Telling Your Interlibrary Loan Story With Numbers

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Telling Your Interlibrary Loan Story With Numbers

• Presented by Jeanne Goodrich
• First Annual Northwest Resource Sharing and
  Interlibrary Loan Conference
• Portland, Oregon
• September 19 20, 2002

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Best Performers

• Make intensive use of technology
• Routinely question every step in their processes
  and regularly make improvements and adjustments
• Points made by Shirley Baker in her Foreword to
  Measuring the Performance of Interlibrary Loan
  Operations

• Value service more than control
• Are willing to risk occassional errors for faster
  or better service
• Have library directors who are intensely
  interested in and enthusiastically supportive of
  staff efforts

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What the presentation will cover
Cheryl Gould Data Gathering seems like it should
be Why Do it?, th what do you want to know, then
How to Gather.

• Data Collection Why do it? What do you want to
  know?
• Data Analysis What does your data tell you?
• Data Presentation How can you tell your story
  most effectively?

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What are we talking about?
Cheryl Gould Can this be simplified? take off
intelligence, take off one under statistics.
Probably need to give 2 or 3 examples of
real-world what statistics you might collect and
why. Would be good to ask them this question so
you get a sense of what they know and they hear
each other.

• Data
• factual information
• organized for analysis
• Information
• a collection of facts or data
• knowledge derived from study
• Statistics
• numerical data
• the mathematics of the collection, organization
  and interpretation of numerical data

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Why Collect Data?
Cheryl Gould Maybe animate this slide so the
points come in one at a time and for each item,
you should give a real-life example

• Measure progress towards accomplishing goals and
  objectives
• Document the value of services
• Make resource allocation decisions
• Meet data collection requirements of
• a grant project
• state library/association/federal government

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Dont Collect Any More Data Than You Need for
a Specific Purpose!

• Too little isnt helpful
• Too much can be overwhelming
• The wrong data is misleading

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What you need to know and why you need to know it
are intertwined.
Cheryl Gould This seems like it should come
after the next slide. Also should this theme of
what and why be brought in throughout the
presentation?
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When collecting dataConsider your audience
Cheryl Gould I think the title is really aching
for 2 different slides cause these seem like big
issues.

• Everyone makes decisions, not just the boss
• Yourself
• Other staff members
• Other managers

• Why are you presenting data to them?
• What are you trying to get them to do?
• How do you tell your story most effectively?

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Two Kinds of Data
Cheryl Gould It seems like this issue of 2 kinds
of data should show up in future slides but I
dont see it referred back to.

• Quantitative
• numeric
• measures how much of something there is and how
  often something happens.
• Qualitative
• comes from observations or interviews
• results in patterns or generalizations about why
  something occurs.

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Interlibrary Loan Examples

• Direct Costs
• Fill Rate
• Turnaround time
• User Satisfaction
• Number of borrows and lends requested

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Where do you get data?

• Existing statistics
• Published reports, demographic information
• Compilations of comparable data
• Number-gathering

• Interviewing
• Observation
• Self-reporting
• Expert Opinion

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Do Something With the Data
Cheryl Gould Can you combine the title with the
first line? After you collect or Do
something with the data

• Allocate resources staff, materials,
  facilities, technology
• Benchmark compare, internally or externally
• Public relations best, value for dollars
  spent, sheer volume
• Analyze use patterns, trends, workload

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Cheryl Gould Id take off the last point and
just say it. Again, to bring this stuff alive,
youll need examples.

• Evaluation services, projects, grants
• Process improvement CQI tools require data
  gathering and analysis
• Staff development competencies, training

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Data Analysis Techniques
Cheryl Gould This section according to the
agenda deals with Comparing, Benchmarking,
analysis techniques, aggregation - probably need
to add slides to be sure these topics are covered
in same order as on agenda.

• Comparing
• Using Averages
• Correlation Analysis
• Percentages
• Aggregation/Disaggregation

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Internal Comparison
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Requests up! Trends tell a story.
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Comparative Data/Benchmarking
Cheryl Gould On the agenda is something about
output and accomplishment measures but I dont
see that in the PPT. This stuff on comparing and
benchmarking is supposed to be with Data Analysis

• State Statistical reports
• Public Library Data Service
• PLA publishes yearly
• Library Peer Comparison Tool (public, academic,
  school, state, etc.)
• National Center for Education Statistics
• www.nces.ed.gov/surveys/libraries/
• Bibliostat Connect/WebConnect
• State, federal and PLDS statistics

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Understand averages

• Mean sum of all values divided by number of
  values
• Median the value in the middle of the data
  series
• Mode the value in the data series occurring most
  often

• Library Budget
• A 527,000
• B 478,000
• C 504,000
• D 72,000
• E 495,000
• MEAN 415,200
• MEDIAN 495,000

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Percentile/Interquartile Ranges
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Percentages tell a story

• Percentages show the relative size of two or more
  numbers.
• Percentages can be computed to show changes over
  time and between comparative values

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Visual Thinking a new language is emerging
Cheryl Gould Should this slide be titled Visual
thinking as on agenda?

• Visual language integration of words, images,
  and shapes
• Our children and students have been wired since
  birth
• Visual literacy is an essential skill

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Effective Data Presentation
Cheryl Gould This doesnt seem like its
actually about telling how to present the data

• Know purpose or objective
• Know your audience
• Focus on quality, relevance, and integrity of
  your content
• The best way to improve your presentation is to
  get better content.
• Edward Tufte

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Select and Organize Your Data
Cheryl Gould Maybe title this Options for
presenting data

• Historical or time trends, use percentages to
  help reader draw conclusions
• Priority most important first
• Narrative Logic arrange data to tell a story.
  Draw audience along so they reach the conclusion
  you desire.

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Presentation Options

• Narrative description
• Tables
• Graphs and Charts
• Maps
• Spreadsheets

• CQI diagrams
• Project Management diagrams
• Organization Charts
• Mindmaps

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Dont get too cute
Percentage of Oregon 11th graders who had smoked
marijuana in the past 30 days.
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Maps and GIS data
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CQI Diagrams
Fishbone Diagram
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Project Management Diagrams
Gantt Chart
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Mindmaps
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Contact Information

• If you have questions, you can contact me at
• Jeanne Goodrich Consulting
• Jeanne Goodrich
• goodrich_at_teleport.com
• 503-335-8161