Acquisitions datasets: everything you need to know

With an acquisitions dataset, you can record either individual transactions or just your aggregate monthly acquisitions. These datasets are designed to import acquisitions data that you've exported from your ILS, so the type of recording option you choose should correspond to the type of data you are exporting.

Your data can be analyzed with the following reports:

  • Monthly or yearly overview of your total acquisitions
  • Breakdown of acquisitions by group (i.e. your dataset's single-select fields)
  • Cross-tab relationship between single-select fields
  • Distribution of acquisitions by call number classification
  • Review of annual trends in total acquisitions, as well as acquisitions by group and call number classification
  • 100 most popular titles, based upon number of copies acquired

Example of an acquisitions report

In this Springboard, you'll learn how to create and configure an Acquisitions dataset, as well as record, upload, and analyze data.


Create an Acquisitions dataset

Acquisitions datasets are available only to LibInsight Full customers. To create a new dataset, Admin users can go to Admin > Manage Datasets and click the Add New Dataset button.

If you're using LibInsight Lite and are interested in upgrading to the Full version of LibInsight, contact our Springy Sales team.

Navigating the the Manage Datasets page and adding a new dataset

Before you begin, you may find it helpful to do a little planning. This can make the process of creating your dataset go more quickly.

  • Who should have access to the dataset? By default, only Admin users are allowed to manage, record data to, and analyze a dataset. However, you can choose to extended each of those permissions to selected Regular users, or all Regular users in your system. For example, if you only want a few people to add data to your dataset, you would extend them Record permissions. But, if you want everyone in your library to be able to view and analyze (but not edit) the data, you could choose to give Analyze permissions to all Regular users.
  • Do you want to record individual transactions or monthly aggregate data? There are two recording modes you can choose from, depending upon how you will be : 
    • Choose Individual Transactions if the data you will be importing contains each individual item acquired (i.e. you are importing a list of acquired item records).
    • Choose Aggregate Count if the data you will be importing contains monthly totals of acquisitions (i.e. you are importing the total number of acquired items by month by location, type, etc.).
  • What data do you want to collect? It can help to sketch out a list of all of the data you want to collect and analyze. Once you have a list, consider what type of field is best suited for that data. See the Available field types panel below to learn more about each type.
    • If you chose the Individual Transactions recording mode, you must have at least one Unique Item ID field (to differentiate the individual items acquired) and one DateTime field (to record each item's acquisition date). However, you can also record additional information about each item, such as the title, call number, location, etc. See the Available field types panel below for info on the types of fields you can add.
    • If you chose the Aggregate Count recording mode, you must have at least one Number of transactions field (to record the total number of items acquired) and one DateTime field (to record the month and year of each record). If you'd like to record just one overall total per month, than you may only need one field recording the number of transactions. However, you could also have multiple fields to record acquisitions by location, collection, item type, and so on.
    • Regardless of which option you choose, take into consideration the layout of the data exported from your ILS. You'll want to make sure that you have corresponding fields in your dataset, using field types appropriate for the data (i.e. a Location field may be best for a single-select field, while a Title field would work best in a single-line text field). When possible, try to name each field in your dataset to match the name of a field/column in the data files you plan to upload.
Field type Ideal use Analysis features
System: Entered By (Firstname Lastname or Lastname, Firstname) If you are recording individual transactions, choose this if you have a field indicating who recorded a transaction. This will be included when viewing item information in various title-level reports.
Unique Item ID If you are recording individual transactions, then this needs to be assigned to a field containing each item's unique ID number. This field type is required in order to upload individual transactions. This is used to differentiate unique items in your uploaded data, allowing you to analyze the number of copies added for each over time.
Number of Transactions If you are recording aggregate counts, this field type is used to record a total number of acquired items. You must have at least one of these fields, but you can add more depending upon how you want to record your totals (i.e. by location, collection, type, etc.). This is used to analyze the distribution of acquisition counts over time, by month or year depending upon the type of report.
Call Number Class If you are recording individual transactions and your import files contain the call number class (not the full number -- just the broad class), you can assign this type to the field. This will allow you to take advantage of the call number analysis report. Include the LC, Dewey, or other call number class here in this field to analyze the total number of items acquired in each one.
Text Choose Text Fields to capture text-based information, such as title, author, publisher, etc. This allows you to display item information in various title-level reports.
Numeric Choose Numeric Fields to capture numerical info (integers only). If you are recording aggregate counts, use the Number of Transactions field if you want to record and analyze the number of acquisitions for a given month.  This allows you to display numeric information in various title-level reports, such as the number of pages in an item.
Monetary Use this field when entering amount values like money or cost. It accepts whole amounts and up to 2 decimal points. Amounts will be displayed using the Currency Symbol from your System Settings. This allows you to display monetary information in various title-level reports, such as the price or replacement cost of an item.
Select Select is best when selecting a single value from many. Can be formatted as a drop-down menu, list or radio buttons. To be able to select multiple values, use Multi Option Select instead. This allows you to analyze total acquisitions by group, as well as compare groups using the cross tab report. For example, if you have a Collection select field, you could use the Groups report to breakdown the total number of acquisitions for each of your collections. If you also have a Fund Code select field, you could use the Cross Tab to analyze the number of acquisitions by location and fund code.
DateTime

Each dataset must have one DateTime field. If you are recording individual transactions, this will record the time stamp for each one. If you are are recording aggregate counts, this will be used to record the month & year of each record.

This is necessary to analyze your data over time.

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Upload data to an Acquisitions dataset

Whether you're recording individual transactions or aggregate counts, data can only be recorded by uploading a CSV of Excel file. Before uploading your data:

  • Check your Excel or CSV against the Fields List on the Record Data page to ensure that the columns match exactly with the listed fields. Otherwise, your upload will fail.
  • Choose the date format that corresponds with the format used in the data you're importing. Your data will not import if the date formats do not match.

LibInsight will keep track of each uploaded file in the dataset's Uploads List. From there, you can download a local copy of the file, or delete the file (and its data) from your dataset.

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Analyze an Acquisitions dataset

When analyzing an Acquisitions dataset, you'll find the following reports:

  • Overview: provides you with a monthly or yearly look at your data between the date range you specified. This is a great way to analyze the volume of acquisitions over time. It will also provide you with a distribution of your acquisitions by day of the week and by hour of the day.
  • Groups: allows you to see the distribution of responses by group (aka your dataset's Select fields). For each field, you can see the total number of acquisitions for each value, along with the percentage of total acquisitions those values represent. For example, if you have a Select field for Location, this would give you a breakdown of your acquisitions by location.
  • Cross Tab: allows you to see the relationship between two groups (aka Select fields). For example, if you have a Fund Code field and a Location field, you could see how many items were added by fund code for each location.
  • Classifications: if your dataset contains a Call Number Class field, this report allows you to see the distribution of acquisitions by call number classification. For each class, you can see the total number of acquisitions for each value, along with the percentage of total acquisitions those values represent.
  • Trends: allows you to compare the current year to previous years so you can analyze trends in your acquisitions. This will not only help you visualize these trends, but you will also be able to see details such as year-over-year changes and a comparison of the current year to the first year included in your report. You can run a trend analysis on any segment of time less than or equal to 12 months.
  • Popular: if you are recording individual transactions, this report ranks the 100 most popular titles, based on the total number of copies acquired. The report will include the detailed info for each title. Clicking on the unique ID for the item will display the distribution of those transactions by month, day of the week, and hour of the day.
  • Show Recs: allows you to view a detailed list of all records included in your analysis.

In addition, LibInsight includes other tools to help you analyze, visualize, and share your data with others:

  • Dashboards: dashboards allow you to display charts of key data points from one or more datasets on a single page. Dashboard pages can be public or private, allowing you to create and share dashboards internally with staff or with the public.
  • Cross-Dataset Analysis: allows you to compare up to 4 variables from across one or more datasets. This can provide some really useful insight for seeing trends across services or resources over time.

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