roar and tracdat: using databases to track data & align ... · roar and tracdat: using...

ROAR and TracDat: Using Databases to Track Data & Align Goals at the Rohrbach Library

ROAR - Rohrbach Online Assessment Reports

TracDat from Nuventive

Presented by: Ruth Perkins, Krista Prock, Dan Stafford, & Karen Wanamaker For more information: libguides.kutztown.edu/ARL2012

Our Assessment Journey

2008 Program Review

•Nolibraryassessmentplan•Nocentralstorageforlibrarydata•Disorganizedandmissingdata•AssessmentpushfromMiddleStatesAccreditationTeam

ARL Visit & Planning

•WeNeededHelp!•CalledintheprosfromARLforadvice•FormedanAssessmentCommittee•Focusedonorganizationandlearningaboutassessment

Organizing our Data

•Determinedwhatinformationweneeded•Lookedatdataneededforinternalandexternalreports

•Decidedonthebestformat•Simplifiedthelibrary’sstrategicplan•Begantocreateformallibraryannualreports

•Developed ROAR (see panel at right)

Fitting into a Bigger Assessment Picture

•Needtolinkourlibrarygoalstoboththeuniversityandstatesystem

•ThePensylvaniaStateSystemofHigherEducation(PASSHE)boughtTracDatforuseateachofthe14universities

•TracDatwasintroducedtousinDecember2011•Librarygoals,objectives,anddocumentsareuploadedtoTracDat(see panel at right)

StatisticsAssessmentPlanning

Accreditation

Teamwork

ThinkAssessment

Why we have it:ROARwasdevelopedbylibrarytechnicianDanStaffordasawayforustogather,store,andmanipulateourlibrarystatisticsforassessmentandreportingpurposes.

Background/Goals of ROAR:Major:•Gatherallstatisticstogetherinonecollectionarea

•Provideforremoteaccess(viaVirtualPrivateNetwork)

•Savetimebyautomatingthecreationofnewworksheetsandreports

•Standardizelookandfeelofreports•FamiliarityofuserswithExcel

Minor:•AsROARwasbeingdevelopedtheuniversitywasswitchingtoacontentmanagementsystem,sowewerenotabletousethewebservertodevelopanalternatesolution

•Abilitytocreatereportsfromvaryingdateranges.(Academic,fiscal,calendaryears,etc)

Future directions for ROAR:•Statisticsforalldepartmentswillbeloadedinthesametimeframe—currently,somestartinApril,someinMay,etc

•Automaticarchivingofdatagreaterthan5yearsold

•Createreportsfordifferenttimeframes(calendar,academic,fiscalyears)

• Integratenewstatisticalgroupsastheydevelop.Ex:Technologysupportteamwasaddedaftertheoriginalgroupings

How ROAR feeds TracDat:•Data,charts,andreportsfromROARcanbeaddedtothedocumentsinTraDat.

•DocumentsinTracDatcanthenbelinkedtoourassessmentobjectivesandresults

Sample Charts from ROAR

Why we have it:PASSHEpurchasedalicenseforallmemberuniversities.

How we use it:TracDat,Nuventive’sassessmentmanagementsystem,isusedintheassessmentofinstitutionaleffectivenessatKutztownUniversity.Itservesasacentralplacetocollectthegoalsandobjectivesforallunitsoncampus.Annual Assessment Plans and Reports for Non-instructional Programs• InSeptember,eachnon-instructionalprogramsubmitsareportofthepreviousyear’sassessmentsandanassessmentplanfortheupcomingacademicyear.

•Reportsandplanscanbereviewedbytheappropriatedivisionvice-president

•MembersoftheKUcommunitywhoareresponsiblefortheirprogram’sassessmentscanaccessTracDat

•Ourassessmentcommitteeentersthelibrary’sgoals,objectives,&meansofassessment.Thesegoalsandobjectivescomedirectlyfromthelibrary’sstrategicplan.

•TracDatcanproducereportsthatwereformerlybuiltbyindividualunitsinspreadsheetsorworddocuments.

•Wecanstoredocumentshere(i.e.annualreports,ROARstatistics,datafromuserstudies/surveys)

Funding: TheUniversitytiesfundingtoitsstrategicplan,sousingTracDattoshowhowourgoalsandobjectiveslinktouniversitygoalsandobjectivescouldhelpussecurefundingforourefforts.

Screen Shots from TracDat

Future Upgrade: KutztownUniversitymaymovetotheTracDatSharePointOptionfromNuventiveinthefuture.ThisoptionintegratesTracDatwithMicrosoft’sSharePoint.

FTEIncreasing&LibraryStaffDecreasing

BuildingUsageIncreasing

CirculationofMaterialsDecreasing

ReferenceQuestionsbyLocation

ReferenceQuestionsbyDay ReferenceQuestionDuration

LibraryAssessmentPlanObjectives

LibraryAssessmentResults