activate and run the integration profile on their own. See Springshare Integration. (Nov 2024)

Recent Analytics Releases

• Anonymizing Analytics Report Details (May 2024)
• https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/080Analytics/010Introduction/The_Basics_of_Working_with_Analytics/Anonymizing_Alma_Analytics_Report_Details

Recent Analytics Releases

• OAS (Oracle Analytics Server) was updated to the latest version (7.0) in all of Ex Libris data centers during May 2024.
• An additional 20 local parameter fields were added to the Bibliographic Details dimension in all subject areas in which it appears (for a total of 30 local parameter fields). (Jun 2024)

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• Primo analytics objects that have been shared with me could not be found using the Search Analytics Objects search box of the main analytics menu. This was fixed. (May 2024)

Recent Analytics Releases

• New design analytics roles are now available that give the user access to specific subject areas only. (May 2024)
• Designs Analytics – Fulfillment
• Designs Analytics – Resources
• Designs Analytics – Acquisitions
• Designs Analytics - Users (November 2024)
• Designs Analytics - System Usage (November 2024)
• To enable these roles, set the support_partial_analytics_designer parameter (Configuration > Analytics > General Configuration > Other Settings) to true.
• Not by library
• Library Level Analytics consumer is by library/institution.

Recent Analytics Releases

• For sharing analytics objects, you can select all of the roles in categories or select specific roles within categories. (Aug 2024)
• Analytics administrators can configure analytics objects to be pinned for all users and roles for whom the object is shared. (Aug 2024)
• When adding roles to Analytics objects, the analytics roles are now categorized under Analytics. (Nov 2024)
• You can now configure Alma to receive a notification when an analytics object is shared with you. (Nov 2024)
• Alma users can configure this under the notifications icon => gear icon

Recent Analytics Releases: Documentation

• Updated documentation - list 1 of 2
• PO Line Approver (Jan 2024)
• PO Line License (Jan 2024)
• LC Classifications (Feb 2024)
• Other Classifications (Feb 2024)
• PO Line (Mar 2024)
• Dewey Classifications (Mar 2024)
• Invoice Line (Apr 2024)
• Bibliographic Details (Apr 2024)
• Purchase Requests subject area > Vendor table (Apr 2024)

Recent Analytics Releases: Documentation

• Updated documentation - list 2 of 2
• Administrative Bibliographic Details (May 2024)
• Purchase Requests > Funds (May 2024)
• Purchase Request Approver (June 2024)
• Purchase Request Assigned To (June 2024)
• Purchase Request Creator (June 2024)
• Purchase Request Modified By (June 2024)
• Purchase Request Requester (June 2024)

Recent Analytics Releases: New Fields

• New fields
• Funds Expenditure > Invoice Line > Invoice-Payment Voucher Currency field (Jan 2024)
• E-Inventory > Service Details
• Service Activation Status (Jan 2024)
• Service Portfolio Auto Activate (Jan 2024)
• Service Site Down Message (Jan 2024)
• E-Inventory > Portfolio Details for Consortia Members > Portfolio and Electronic Collection subfolders have all fields available in the E-Inventory > Portfolio and Electronic Collection folders. (Jan 2024)
• E-Inventory > Portfolio Details for Consortia Members > Institution
• Institution Address Line 1 (Feb 2024)
• Institution City (Feb 2024)
• Institution State Province (Feb 2024)

Recent Analytics Releases: New Fields

• New fields
• E-Inventory > Portfolio Details for Consortia Members > Institution
• Institution Country (Feb 2024)
• Institution Postal Code (Feb 2024)
• Institution Timezone (Feb 2024)
• Data Available As Of (Feb 2024)
• Data Updated As Of (Feb 2024)
• E-Inventory > Portfolio Details for Consortia > Bibliographic Details > Title Author Combined and Normalized (Apr 2024)
• E-Inventory > Portfolio Details for Consortia > Electronic Collection > CDI Coverage Calculation Date (Apr 2024)
• E-Inventory > Portfolio Details for Consortia > Electronic Collection > CDI Coverage Percentage (Apr 2024)
• Users > Proxy For > Proxy For User Type (Apr 2024)

Recent Analytics Releases: New Fields

• New fields
• E-Inventory > Cost Usage > Cost Usage POL > PO Line Label (May 2024)
• E-Inventory > Electronic Collection PO Line > PO Line Label (May 2024)
• E-Inventory > Portfolio PO Line > PO Line Label (May 2024)
• Funds Expenditure > PO Line > PO Line Label (May 2024)
• Physical Items > PO Line > PO Line Label (May 2024)
• Purchase Requests > PO Line > PO Line Label (May 2024)
• E-Inventory > Electronic Collection > Public Access Model (May 2024)
• E-Inventory > Portfolio Details for Consortia Members > Electronic Collection > Public Access Model (May 2024)
• Various subject areas > Other Classifications > NLM Geographic Classifications (May 2024)

Recent Analytics Releases: New Fields

• New fields
• Titles > Linked Open Data dimension was added (Jun 2024)
• Has Work, Instance URI, Work MMSID, Work URI
• Titles > Title Measure > Num of Titles (Instances) with Work (Jun 2024)
• Fields added to the Vendor dimension in Funds Expenditures, Licenses, Purchase Requests, and Usage Data (COUNTER) subject areas (Jun 2024)
• Preferred Address, Preferred Address Note, Preferred Email, Preferred Phone Number, Primary Product URL
• Bibliographic Details > DC Format in various subject areas
• Physical Items subject area > Dewey Classifications - Bibliographic, and LC Classifications - Bibliographic dimensions (table) have been added. (Jun 2024)
• Previously only the classifications based on the holdings information was available in the physical items subject area.

Recent Analytics Releases: New Fields

• New fields
• Requests > Request Details
• From Another Institution (Jun 2024)
• From Another Institution Circ Desk (Jun 2024)
• From Another Institution Library (Jun 2024)
• Usage Data (COUNTER) > Usage Data Details Release 5
• Data Type (Jul 2024)
• Section Type (Jul 2024)
• (Data is available from COUNTER reports that are loaded from July.)
• Bibliographic Details in various subject areas
• Action Note (Jul 2024)
• Source of Description Note (Jul 2024)
• Preservation Status (Jul 2024)
• Borrowing Requests (Resource Sharing) > Loan Due Date dimension

Recent Analytics Releases: New Fields

• New fields
• Fulfillment > Loan Details > Patron Expiry Date (Aug 2024)
• Analytics Usage Tracking > Query > DV Section (Aug 2024)
• Analytics Usage Tracking > Usage Tracking Measures > Num of Days Accessed: Dashboards/Workbooks per User (Sep 2024)
• E-Inventory > Portfolio Details for Consortia Members > --Electronic Collection > Electronic Collection Type Description (Nov 2024)
• E-Inventory > Portfolio Details for Consortia Members > --Electronic Collection > Electronic Collection MMS ID (Nov 2024)

Recent Analytics Releases: New Fields

• New fields
• Edition Simplified folder to the Bibliographic Details dimension in all subject areas in which it appears (Nov 2024)
• Edition Simplified (Combined) - two below combined
• Edition Simplified (Num) - from MARC 250
• Edition Simplified (Text) - from MARC 250
• Titles > Titles Details
• Has Item Committed to Retain
• Item Retention Reasons - multiple reasons are concatenated

Recent Analytics Releases: Deleted and Renamed Fields

• Deleted fields
• Locked Out Date field deleted (Aug 2024)
• PO Line Approver Locked Out Date field deleted (Aug 2024)
• IdP Service in Use and Failed Authentication fields deleted (Sep 2024)
• E-Inventory > Portfolio Details for Consortia Members > --Electronic Collection > Electronic Collection Type field marked as To Be Deprecated (Nov 2024)
• Renamed fields/dimensions
• Physical Items subject area > LC Classifications and DC Classifications dimensions have been renamed to LC Classifications - Holdings and DC Classifications - Holdings. (Jun 2024)
• Statistical Categories fields 1-9 were renamed to Statistical Categories 01-09 in all subject areas in which these fields appear.
• E-Inventory > Portfolio Details for Consortia Members > --Electronic Collection > Electronic Collection Material Type was move and renamed. It is now E-Inventory > Portfolio Details for Consortia Members > --Portfolio > Portfolio Material Type (Code)
• E-Inventory > Portfolio Details for Consortia Members > Portfolio > Material Type renamed to Portfolio Material Type Description (Nov 2024)

Session 1: Overview and Introduction to Analytics

• Accessing Analytics

• Oracle Analytics Home page

Session 1: Overview and Introduction to Analytics

• Analytics Main Menu

• Analytics Folder Structure / Catalog - Session 1 Exercise #2

Session 1: Overview and Introduction to Analytics

• Select a Subject Area - Alma Analytics Subject Areas

• Create an Analysis - Session 1 Exercise #4

Session 2: Physical Inventory and Fulfillment in Alma Analytics

• Create an Analysis in the Physical Items subject area. Follow the recording of session 2 or the directions in the Exercise document.

Session 2: Physical Inventory and Fulfillment in Alma Analytics

• Create a report in the Physical Items subject area
• With barcode = 30800030113697

Session 2: Physical Inventory and Fulfillment in Alma Analytics

• Create a report in the Physical Items subject area
• With barcode = 30800030113697

Session 2: Physical Inventory and Fulfillment in Alma Analytics

• Create a report in the Physical Items subject area
• With barcode = 30800030113697

Session 2: Physical Inventory and Fulfillment in Alma Analytics

• Create a report in the Physical Items subject area
• With barcode = 30800030113697

Session 2: Physical Inventory and Fulfillment in Alma Analytics

• Create a report in the Fulfillment subject area
• With barcode = 30800030113697

Session 2: Physical Inventory and Fulfillment in Alma Analytics

• Create a report in the Fulfillment subject area
• With barcode = 30800030113697

Session 2: Physical Inventory and Fulfillment in Alma Analytics

• Create a report in the Fulfillment subject area
• With barcode = 30800030113697

Session 2: Physical Inventory and Fulfillment in Alma Analytics

• Copy a report
• From /shared/Alma/Inventory/Reports/Physical Items Committed to Retain

Session 2: Physical Inventory and Fulfillment in Alma Analytics

• Paste the report to /My Folders/Physical Items

• Click on Edit

Session 2 Tips & Tricks: Lifecycle

• Analytics contains data on both deleted and active items.
• To have your report return only active items, be sure to filter on columns such as Lifecycle or Status.
• Examples
• User Details.Status
• Bibliographic Details. Bibliographic Lifecycle

Session 2 Tips & Tricks: Process Type Date vs. Modification Date

• Process Type Date (in Physical Item Details folder)
• The date that the process type was changed

• Modification Date
• The date the physical item was modified
• Includes all modifications, not just changes to the process type

Session 2 Tips & Tricks: Relative Date Filters

• Some date fields have their own folders with relative date filter columns

Session 2 Tips & Tricks: Relative Date Filters

• Values available for Relative Date Filter columns

• Older than 30 Days
• Older than 60 Days
• Older than 7 Days
• Older than 90 Days
• Previous Complete 12 Months
• Previous Complete 24 Months

• Current Academic Year
• Current Fiscal Year
• Current/Previous Year
• Current/Preview Month
• Last 3 Months
• Last 30 Days
• Last 375 Days
• Last 7 Days

Session 2 Tips & Tricks: Relative Date Filter

• Some fields do not have their own filter columns
• Process Type Date does not have a filter column
• Follow the instructions in the Session 2 Exercise for creating a report to return items missing longer than 6 months
• "Physical Item Details"."Process Type Date" <= TIMESTAMPADD(SQL_TSI_MONTH, -6, CURRENT_DATE)
• Refer to slides 8-11 on ULMS A & A June Open Forum presentation for more examples of how to create rolling date filters using SQL in the filters
• "Loan Date"."Loan Date" >= TIMESTAMPADD(SQL_TSI_DAY, -14, CURRENT_DATE)

Session 2 Tips & Tricks: Insert a New View

• Views
• “A view is a visual representation of the results of a report. Views give you different ways of looking at your data to help you discover patterns, trends, outliers, and other interesting characteristics.”
• https://docs.oracle.com/en/middleware/bi/analytics-server/user-oas/views1.html

• Types of Views
• Narrative - Displays the results as one or more paragraphs of text. You can type in a sentence with placeholders for each column in the results, and specify how rows should be separated.

Session 2 Tips & Tricks: Insert Text Box

• Insert a Static Text box
• Click on the graph (new view) icon to insert a new view. Select either Static Text or Narrative.
• Insert a Graph
• Click on the graph (new view) icon to insert a new view. Select a type of graph.
• Insert a Pivot Table.

Session 3: Electronic Inventory, Usage and Acquisitions

• Create a report in the E-Inventory subject area
• View the list of portfolios in ABC-CLIO eBooks electronic collection

Session 3: Electronic Inventory, Usage and Acquisitions

• Create a report in the E-Inventory subject area
• View the list of portfolios in ABC-CLIO eBooks electronic collection

Session 3: Electronic Inventory, Usage and Acquisitions

• Create a report in the E-Inventory subject area
• View the list of portfolios in ABC-CLIO eBooks electronic collection

Session 3: Tips & Tricks

• Create a report in the E-Inventory subject area
• View the Total No. of Available Portfolio (a measure column) at the end of the table.

Session 3: Tips & Tricks

• Create a report in the E-Inventory subject area
• View the Total No. of Available Portfolio (a measure column) at the end of the table.

Session 3: Electronic Inventory, Usage and Acquisitions

• Usage Data (COUNTER)
• Data comes from usage reports that are harvested using the SUSHI API or manually uploaded under the Usage Data tab of a vendor record. The reports come from the vendors.

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Session 3: Electronic Inventory, Usage and Acquisitions

• Create a report in the Usage Data (COUNTER) subject area
• To view usage in COUNTER 5 journal reports (TR_J1) for the vendor Readex in 2024 by month.

Session 3: Electronic Inventory, Usage and Acquisitions

• Create a report in the Usage Data (COUNTER) subject area
• To view usage in COUNTER 5 journal reports (TR_J1) for the vendor Readex in 2024 by month.

Session 3: Electronic Inventory, Usage and Acquisitions

• Electronic Cost Usage Dashboard (Cost per use)
• Alma Analytics – Overview of determining the price for cost per use
• Determining the price for cost per use for a portfolio which is part of a collection which has a POL of type Continuous
• Determining the price for cost per use for a portfolio which is part of a collection which has a POL of type One Time
• Determining the price for cost per use for a portfolio which has its own POL of type Continuous
• Determining the price for cost per use for a portfolio which has its own POL of type One Time
• How the cost per use is calculated when the COUNTER platform field is filled in
• 2019-08-13 - The COUNTER Platform and Alma Analytics Cost Per Use – Recent Developments - The COUNTER Platform field for Cost Usage - PPT
• Cost Usage information is updated in Analytics once a month.

Session 3: Electronic Inventory, Usage and Acquisitions

• Create a report in the Fund Expenditures subject area
• Fiscal Period Description

Session 3: Electronic Inventory, Usage and Acquisitions

• Create a report in the Fund Expenditures subject area
• 1st Reporting Code

Session 3: Tips & Tricks

• Sort by 2 columns

Session 4: Creating and Managing Dashboards in Analytics

• A dashboard “brings together several reports into one common viewing area.”

• To share your dashboards, place them in your institution’s Dashboards folder. Create an analytics object for the dashboard or ask an Analytics Administrator.

Session 4: Tips & Tricks

• Store reports and prompts for the dashboard under the dashboard itself

Session 4: Tips & Tricks

• Store reports and prompts for the dashboard under the dashboard itself

Session 4: Tips & Tricks

• Store reports and prompts for the dashboard under the dashboard itself
• Archive & unarchive to share your dashboard with other institutions or to backup your dashboard & all reports for the dashboard.

Session 4: Creating and Managing Dashboards in Analytics

• Resources from Oracle Learning on creating analyses (reports) and dashboards on Oracle Analytics Server (Alma Analytics platform)
• Create Analyses (oracle.com)
• Build Dashboards (oracle.com)
• Training videos from Oracle Learning on Oracle Analytics Server
• Get Started with Analyses and Dashboards in Oracle Analytics (youtube.com)
• Create Your First Analysis in Oracle Analytics (youtube.com)
• Create Your First Dashboard in Oracle Analytics (youtube.com)
• Do More with Analyses in Oracle Analytics (youtube.com)
• Create Groups in Oracle Analytics (youtube.com)
• Make Analyses Interactive in Oracle Analytics (youtube.com)