NIA ELLIS INFORMATION SERVICES, ABERYSTWYTH UNIVERSITY [email protected] Business Analytics and Planning: Digitisation Benchmarking Project.

NIA ELLISINFORMATION SERVICES,

ABERYSTWYTH UNIVERSITYnr [email protected] .uk

Business Analytics and Planning:Digitisation Benchmarking

Project

Why take part?

Low numbers taking up digitisationCharging for digitisation seen as barrierLong turnaround times raised issues

regarding capacity for increasing digitisationPotential for increasing student satisfaction

with access to materials on reading lists

What do our customers want?

more of the books that lecturers advise us to readCore texts!

Essential course booksE-texts and

online resources.

More copies of department required reading

Digitisation request received.

Request sent to BL

Request sent to Media and Sales

Lending receives BL invoice and lists digitisation work by dept.

Lending passes information to Mat Acq

Mat Acq creates dummy invoice for departments

Mat Acq pays BL by transfersring money out of dept fund to overall

surplus

Check whether payment directly from dept

No

Yes

M&S produce job sheet, inc £10 admin charge

Job sheet sent to Mat Acq through email

Mat Acq transfers money out of dept fund to overall

surplus

Check whether payment directly from dept

No

Mat Acq invoices department

Yes

Dept pays and money goes to general book fund

BL send link to CLAstaff which is

sent to M&S

M&S adds copyright notice and charges £10

Digitisation Benchmarking Project

2012-2013http://wrap.warwick.ac.uk/58472/

Digitisation benchmarking project: initial project outline

Identify recording methods used by each institution and establish a suitable method to adopt for benchmarking purposes.

Calculate the volume of digitised texts for each institution and identify peaks in service.

Record digitisation activity and process from request receipt to delivery to establish turnaround times at given dates throughout the academic year. This will enable institutions to position themselves in relation to comparator libraries.

Compare and share information based on turnaround times to ensure a customer-focused service.

Data recording spreadsheet

Institution number

Number of Requests Received

Number of Fulfilled Requests

Number of Unfulfilled Requests

Number of Renewal Requests

Number of New Requests

Turnaround time

September January May July0

1

2

3

4

5

6

7

8

9

Fulfilled requests - Aberystwyth

Aberystwyth

Sample weeks

Fulfi

lled r

equest

s

September January May July0

2

4

6

8

10

12

14

Average Turnaround Times (days)

Sample weeks

Days

September January May July0

5

10

15

20

25

30

35

40

45

Average Turnaround Times (days) - Aberystwyth

Sample weeks

Days

September January May July0

5

10

15

20

25

30

35

40

45

Average turnaround times (days)

AberystwythBenchmarking group

Sample weeks

Days

Project impacts

Improvement in processesUpskilling new staff to deal with peaksEmploying temporary staff to deal with

backlogBringing scanning in-houseInvesting in new scanning equipmentResearching new software solutionsInform SLAsCreated community of digitisation service

professionals

Number of items digitised at AU

2010-2011 2011-2012 2012-2013 2013-20140

50

100

150

200

250

300

350

400

Items digitised by year

Next?

Work with Reading List management system for possible pro-active scanning

Continue to implement Packtracker and investigate reporting facility

SLAs and KPIsIncrease number of digitised texts

Conclusion

Achieved project objectives Identify suitable recording methods Record digitisation activity across academic year Establish turnaround time as a comparator

benchmarkAchieved our objectives

Provided us with information and data to write business cases for staff/resources

Improved our capacity to deal with current and future workload

Provided us with benchmarks

Acknowledgements

Thanks to:12 other institutions who took part and

shared data and experienceWarwick University for supporting the projectSharon Tuersley for leading and coordinating

and writing the final report (as well as quarterly reports)

All involved in digitisation at Aber for their patience and hard work.