1. Data Warehousing and Mining
Data from Library and University
Systems for Assessment of Library
Operations
ENUG Conference
Cheng Library, William Paterson University,
Wayne, New Jersey,
Thursday, October 21, 2010
Ray Schwartz,
Systems Specialist Librarian
Cheng Library, William Paterson University,
Wayne, New Jersey, USA
schwartzr2 @ wpunj.edu

2. Outline
• What is Data Mining and Data
Warehousing and Why Do We Do It?
• Our Library and University
• Patron Statistical Categories
• Application Server
• Reporting
2

3. Collecting Transactional Data
• ILSs collect transactional data for circulation
and allocation of collection funds.
• ILL and Document Delivery services supply
general transactional data.
• Reports from vendor services
– Bibliographic utilities
– Subscription agents
– Book jobbers
3

4. Collecting Transactional Data
cont.
• Most ILSs have search and web server logs
• Most (if not all) Databases have usage reports
• Link Resolver logs
• Proxy Server logs
• Many other ways of collecting transactional
data.
– Gate counts
– Reference transaction counts
– Reshelving counts
4

5. What would we like to see?
• Breakdowns by department and majors.
• Combined usage by department/majors
of more than one library service.
5

6. What is Data Mining and Data
Warehousing
• Extracting data from legacy systems and other
resources;
• cleaning, scrubbing and preparing data for decision
support;
• maintaining data in appropriate data stores;
• accessing and analysing data using a variety of end
user tools;
• and mining data for significant relationships.
• Chaffey, D., Mayer, R., Johnston, K., & Ellis-Chadwick, F. (2002). Internet Marketing:
Strategy, Implementation and Practice (2nd ed.). Financial Times/ Prentice Hall.
6

7. • The primary purpose of these efforts is
to provide easy access to specifically
prepared data that can be used with
decision support applications such as
management reports, queries, decision
support systems, executive information
systems and data mining.
• Chaffey, D., Mayer, R., Johnston, K., & Ellis-Chadwick, F. (2002). Internet Marketing:
Strategy, Implementation and Practice (2nd ed.). Financial Times/ Prentice Hall.
7

8. Our University
• 9000 undergraduates
• 1000 graduates (mostly education majors)
• 400 faculty
• 800 adjuncts
• 1000 staff
8

9. Our Library
• 19 librarians and 26 library staff
• 350,000 volumes
• 18,000 audiovisual items
• 47,000 print and electronic periodicals
• 124 general and subject specific databases
• $1,100,000 Non-Salary Allocations
9

10. Our Transactions
• 600,000 Database Searches
• 413,000 Gate Counts
• 40,000 Library Materials Circulation
• 34,000 Equipment Circulation
• 19,000 Reference Queries
• 3,000 Interlibrary Loans
• 5,000 Documents Delivered
10

11. Our Systems
• Voyager ILS
• Clio ILL Software
• EZProxy Server
• Banner – University ERP
• University Networked Drive K:
• University Email Server
• University Web Server
11

12. Vendor Services
• Serials Solutions
• A to Z list
• MARC Record Service
• Link Resolver
• OCLC – Bibliographic Utility
• Worldcat Collection Analysis
• Coutts (was Blackwell) – Book Jobber
• Ebsco – Subscription Agent
• Marcive – Authority Control
• Database Vendors 12

13. Email Reports from the ILS
13

14. Voyager Overdue and Fine
Notices - Daily
14

15. Quarterly Extract for Serials
Solutions AtoZ Service
15

16. Which categories of patrons
are
accessing which services?
16

17. First Step – Patron Statistical
Categories
17

18. • Voyager Patron Database allows a maximum
of 10 statistical categories per patron record.
• Decide which statistical categories are needed
for each patron group defined.
• Work with your University Information Systems
Department to extract the relevant data from
the relevant sources.
18

19. Groups and Services
• Major • Circulation
• Status – Books
– Media
– Undergrad or Grad
– Reserve
– Faculty, Adjunct Faculty or
– By Fund Code
Staff
– Location
• Department
• ILL / Document Delivery
• College • Databases
• Degree • Library Web Pages
• No. of Credits – Subject Area Resource Guides
– Reference Requests
• Year of Study
• Catalog
• Campus Location • Other Vendor Services
– Serials Solutions
19

20. History Department - 12 months - Feb. 2008
%
BORROW CIRC/ CIRC/
PATRON STATUS BOOK CIRC MEDIA CIRC EQUIP CIRC TOTAL CIRC MEMBERS BORROWERS ING MEMBER BORROWER
UNDERGRADUATE
STUDENTS 2,715 250 698 3,663 238 186 78% 15.39 19.69
GRADUATE
STUDENTS 419 13 76 508 14 13 93% 36.29 39.08
ADJUNCT FACULTY 100 65 20 185 32 20 63% 5.78 9.25
FULL-TIME FACULTY 159 115 194 468 24 23 96% 19.50 20.35
HISTORY TOTALS 3,393 443 988 4,824 308 242 79% 15.66 19.93
LIBRARY TOTALS 23,370 8,713 20,703 52,756 7,418 4,981 67% 7.11 10.59
DEFINITIONS:
BOOK CIRCULATION = books, book disks, maps, oversize, Curriculum materials, reserve books, NJ History, Leisure Lounge
MEDIA CIRCULATION = audio & video materials, including media reserves
EQUIPMENT CIRCULATION = camcorders, overhead & data projectors, laptops, easels, DVD players, etc.
MEMBER = declared major or department member
BORROWER = any member who borrowed materials
Library Total = declared undergrad & grad majors, adjuncts & full time faculty borrowers
20

21. Communications Majors FY08/09
Communications
Statistical Categories // Item Type / Location / Call No Type / Call No Majors Freshman Sophomore Junior Senior
M- DVD / Media Services / Other / DVD 194 17 31 52 94
M- VideoCass / Media Services / Other / VC 228 11 40 67 110
T- Book / 2nd Floor - Circulating / Library of Congress / B 34 9 8 11 6
T- Book / 2nd Floor - Circulating / Library of Congress / BD 3 1 2
T- Book / 2nd Floor - Circulating / Library of Congress / BF 30 5 5 12 8
...
2nd Floor Circulating 1531 222 310 403 596
T- Juvenile / CMC / 125 14 26 20 35
T- NJDoc / Askew Documents Room / Other / 1 1
New Jersey History 10 0 2 7 1
T- ReserveBk / Reserves Desk / 189 13 46 68 62
T- SpecColl / Special Collection / Library of Congress / LC 3 3
T- Book-McNaughton / Leisure Lounge / Library of Congress / F 2 1 1
T- Book-McNaughton / Leisure Lounge / Library of Congress / HF 1 1
T- Book-McNaughton / Leisure Lounge / Library of Congress / HS 2 2
T- Book-McNaughton / Leisure Lounge / Library of Congress / HV 5 1 2 2
T- Book-McNaughton / Leisure Lounge / Library of Congress / ML 1 1
T- Book-McNaughton / Leisure Lounge / Library of Congress / PN 3 3
T- Book-McNaughton / Leisure Lounge / Library of Congress / PS 29 4 10 15
T- Book-McNaughton / Leisure Lounge / Library of Congress / RC 2 1 1
T- Book-McNaughton / Leisure Lounge / Library of Congress / TL 1 1
Leisure Lounge 49 9 1 19 20
21

22. Challenges with combining
data from various services
• Little to no linkage of data
• Multiple user IDs for authentication
22

23. Second Step – Setup an Application
Server
23

24. What is an Application Server?
• A machine or its software that works in
conjunction with a web server to deliver
application services such as the dynamic
creation of a webpage from content stored in a
database. From http://www.webtools.ca.gov/help/Glossary.asp
• Web Server Software (Apache or IIS)
• Database Management System – DBMS (MySQL,
Oracle, MS SQL Server)
• Scripting Language (Perl, PHP, ColdFusion, ASP)
24

25. Why an Application Server?
• Relevant data in logfiles need to be in
a database to be analyze.
• Need your own DBMS to create new
tables and queries.
25

26. • Decide how you will use the Application
Server.
• Decide on the best and most plausible
configuration.
26

27. Authentication of ILL and other forms are
routed through the EZProxy server
27

28. Daily and Weekly Email
Reports from the Application
Server
Circ Fines Audit Daily Report - Daily at 6:05 AM.
Dupe Patron Record Report - Daily at 5:56 AM.
Hobart Media Services Equipment Pickup Summary - Daily at 6:58 AM.
Media Service Scheduling Rooms Report - Daily at 6:02 AM.
Media Services Equipment Pickup Summary - Daily at 7:00 AM.
Received Title Alert - Daily at 6:59 AM.
Reserves Overdues - Daily at 5:59 AM.
Scheduled LIS Tasks - Daily at 6:00 AM.
ILL Borrowing Overdues Report - Weekly at 5:59 AM.
ILL Lending Reports - Weekly at 6:15 AM.
28

29. Monthly Email Reports from
the Application Server
Circ Fines Audit - Monthly at 6:10 AM.
Circulation by Location and Item Type - Monthly at 6:21 AM.
Circulation Lost and Paid - Monthly at 6:25 AM.
Circulation Online Renewal Count - Monthly at 6:30 AM.
Media Circulation - Monthly at 6:35 AM.
Reserve Circulation - Monthly at 6:40 AM.
29

30. 30

31. On Demand Reports
31

32. Lending Services Reports
Lists of patrons with fines between $10 and $19.99
• Student and Alumni fines list - Sorted by either Name, Amount or Notice Date.
• PALS and Courtesy Patron fines list - Sorted by Name.
• All other Patron fines list - Sorted by Name.
Lists of patrons with fines over $19.99
• Student and Alumni fines list - Sorted by either Name, IID, Amount, Notice Date or
Notes.
• PALS and Courtesy Patron fines list - Sorted by Name.
• VALE Patron fines list - Sorted by Name.
• All other Patron fines list - Sorted by Name.
Lists of patrons with overdues older than 30 days
• Student and Alumni overdues list - Sorted by either Name, IID or Notes.
• PALS and Courtesy Patron overdues list - Sorted by Name.
• All other Patron overdues list except VALE - Sorted by Name.
32

33. Lending Services Reports, cont.
Lists of VALE patrons with overdues older than 6 months
• VALE patron overdues list - Sorted by Name.
Miscellaneous Reports
• Patrons with the word "Collection Agency" or "CA" in their notes.
• Patrons with the word "FINE" in one of their notes.
• Patrons with the word "SOILS" in their notes.
• Patrons with the word "FALL07 SOILS" in their notes.
• Patrons with the word "HOLD" in their notes.
• Combined list of HOLD, FINE, and CA.
Circulation Reports by Item Type from 2003 to the present
• All Staff.
• All Colleges
• Undergraduates by Major.
• Graduates by Major
• Patrons that have reached a total fine balance of $10 or more after 31-Dec-2009
and 30-Nov-2009 33

34. One of Our Projects
• Mining EZProxy logfiles and linking to patron
statistical categories from the Voyager Patron
Database
– What majors and departments are accessing
which database services?
– What majors and departments are accessing
the ILL services?
34

35. ILL request form authentications by major
Article Book
Count Major Count Major
62 M- Psychology 90 M- History
60 M- Sociology 28 M- Non-Degree
42 M- Applied Clinical Psych 25 M- Pub Pol & Intl Affairs
35 M- Education 20 M- Spanish
31 M- History 18 M- English
30 M- Spanish 16 M- Undecided
29 M- Nursing 14 M- Art
M- Communication 14 M- Education
19 Disorders 11 M- Sociology
19 M- Communication 10 M- Biology
14 M- Biotechnology 9 M- Music
14 M- Counseling 9 M- Special Programs
14 M- English 8 M- Psychology
12 M- Non-Degree 7 M- Biotechnology
10 M- Community/Sch Health 7 M- Political Science
7 M- Biology 6 M- Anthropology
7 M- Political Science 6 M- Music - Jazz Studies
6 M- Undecided 4 M- Business
5 M- Comm Media Studies 4 M- Communication
5 M- Reading 4 M- Nursing
4 M- Business
35

36. Which Databases are
accessed by Majors and
Departments?
36

37. By Major and Host
Major Count Host
M- Nursing 3377 ebscohost.com
M- Non-Degree 3010 ebscohost.com
M- Psychology 2303 ebscohost.com
M- Counseling 1487 ebscohost.com
M- Communication 1359 ebscohost.com
M- Education 1267 ebscohost.com
M- Business 1246 proquest.umi.com
M- Sociology 1152 ebscohost.com
M- Business 1145 lexis-nexis.com
M- Undecided 1100 ebscohost.com
M- Applied Clinical Psych 1075 ebscohost.com
M- English 1034 ebscohost.com
M- Sociology 916 csa.com
M- Business 794 ebscohost.com
M- Accounting 738 lexis-nexis.com
M- Reading 683 ebscohost.com
M- Physical Education 653 ebscohost.com
M- Special Programs 600 ebscohost.com
M- Non-Degree 463 ereserve.wpunj.edu
37

38. By Dept and Host
Department Count Host
S- Information Systems 933 webscript.exe?fs.scr
S- Psychology Dept. 742 ebscohost.com
S- Accounting and Law 559 lexis-nexis.com
S- Political Sci Dept. 308 lexis-nexis.com
S- Nursing Dept. 204 ebscohost.com
S- Market & Mgt. Dept. 175 proquest.umi.com
S- Library 167 ebscohost.com
S- Sociology Dept. 151 ebscohost.com
S- Sociology Dept. 134 csa.com
S- History Dept. 121 serials.abc-clio.com
S- Exercise & Mov Sci 110 ebscohost.com
S- Political Sci Dept. 104 ebscohost.com
S- Library 103 ILL_article.cfm
S- Library 100 webscript.exe?fs.scr
S- History Dept. 94 webscript.exe?fs.scr
38

39. By Dept and Service
Department Count Service
S- Information Systems 933 http://www.wpunj.edu/scripts/webscript.exe?fs.scr
S- Accounting and Law 549 http://www.lexis-nexis.com/universe
S- Psychology Dept. 364 http://search.ebscohost.com/login.aspx?authtype=ip,uid&profile=psych
S- Nursing Dept. 114 http://search.ebscohost.com/login.aspx?authtype=ip,uid&profile=c8h
S- Sociology Dept. 96 http://www.csa.com/htbin/dbrng.cgi?&db=socioabs-set-c&adv=1
S- Sociology Dept. 75 http://search.ebscohost.com/login.asp?profile=asp
http://webspirs4.silverplatter.com:8900/c119646?
S- Philosophy Dept. 74 sp.form.first.p=srchmain.htm&sp.dbid.p=S(PHIL
S- Library 65 http://search.ebscohost.com/login.aspx?authtype=ip,uid&profile=asp
S- Anthropology Dept. 62 http://www.sciencedirect.com/
S- History Dept. 61 http://serials.abc-clio.com/active/start?_appname=serials&initialdb=AHL
S- Psychology Dept. 61 http://search.ebscohost.com/login.asp?profile=psyart
S- History Dept. 58 http://serials.abc-clio.com/active/start?_appname=serials&initialdb=HA
S- Psychology Dept. 54 http://search.ebscohost.com/login.asp?profile=psych
S- Psychology Dept. 42 http://search.ebscohost.com/login.aspx?authtype=ip,uid&profile=psyart
S- English Dept. 42 http://search.ebscohost.com/login.aspx?authtype=ip,uid&profile=mzh
39

40. IP Address Location =
149.151.VlanID.*
Admin VLANs Labs VLANs
Vlan ID Vlan Name Vlan ID Vlan Name
2 Servers 3 Lab Servers
4 Admin 9 Imaging
5 Science 160 Lib Labs
6 Test Servers 174 STU VPN
7 NAS 175 Ben Shahn Lab
101 Energy Management 178 Hobart Lab
102 Diebold 179 SCI Lab
104 Xerox 187 CS Lab
150 Media Services 192 Atrium
161 Dorms Offices 209 Labs
162 RBI 212 Resnet Labs
163 Police 214 Raub Labs
164 Maintenance 228 VR Labs
40

41. FY08/09 On Campus Hits to
Databases by Class C IP Address
41

42. Patron Privacy and Standards
42

43. Using Voyager as the model
for Patron Privacy
43

44. • Active Circ transactions are stored in a
table with patron ID and statistical
categories.
• Completed Circ transactions are stored
in a table without the patron ID, but still
with the patron statistical categories.
• The Patron Table contains the total
counts of transactions for each
patron, but no link to which transactions
they are.
44

45. • EZProxy transactions would be stored in
one table with patron statistical
categories, but without the user
ID.
• User ID s would be stored in another
table with counts for each service divided
by academic
year.
• Logs are collected monthly and loaded
and deleted monthly.
45

46. Example of EZProxy log entry
• Ip address nj.dhcp.embarqhsd.net
• (Not used) -
• user id theuser
• date/time 1/1/2008 4:25:15 AM
• Method GET
• page http://ezproxy.wpunj.edu:2048/connect?session=sGHMbeSss121YxZ
a&url=http://www.wpunj.edu/scripts/webscript.exe?fs.scr
retrieved
HTTP/1.1
• Version
302
• response
code
• no. of bytes 537
• Referring http://ezproxy.wpunj.edu:2048/login?url=http://www.wpunj.edu/scripts/
URL webscript.exe?fs.scr
Mozilla/4.0 (compatible; MSIE 6.0; Windows NT 5.1; .NET CLR
• User agent 1.1.4322)
46

47. Perl Script for loading ezproxy
log into MySQL
use strict;
my
%month=(Jan=>'01',Feb=>'02',Mar=>'03',Apr=>'04',May=>'05',Jun=>'06',Jul=>'07',
Aug=>'08',Sep=>'09',Oct=>'10',Nov=>'11',Dec=>'12');
while (<>){
my $pattern =
'^(S*) (S*) (S*) (S*) '.
'[(..)/(...)/(....):(..):(..):(..) .....]'.
' "(S*) (S*) (S*)" '.
'(d*) (-|d*) "([^"]*)" "([^"]*)"';
if (m/$pattern/){
my ($tgt,$ref,$agt) = (esc($12),esc($16),esc($17));
my $byt = $15 eq '_'?'NULL':$15;
print "INSERT INTO ezproxylogs VALUES ('$1','$2','$3',".
" TIMESTAMP '$7/$month{$6}/$5 $8:$9:$10','$11','$tgt',".
"'$13',$14,$byt,'$ref','$agt');r.";
}else{
print "--Skipped line $.n";
}
}
sub esc{
my ($p) = @_;
$p =~ s/'/''/g;
return $p; 47
}

48. Created table to assist the
linking
SELECT PATRON_ADDRESS.ADDRESS_TYPE,
Left([ADDRESS_LINE1],InStr([ADDRESS_LINE1],"@"
)-1) AS usr,
PATRON_ADDRESS.PATRON_ID,
PATRON_ADDRESS.ADDRESS_STATUS,
PATRON_ADDRESS.EFFECT_DATE,
PATRON_ADDRESS.EXPIRE_DATE,
PATRON_ADDRESS.MODIFY_DATE,
PATRON_ADDRESS.MODIFY_OPERATOR_ID INTO
emailprefix
FROM PATRON_ADDRESS
WHERE
(((PATRON_ADDRESS.ADDRESS_TYPE)="3"));
48

49. Reporting and Standards
• Reporting
– Emailed periodically - e.g., daily dossiers,
and other event triggered reports.
– On demand, via email, web pages or a
printer.
• Standards
– Share data for comparative research.
– Groups of libraries and consortia
49

50. 50

51. 51

52. 52

53. Questions?
Ray Schwartz,
Systems Specialist Librarian
Cheng Library, William Paterson University,
Wayne, New Jersey, USA
schwartzr2 @ wpunj.edu
53