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2 Administrative Functions

2.1 Introduction

The WorldCat Collection Analysis service allows subscribing libraries to create groups to better determine commonalities, strengths, and weaknesses in their region and consortia.

Group creation is an administrative function; you must have a FirstSearch administrative authorization to access the WorldCat Collection Analysis Comparisons,Predefined Groups and Authoritative Lists screens.

Single institution subscribers.  Libraries that subscribe to the WorldCat Collection Analysis service as individual institutions create PeerComparisons containing at least two but no more than ten libraries, or create one-to-one comparisons with a single peer institution. All libraries involved in either of these comparisons must have holdings in WorldCat. You create a Peer Comparison or a one-to-one comparison on the Comparisons screen.

Group subscribers.  Libraries that subscribe to the Service as part of a group create Secondary Groups from members of their Subscription Group. You create a Secondary Group on the Groups screen.

Single and group subscribers.  Libraries can create a comparison with an OCLC-defined group or with OCLC resources such as WorldCat and the Electronic Books database. This type of comparison is called a Predefined Group comparison. You create a Predefined Group Comparison on the Predefined Groups screen.

Libraries can also create a comparison with authoritative collection development lists such as Booklist, Books for College Libraries and Outstanding Academic Titles. This type of comparison is called an Authoritative List Comparison. You create an Authoritative List Comparison on the Authoritative Lists screen.

Permissions

Before ordering a one-to-one comparison, you must obtain that library's permission. You can contact the library by the method of your choice. A link to a sample Permission request is provided directly below the link to Participating Institutions Search. You can also access this link from the WorldCat Collection Analysis documentation list on the OCLC Web site.

Editing groups

Once a group has been created, its members cannot be changed. If you want to add a new member to a group or delete one of the members, you must delete the group and then re-create it with your changes.

Comparison/group expiration

Because comparisons/groups require a significant amount of storage space, they are created with a renewable life span of 120 calendar days. An expiration date is calculated when the comparison is first created, and displayed next to its link on the Data to Analyze screen.

Location of Expiration Date for comparisons

Any Comparison or Secondary Group that is not viewed on the Analysis Results screen for a period of 120 calendar days is automatically deleted.

Add/delete

On both the Comparisons and Groups screens, the create and delete functions are mutually exclusive, that is, you cannot create a new group and delete an existing group with the same click of Save Changes. If you are trying to create a group, once you have entered a name for a new group and/or added at least one library you must:

  • Complete the creation of the new group or
  • Delete the group name and any libraries you just entered

before you can delete a group.

If you want to delete a group, once you have selected Delete you must complete the delete function by selecting Save Changes before you can create a new group.

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2.2 WorldCat Comparison (FRBR-applied)

The WorldCat Comparison screen allows you to create a comparison between your collection and WorldCat in which titles are compared irrespective of format. For example, a library that owns only a recorded copy of Chancellorsville (Sears, Stephen W; Davidson, Richard M. Prince Frederick, Md : Recorded Books, 1997) will match the WorldCat record for the printed edition (Houghton-MIffliin Co., 1996). This will prevent differences in format from causing what are in fact different versions of the same title to appear as unique to a library's collection.

For additional information see: Functional Requirements for Bibliographic Records — Final report at: http:\\www.ifla.org\VII\s13\frbr\frbr.htm.

Create FRBR-applied comparison

  Action
1 Check the Apply FRBR algorithm check box.
2 Select Save Changes.

Result: The comparison is created and this message appears at the top of the screen:

WorldCat Comparison screen changes saved:
WorldCat Comparison requested
Note: the analysys will be available within 7 days.

Warning: If you leave the screen before you select Save Changes the comparison will not be created.


Delete FRBR-applied comparison

  Action
1 If it is not already checked, check the Apply FRBR algorithm check box.
2 Select Save Changes.

Result: The comparison is deleted and this message appears at the top of the screen:

WorldCat Comparison screen changes saved:
WorldCat Comparison deleted

Warning: If you leave the screen before you select Save Changes the comparison will not be deleted.


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2.3 Peer Comparison

You create a Peer Comparison by entering the institution symbols for at least two but no more than ten libraries in the Libraries in Comparison Group field on the Comparisons screen. These libraries must have holdings in WorldCat.

The screen provides a direct link to the Find an OCLC library search to help you locate these symbols. Keep in mind that a listing in Find an OCLC library does not guarantee that a library has holdings in WorldCat.

There is no limit to the number of Peer Comparisons that a single login can create.

Create peer comparison

  Action
1 Enter a name for the group in the Enter Group Name field.
2

Enter an institution symbol (upper or lower case) in the Add Symbols: field, then select Add  Add icon.

Result: The institution name appears in the Libraries in Comparison Group field.

Warning: If you enter a symbol for a library that has no holdings in WorldCat, an error message is displayed.

3

Repeat Step 2 until your group contains at least two but no more than ten libraries.

Note: If you have accidentally entered the wrong institution symbol and added the wrong library, select the incorrect symbol in the Libraries in Comparison Group field and then select Delete  Delete icon.

4

Select Save Changes.

Result: The group is created and this message appears at the top of the screen:
Library Comparison Group added
Note: New Library Comparison Group will be available within 7 days.

Warning: If you leave the screen before you select Save Changes your new group will be lost.


Display group members

You can display the members of any of your library's Comparison Groups.

To... Do this...
Display the members of a Comparison Group

Click the down arrow at the right of the Select a previously defined group field and select a group name.

Result: The names of the members of the group appear in the text box below the field.


Delete peer comparison

You can delete any Comparison Group that you have created. To delete a group:

  Action
1 Click the down arrow at the right of the Select a previously defined group: field and select the group that you want to delete.
2

Select Delete Comparison Group  Delete icon.

Result: A confirmation window appears.

3

Select OK.

Warning: Once you select OK you must continue and delete the selected Comparison Group. You cannot reverse this step and you cannot restore the group name.

Result: In the Select a previously defined group: field, the group name is replaced by Select a group.

4

Select Save Changes.

Result: The group is deleted and this message appears at the top of the screen:
Library Comparison Groups screen changes saved:
Comparison Group deleted


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2.4 One-to-One Comparison

You can create a comparison between your library and one other library, known as a one-to-one comparison. This library must have holdings in WorldCat.

There is no limit to the number of one-to-one comparisons that a single login can create.

Required permission

Before ordering a one-to-one comparison, you must obtain that library's permission. When you enter only one symbol in the Libraries in Comparison Group field and then select Save Changes, a terms and conditions reminder is automatically displayed. You can contact the library by the method of your choice. A link to a sample Permissions request is provided directly below the link to Participating Institutions Search.

Create one-to-one comparison

  Action
1 Enter a name for the group in the Enter Group Name: field.
2

Enter an institution symbol (upper or lower case) in the Add Symbols: field, then select Add  Add icon.

Result: The institution name appears in the Libraries in Comparison Group field.

Warning: If you enter a symbol for a library that has no holdings in WorldCat, an error message is displayed.

3

Select Save Changes.

Result: The Reminder: Terms and Conditions window opens.

4

Does your library have permission from the selected library to order a one-to-one comparison?

  • If Yes: Enter Yes and select the OK button.

    Result: The group is created and this message appears at the top of the screen:

    Library Comparison Group addedNote: New Library Comparison Group will be available within 7 days.

  • If No: Select the OK button to close the Terms and conditions window and go to the next step.
5 Select the Permission Request Template link.
6

Save the file to your workstation or copy and paste the text into your e-mail utility.

Note: When permission arrives, send a copy to OCLC at wcapermission@oclc.org.


Restricted Libraries  Some libraries have requested that their holdings be available for multi-library comparisons only, that is, not for a one-to-one comparison. If you attempt to order a one-to-one comparisons with a library that has requested such a restriction, you will see this message after you select the OK button in the Reminder: Terms and Conditions window:

Library Comparison Groups Update problem occurred: symbol ### is only available for multi-library comparisons. To create the comparison group you must enter at least two symbols and no more than ten symbols.

Note: OCLC records no information as to why a given library has requested this restriction.

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2.5 Predefined Group Comparison

An OCLC-defined group is a set of libraries selected by OCLC for the significance and/or specialization of their collections. For example, libraries may be grouped by:

  • type (ARL libraries)
  • size (large medical libraries)
  • specialization (mechanical engineering)
  • geographic area (Ohio community colleges)

Groupings are based on sources such as U.S. News & World Report's College and University ratings, Association for Research Libraries statistics, Hennen's American Public Library Ratings (HALPR), and additional authoritative web sites.

You can create a comparison between your library (individual subscribers) or group (group subscribers) and:

  • an OCLC-defined group
  • WorldCat
  • OCLC's Electronic Books and NetLibrary databases

These comparisons are called predefined group comparisons.

There is no limit to the number of predefined group comparisons that a single login can create.

Create predefined group comparison

  Action
1 Select a category from the Select a Category list.
2 Select a subcategory from the Select a Subcategory list.
3 In the Select a Predefined Group field, select the group with which you want to compare your library's holdings.
4

Select Add  Add icon .

Result: A confirmation window appears.

5

In the confirmation window, Select OK.

Result: The confirmation window closes.

6

Select Save Changes.

Result: A confirmation message appears at the appears at the top of the screen and the group you selected appears in the Choose a Predefined Group Comparison to delete field.

Warning: If you leave the screen before you select Save Changes the comparison will not be created.


Delete predefined group comparison

You can delete any predefined group comparison that you have created. To delete a comparison:

  Action
1 In the Choose a Predefined Group Comparison to delete field, select the comparison you want to delete.
2

Select Delete  Delete icon .

Result: A confirmation window appears.

3

Select OK.

Warning: Once you select OK you must continue and delete the selected comparison. You cannot reverse this step and you cannot restore the comparison.

Result: The comparison disappears from the Choose a Predefined Group Comparison to delete field.

4

Select Save Changes.

Result: The group is deleted and the message appears at the top of the screen:
Predefined Groups screen changes saved:
Predefined Group Comparison deleted.


Display predefined groups

You can view the list of predefined peer groups and their member libraries.

To... Do this...
Display existing predefined peer groups

Select the View: Predefined Groups link.

Result: The WorldCat Collection Analysis Predefined Groups page on the OCLC Web site opens in a separate window.


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2.6 Authoritative List Comparison

An Authoritative List comparison compares your library's or group's (duplicates removed) titles to an authoritative collection development list. Current lists include:

The complete set of available lists is available at: http://www.oclc.org/support/documentation/collectionanalysis/authlists.html.

These comparisons are called authoritative list comparisons.

There is no limit to the number of predefined group comparisons that a single login can create.

Create authoritative list comparison

  Action
1 Select an authoritative list from the Select an Authoritative List list.
2

Select Add  Add icon .

Result: A confirmation window appears.

3

In the confirmation window, Select OK.

Result: The confirmation window closes.

4

Select Save Changes.

Result: A confirmation message appears at the appears at the top of the screen and the group you selected appears in the Choose an Authoritative List Comparison to delete field.

Warning: If you leave the screen before you select Save Changes the comparison will not be created.


Delete authoritative list comparison

You can delete any authoritative list comparison that you have created. To delete a comparison:

  Action
1 In the Choose an Authoritative List Comparison to delete field, select the comparison you want to delete.
2

Select Delete  Delete icon .

Result: A confirmation window appears.

3

Select OK.

Warning: Once you select OK you must continue and delete the selected comparison. You cannot reverse this step and you cannot restore the comparison.

Result: The comparison disappears from the Choose an Authoritative List Comparison to delete field.

4

Select Save Changes.

Result: The group is deleted and the message appears at the top of the screen:
Authoritative Lists screen changes saved:
Authoritative List deleted.


Display authoritative list comparison

You can view all authoritative lists available for comparison.

To... Do this...
Display existing authoritative lists

Select the View: Authoritative Lists link.

Result: The WorldCat Collection Analysis Authoritative Lists page on the OCLC Web site opens in a separate window.


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2.7 ILL Analysis

You create an ILL Analysis by selecting My Library as Lender or My Library as Borrower in the Select an ILL Analysis field on the ILL Analyses screen.

Create an ILL Analysis

  Action
1 Select My Library as Borrower or My Library as Lender from the Select an ILL Analysis list.
2

Select Add  Add icon .

Result: A confirmation window appears.

3

In the confirmation window, Select OK.

Result: The confirmation window closes.

4

Select Save Changes.

Result: A confirmation message appears at the appears at the top of the screen and the analysis you selected appears in the Choose an ILL Analysis to delete field.

Warning: If you leave the screen before you select Save Changes the comparison will not be created.


Delete an ILL Analysis

You can delete any ILL Analysis that you have created. To delete an analysis:

  Action
1 In the Choose an ILL Analysis to delete field, select the analysis you want to delete.
2

Select Delete  Delete icon .

Result: A confirmation window appears.

3

Select OK.

Warning: Once you select OK you must continue and delete the selected comparison. You cannot reverse this step and you cannot restore the comparison.

Result: The comparison disappears from the Choose an ILL Analysis to delete field.

4

Select Save Changes.

Result: The group is deleted and the message appears at the top of the screen:
ILL Analysis deleted.


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2.8 Circulation Analyisis

The Circulation Analysis screen allows libraries subscribing as individual institutions to create an analysis showing how a library's collection is used within its local community. A Circulation Analysis tracks circulation activity at the title level, with title defined as an item having a unique OCLC accession number.

Circulation report

A Circulation Analyisis is based on a report that you generate from your ILS system. You must first generate this report, then upload it to OCLC. This report should include all items circulated within a given date range and may contain up to five (5) years of data.

The report may be in XML (preferred) or tab-delimited format.

Data elements. These fields are required for each circulation transaction:

  • OCLC institution symbol
  • OCLC accession number
  • Barcode
  • Item location (e.g., Popular Reading Collection)
    Note: This field cannot be left blank; however you may use any term, for example: none, main, general, or a term of your own choosing.
  • Checkout date

This field is optional for each circulation transaction:

  • Check-in date

These data elements are described in the table below.

Note: The data elements must appear in the order shown.

Element Definition Required?
OCLCSym OCLC institution symbol
Example: LUU		 Y
OCLC OCLC accession Number
Example: 44016390		 Y
ItemID Barcode
Example: 2100045836		 Y
OwnLoc Item location
Example: Popular Reading Collection		 Y
ChOutDt Checkout date in mm/dd/yyyy format
Example: 09/28/2004		 Y
ChInDt Check-in date in mm/dd/yyyy format
Example: 11/20/2004		 N

See XML or Tab-delimited for examples.

Create a Circulation Analysis

  Action
1 Run a circulation report as described above.
2

Check the Add Circulation Analysis check box, then select Save Changes.

Result: This message appears at the top of the screen:

Circulation Analysis screen changes saved: analysis requested.
Note: Upon receipt of your circulation data, we will provide your analysis within 14 days

3

Select OK.

Result: The confirmation window closes.

4

Select the Upload your data as an .xml or tab-delimited text file link.

Result: The OCLC PSWeb window opens.

5

Enter a contact name and e-mail address, then verify that the OCLC Symbol shown is correct.

Note: If the symbol is not correct you must close the PSWeb window via the Close icon in the upper right corner and log in again with the authorization and password for the correct OCLC Symbol.

6

Select the I Agree button below the Terms and Conditions box.

Result: The File uploads screen appears.

7

Select the first Browse button.

Result: The Choose file window opens.

8

Navigate to the directory containing your circulation report, then highlight the file you want to upload and select the Open button.

Result: The complete file path appears in the text box to the left of the Browse button you selected.

9

Do you want to upload additional files?

  • If Yes: Go to Step 7 and select the next Browse button.
  • If No: Go to the next step.

Result: The File uploads screen appears.

10

Select the Upload files button.

Result: All of the file pathname boxes are cleared and this message appears above the set of boxes: All of the file pathname boxes are cleared and this message appears above the set of boxes:

Successfully uploaded '< filename >'.

11

Close the PSWeb window via the Close icon in the upper right corner and return to the Collection Analysis > Circulation Analysis screen.

Result: Within three business days (typically) you will receive an e-mail that either confirms your data's receipt and usability or asks for additional data. Once your data is accepted your Circulation Analysis should appear on the Data to Analyze screen within 14 days.


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2.9 Secondary Groups

You create a Secondary Group by entering the names of members of your Subscription Group in the Libraries/Groups Included field on the Groups screen.

A Secondary Group may contain:

  • Any member of the group through which you subscribed to WorldCat Collection Analysis
  • Any previously created Secondary Group.

There is no limit to the number of Secondary Groups that a single login can create.

Create secondary group

A Secondary Group must include at least two institution symbols/group names. A Secondary Group name need not be unique to an institution, but it must be unique among all Secondary Groups created under the same authorization. To create a Secondary Group:

  Action
1 Enter a name for the Secondary Group in the Enter Group Analysis Name: field.
2

Select an institution or Secondary Group name in the All Libraries/Groups field, then select Add  Add to Sub-group icon.

Result: The name appears in the Libraries/Groups Included field.

3

Repeat Step 2 at least once or until you have selected all libraries/Secondary Groups that you want to include in the new group.

Note: If you accidentally add the wrong library or Secondary Group, select the incorrect name in the Libraries/Groups Included field and then select Remove  Remove from Sub-group icon

4

Select Save Changes.

Result: The Secondary Group is created and this message appears at the top of the screen:
Groups screen changes saved:
Group analysis added

Warning: If you leave the screen before you select Save Changes your new Secondary Group will be lost.


For each Secondary Group you create, both a Group Analysis and an Aggregated Group Analysis are generated.

Display group members

You can display the members of any of your library's Secondary Groups.

To... Do this...
Display the members of a Secondary Group

Click the down arrow at the right of the Select a previously defined group field and select a group name.

Result: The names of the members of the group appear in the text box below the field.


Delete secondary group

You can delete any Secondary Group that you have created.

Before you begin: Please review Dependent secondary groups below.

  Action
1 Click the down arrow at the right of the Select a previously defined group: field and select the Secondary Group that you want to delete.
2

Select Delete Group Analysis  Delete icon.

Result: A confirmation window appears and in the Select a previously defined group: field, the group name is replaced by — Select a group -— .

3

Select OK.

Warning: Once you select OK you must continue and delete the selected Sub-group. You cannot reverse this step and you cannot restore the group name.

4

Select Save Changes.

Result: The Secondary Group is deleted and this message appears at the top of the screen:
Groups screen changes saved:
Group Analysis deleted.


Dependent secondary groups

Once a Secondary Group has been created, the WorldCat Collection Analysis service treats the Secondary Group like an institution. This means that anyone with proper authorization can include this Secondary Group in a Secondary Group of their own.

Example:

Diagram of Sub-group within a Sub-group

Once a Secondary Group has been included in another Secondary Group, it creates a dependent Secondary Group. This means that the later Secondary Group becomes tied to (or dependent upon) the earlier Secondary Group that it now includes. Specifically, in the above example, if the earlier Secondary Group (Indiana Libraries) is deleted, the Midwestern Libraries Secondary Group is also deleted

You should review the members of any Secondary Group before deleting it, and exercise extreme caution in deleting any Secondary Group that is contained in one or more additional Secondary Groups. If you try to delete a Secondary Group that is contained in another Secondary Group, the resulting confirmation message will list the other Secondary Groups that will be deleted.

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