Gale Training

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Welcome to today's webinar.

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Uh back to basics with Gale analytics

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community insights.

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I'm Ali Everett, your senior customer

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success manager here at Gale. And if

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you have any questions during today's training,

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feel free to use the Q and A box

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and I will leave a few extra minutes at

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the end of our session to answer any questions you

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may have.

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This webinar is geared toward

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current gale analytics users that

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haven't yet had a chance to run a report

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within community insights

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or perhaps it's been a while since you've run

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a report and you'd like a refresher course.

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During today's training, we won't

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be diving into all of the fun data

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you can discover in ga analytics, but

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we'll save that for a future webinar.

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So for our agenda today, we'll start

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with a Gale analytics overview.

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What is Gale analytics and why is

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it beneficial to your library?

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Then I'll cover report requirements.

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So what information you will need to

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gather from your ils prior

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to running a report,

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then using some sample data will

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go directly into the resource and walk

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through each step together.

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Then finally, I'll show you what support resources

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are available on the Gale analytics support

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site. And I'll also share my contact

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information.

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So let's start with an overview

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of Gale analytics

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Daily analytics. Community insights is

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an internal library resource

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that combines patron data with

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external data from Experian and

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the US census.

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It allows you to view powerful

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visualizations of your community

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to better inform planning

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programming collections

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and marketing outreach efforts.

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It identifies who your patrons

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and your non patrons are, where they

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live, what their interests

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are and provides general demographics

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for your area as well.

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Some of the key features and community

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insights are the interactive map

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and custom mailing list allowing

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you to target areas within your community.

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Look for opportunities and create

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direct mail or email lists for

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targeted marketing

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to summarize this resource allows

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you to view your community through

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a whole new lens.

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So how is this information useful?

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The data laid out in interactive

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charts and graphs can certainly help support

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your strategic plan as

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well as your library's goals and initiatives,

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knowing where opportunities lie in

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terms of education level,

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household income, English language,

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learners, technology gaps and so

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on can provide powerful metrics

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to support a grant application

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including this report. When gathering information

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for stakeholders or annual reporting

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and statistical data is certainly

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something that could be um useful

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as well.

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You could utilize the features on the

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interactive map to plan

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a new library branch location or

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perhaps a bookmobile route

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and finally having this data at your fingertips

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will allow you to better allocate your

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library funds.

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I won't read each one of these pieces of feedback.

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But you can see that libraries often

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turn to the data with gale analytics

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to help support many of their initiatives

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from reaching non patrons to

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identifying underserved demographics,

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to aiding and technology efforts

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like providing hotspots in areas

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with little internet access.

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Really, the possibilities are endless.

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So once you have run your report,

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I encourage you to set aside some

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time to dig into the data,

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apply filters and

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um play around with the possibilities.

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So now that you know what community insights

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can do for you, let's talk about running a report

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and what initial data is required

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in order to run a report, you will first

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need to gather a patron file from

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your ils.

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Usually this is an Excel file

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and at a minimum, each patron

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will need to have a physical address.

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This address could be in one

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column. So house number, street

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name, city state zip all

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in one column

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or they could be in separate columns

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depending on your I OS. This report

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could look different

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if you have patrons without an address

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or with a po box, please

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know that they will not be read by Gale

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Analytics. So their data will not be included.

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You don't need to remove them from your file,

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but just keep this in mind.

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In addition to an address, three

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additional pieces of data are optional.

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However, we do encourage you to include

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this data if possible because it

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will enrich your report.

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This includes email address,

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last checkout date or circ active

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and total number of checkouts.

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I've provided a screenshot of the sample

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file I'll be using today. Um

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These addresses are in separate

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columns and it does include the

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circ active total number of checkouts

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and email addresses as well.

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The process is fairly straightforward.

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So you upload your patron file in the

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Gale Analytics platform

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and you've selected geography,

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we'll talk more about the geography a little bit

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later. The patron

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addresses in your file are matched

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to U SPS data, which

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is why we need that patron

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address in the first place.

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Then the US PPS

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data is matched to household data.

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So let's say you have four patrons

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living at the same address that

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will then become one household in

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your report.

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Then the households are matched

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to Experian demographic data.

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And this is that external data I mentioned

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earlier.

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Experian data is extremely powerful.

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So now we're not just talking about income

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and education level, but we're

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able to access about 600

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different data points through Experian.

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What are their hobbies and interests?

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What do they do for work? Where do they like

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to shop? What kind of car do they

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drive and so much more in

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terms of lifestyle.

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Then this report is generated in the cloud

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and purged in 30 days

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out pops your reports. One

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of them is the executive summary

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report, which is not interactive

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but still very useful for reporting

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and so on.

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In addition to your Tableau reader dashboard,

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which you will need Tableau reader for.

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If you're unfamiliar with Tableau, there's

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a couple of different versions. Tableau Reader

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is the free version. Um and

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it's just an easy download, but you will

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need Tableau Reader in order to open this file

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with this particular report,

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you can apply filters, interact

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with the map and customized

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mailing lists.

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Once you've run your report at

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a basic level, you'll have access to

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your executive summary report.

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And this is the report compiled of mainly

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us census data.

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It includes past data, current

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and a 2028 projection as

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well at a minimum. Please

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take advantage of the executive summary

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report.

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Here's a screenshot of the first page.

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It includes charts and graphs on household

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income languages, spoken at home,

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race and ethnicities and so on.

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If you want to dive a little deeper into the

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available reports, you can download Tableau

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reader, the free version of Tableau

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and you will need it to open the TWBX

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file that community insights creates.

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This is the report that allows you to filter

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for what you're looking for.

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Here's a peek into what the Tableau reader

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dashboard looks like. This is the interactive

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patrons and non patrons map.

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Finally, in addition to the executive

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summary report and the Tableau dashboard

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report you also have free access

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to experience segmentation portal

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with your subscription to Gale Analytics.

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And this portal really dives into the

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experience mosaic segments which

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are how we gather those lifestyle

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insights for both patrons and non patrons.

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If you'd like to register for an account,

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we have instructions on how to do that

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on the Gale Analytics support site. The

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turnaround time is usually around 24

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to 48 hours

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and here's a peek into the experience segmentation

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portal. Each mosaic type has

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a fun little kitschy name like

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thrifty habits or flourishing

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families. And each group has

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a different lifestyle profile you can dig

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into to learn more about the households in

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your service area.

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All right. So now we're gonna head to the Gale

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Analytics interface,

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which is analytics.gail.com/gallery

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and you're gonna go ahead and sign in with

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your email address and your password.

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If you forget your password, you can click

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on the password recovery link

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and this is what we would call the home

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page of daily analytics. So, on

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this page, there's lots of different apps available.

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You might not need to use any of them.

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Um But you might wanna use um a couple

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of them here and there uh test

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my patron data will allow you to run

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your patron file through this app

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and it will let you know what was able to be read

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and what was unable to be read. So that's

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not running a report. But it's just testing

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your data to see what it is doing.

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Um We also have

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uh if you have Cersei as your

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uh ils, the Pars Cersei

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XML report will actually

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uh reformat your um

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I OS report to work

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within Gale Analytics community insights.

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So that's a

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handy one. If you have Cersei,

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there's a couple of other apps here that you might find

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useful as well. Um But we're gonna

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go ahead and head over to the collections

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tab on the left hand side.

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Now, I have access to all of our collections,

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but you should see at a minimum community, community

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insights. So we're gonna go ahead and click on community

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insights

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and click it again.

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Now, this page covers a lot of what I

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already mentioned, how

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the um dashboard

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works, how the patron data

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is combined with external data. And

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if you scroll down, you can see your past runs

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from the past 30 days. These will be purged

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after 30 days. And if there's

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a green check mark, that means that the

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report was successfully run. And

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if you have a red lightning bolt for whatever reason,

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it wasn't successful in its run.

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If you do run a report and

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you wanna keep it, please save it on your own

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drive because like I said, it will be deleted

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after 30 days,

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we're going to go ahead and click on run

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and then this is where you're going to actually

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run your report. So I'm going

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to walk through the steps starting with

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giving your job and name.

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If we scroll down,

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um it should automatically default here

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to user interface and that's going

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to allow you to input your library

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information.

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Use parameters file is another option

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here. Um But if it's your first time

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running a report or your first time running a report

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in a while, you'll want to do the user interface

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option, which it automatically defaults to

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the parameters file is kind of a uh shortcut

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and you do need to run it once

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in order to create that parameters file

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for the future,

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you're gonna go ahead and enter your library name.

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So I'm actually using a fictitious

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library near our headquarters in

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Farmington Hills, Michigan.

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Um It wasn't stored in Gale

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analytics. We don't store that information.

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Um but it was saved in my cookies. So

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that's why this popped up so quickly.

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Uh The library itself is

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not a real library, but the sample data

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that I'm using today is uh is

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real data. So

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then we're gonna scroll down

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to the patron file and this is where you're actually

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going to add your patron file.

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OK?

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So you'll select that file. Like I said, it's

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usually an Excel file

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and then you'll select which sheet you want

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to be read within that file. I only have

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one sheet in mine

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and then click. OK?

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And now you're going to map the fields. So

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this part is essentially matching,

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but you want to know what your column

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headers are named.

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So I know that the street address

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for my patrons is going to be in the

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column called address number one

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suite Gale analytics actually

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doesn't read the suite. So you don't need

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to enter in an apartment number, condo

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number, anything like that, you can leave that blank

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city, city state

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state zip, zip, like

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I said, this is mainly matching.

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Um If you do have your address

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in all one column, what you'll want

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to do is just select that

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column header where the street address

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option is and leave the rest of these blank.

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Ok.

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Uh Last active date in my file

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is circ active. So I'm gonna

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go ahead and select circ active

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and then allow blank dates

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uh checks by default.

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And it's really your choice whether you'd like

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to include that or not.

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Um Basically, if you have a patron

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who has uh not who doesn't

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have a circ active date,

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um And you want to include them in your patron

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file that checks by default. If you don't

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want to include these patrons, you can deselect,

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but typically we will include those

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patrons. So um it'll check

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by default

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then if we scroll down. Now,

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I'm going to map the checkout field,

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which in my file is total checkout

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and then email address as well, which

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is in the email column.

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Ok.

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So that's how we map the fields

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to your uh patron file.

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Then the next step is to select

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a geography.

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There's two different ways you can select

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a geography you can do. So

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using the tree here. Um And you

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can select up to 20 geographies

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in the tree or you can upload

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a custom geography file.

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So if your library service

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area is more of a custom shape,

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you can contact your County GIS

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Department and they might be able

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to provide a file.

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Um, you're gonna want to ask for a KML

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file, which is a map file

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that they likely have um, at the County

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GIS Department. Otherwise, what

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I would suggest doing is coming into,

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um, one of these places you can go to counties

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zip codes school districts.

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Um I'm gonna go into places

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and instead of checking the entire

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box, we wanna dig into each one

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of these points as far as we can possibly

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go. So this particular

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library is in Michigan. I'm

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gonna go ahead and click the plus

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sign next to Michigan

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and it will allow me to select the cities

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that I'm looking for for my service area.

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So we wanna get as specific as we can.

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And like I said, you can choose up to

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20 geographies um

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at one time.

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So I'm selecting Farmington and Farmington

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Hills. If you have

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a combination of zip codes

[00:16:28.590]
or counties or cities, you can

[00:16:30.700]
also combine.

[00:16:32.840]
And then once I have my geography selected,

[00:16:35.658]
I'm gonna go ahead and scroll down

[00:16:38.408]
to my branch.

[00:16:40.500]
Um And so if you have multiple

[00:16:42.950]
branches, you can create

[00:16:45.288]
a KML file um that

[00:16:47.489]
has these branches that

[00:16:49.719]
are distinguished on the

[00:16:51.729]
map. And you can actually do that in Gale

[00:16:53.840]
Analytics. It's one of the options on

[00:16:55.989]
the home page, one of those apps and

[00:16:58.288]
we have instructions on how to do this on

[00:17:00.428]
the Gale Analytics support site as well.

[00:17:02.649]
But if it's your first time uploading or

[00:17:04.709]
running a report, I would go ahead and just skip

[00:17:07.009]
this option for now. You don't need to

[00:17:09.059]
have your branches, but it certainly is nice to

[00:17:11.170]
be able to um limit

[00:17:13.229]
that data down to uh a branch

[00:17:15.299]
specific level. I am going

[00:17:17.439]
to go ahead and add my branches,

[00:17:20.660]
which we have a north branch and a south

[00:17:23.039]
branch for this particular library.

[00:17:25.969]
It's a KML file

[00:17:28.358]
and then I'm gonna give my report that name

[00:17:30.618]
again. So name it, test

[00:17:32.979]
it automatically defaults to

[00:17:35.059]
output um a TWBX

[00:17:37.920]
file and that's what we want to leave it on

[00:17:40.140]
that is going to give us that Tableau reader

[00:17:42.509]
dashboard that we are going to

[00:17:44.750]
download

[00:17:46.799]
and then I'm gonna scroll down and click run

[00:17:49.489]
and that will run my report.

[00:17:51.789]
Um for the sake of time, I'm not

[00:17:53.900]
going to run that live right now.

[00:17:56.549]
Um It usually takes a couple of minutes

[00:17:58.750]
for my file and I have about

[00:18:00.779]
3000 patrons

[00:18:02.979]
listed in my file. Um It

[00:18:05.088]
really shouldn't take any more than

[00:18:07.358]
uh five or 10 minutes even with

[00:18:09.449]
very large library systems.

[00:18:12.250]
Um If I want to look at a

[00:18:14.519]
uh workflow result. So a past

[00:18:16.828]
report that I've run,

[00:18:18.479]
I ran a report yesterday. Um

[00:18:20.699]
So that will appear here

[00:18:22.709]
and like I said, that's available for

[00:18:24.920]
up to 30 days and then

[00:18:26.930]
it is deleted. So I'm gonna go ahead and click

[00:18:29.059]
on this community insights

[00:18:31.358]
report that I ran

[00:18:33.900]
and I'm gonna show you the different types of

[00:18:35.930]
reports that you can save to your own drive.

[00:18:38.578]
So the first one you might wanna look at

[00:18:41.000]
uh after you run a report is

[00:18:43.309]
the summary report

[00:18:46.279]
and you can look at that directly in the interface

[00:18:48.630]
like I have it here or you can actually

[00:18:50.828]
select the file format you'd like

[00:18:52.910]
if you wanna save it as a PDF or a doc

[00:18:55.019]
X and then download it.

[00:18:57.019]
Um But basically what we're looking at here

[00:18:59.269]
is a breakdown of the data uploaded.

[00:19:01.588]
So I can see that I had 3001

[00:19:05.328]
total records in my file.

[00:19:08.299]
Um One of those was

[00:19:10.410]
unable to be read and that's because

[00:19:12.489]
the address field was empty. So it gives

[00:19:14.729]
me a reason for that data.

[00:19:17.009]
Lets me know how many were unable to

[00:19:19.039]
be read. Now, that's pretty good

[00:19:21.368]
if I have uh 3001

[00:19:23.750]
records and only one is unable to be read.

[00:19:26.019]
But typically we say if you

[00:19:28.269]
have less than 10%

[00:19:30.358]
of your records able to be read. That's,

[00:19:32.559]
that's good. I would continue on.

[00:19:34.640]
Um, and I don't think there's a reason to

[00:19:36.739]
take another look at your data since

[00:19:39.039]
it's, um, over 90% accurate.

[00:19:41.449]
Um, so I would just proceed with, uh, those

[00:19:43.838]
you'll probably have some empty addresses

[00:19:46.009]
or addresses that couldn't be read

[00:19:48.078]
or couldn't be found. Um,

[00:19:50.140]
but typically if it's less than 10%

[00:19:52.334]
that's ok, then you can scroll down

[00:19:54.434]
and look at your service area. So that's my overall

[00:19:56.934]
service area. And then here are my branch area.

[00:19:59.394]
So you might just wanna check and make sure

[00:20:01.594]
that everything looks good here. Um

[00:20:03.894]
If you have an alarming number of bad records,

[00:20:06.354]
I would take another look at your file and see

[00:20:08.434]
if there's something going on or maybe,

[00:20:10.564]
um, your fields weren't mapped correctly

[00:20:12.644]
or something like that.

[00:20:14.689]
So that's the summary report. You

[00:20:16.979]
can also download the file errors

[00:20:19.250]
report. Um, and that's gonna give

[00:20:21.469]
you, uh exactly which

[00:20:23.920]
patron addresses were unable

[00:20:26.039]
to be read. So you would just select

[00:20:28.078]
UTF eight download.

[00:20:30.959]
It's going to give you a CS V file

[00:20:33.539]
and then you can see which addresses

[00:20:35.858]
were unable to be read and why. So that's

[00:20:38.078]
really helpful if you have a lot of errors,

[00:20:41.039]
the parameters file, uh you just

[00:20:43.209]
wanna match to a YX

[00:20:45.219]
DB file because that's that file

[00:20:47.578]
format and download. This is that shortcut.

[00:20:50.029]
I was talking about earlier. So basically,

[00:20:52.098]
it kept all of the settings that

[00:20:54.328]
I um used when I

[00:20:56.348]
ran it the first time. And then

[00:20:58.469]
if I want to run it again, let's say

[00:21:00.650]
once a month or once a quarter, I can just

[00:21:02.670]
use this file that saved all of my

[00:21:04.750]
settings. And it's super easy to go

[00:21:06.779]
in and run it in less than a minute um with

[00:21:09.078]
this file. So that's kind of a shortcut.

[00:21:11.949]
And then here's where we have the executive

[00:21:14.118]
summary. So this is what I was referring to earlier.

[00:21:16.489]
This data comes mainly from the US census.

[00:21:19.420]
Um And we have different charts and graphs

[00:21:21.630]
here on uh population

[00:21:24.170]
age, race and ethnicity

[00:21:26.400]
and so on. We do have a couple of

[00:21:28.439]
past census here and then

[00:21:30.568]
also we have a 2028 projection

[00:21:33.670]
as well. Um So this is really

[00:21:35.930]
helpful, it's not interactive.

[00:21:38.338]
Um But it is a great report to use

[00:21:40.969]
uh to support really any of your

[00:21:43.140]
um reporting statistics,

[00:21:45.299]
anything like that. You can look at it in the

[00:21:47.348]
interface here or you can uh select

[00:21:50.019]
a PDF file format and

[00:21:52.108]
download it there.

[00:21:54.068]
What's great about the executive summary report

[00:21:56.500]
is that if you do um

[00:21:58.660]
choose to upload a branch

[00:22:00.880]
shaped file, you also get

[00:22:02.939]
an executive summary report for each one

[00:22:05.078]
of your branches. So it will actually break

[00:22:07.380]
that data down on a branch specific level.

[00:22:09.769]
So I have my North branch and

[00:22:11.949]
I have my south branch as well as

[00:22:14.098]
my entire service area.

[00:22:16.430]
So that's nice as well.

[00:22:18.670]
Finally, um here's that

[00:22:20.989]
TWBX file. So this is going

[00:22:23.259]
to be the uh Tableau

[00:22:25.299]
reader dashboard. So in order

[00:22:27.459]
to look at this and interact, this

[00:22:29.588]
is that interactive report I've been talking

[00:22:31.858]
about. Um in order to

[00:22:34.019]
look at this report, open it up, save

[00:22:36.410]
it. You will need Tableau reader again.

[00:22:38.759]
I think that's tableau.com/reader

[00:22:41.539]
to download.

[00:22:42.900]
Um And then I would just download that file.

[00:22:45.410]
Save it to my own drive.

[00:22:47.719]
And this is where you'll be able

[00:22:49.769]
to dive into your data, create

[00:22:51.828]
custom mailing lists, look at density

[00:22:54.469]
filter for mosaics and do

[00:22:56.689]
all of that stuff with your Tableau

[00:22:58.939]
reader dashboard.

[00:23:00.265]
So those are the available reports. Um

[00:23:02.505]
Once you run a successful report with

[00:23:04.824]
Gale Analytics, if you want

[00:23:07.015]
to delete it after saving it,

[00:23:09.094]
um or if you want to delete it for any reason

[00:23:11.265]
at all, you can uh click on

[00:23:13.334]
the trash can icon there and it will

[00:23:15.453]
automatically delete, but just as

[00:23:17.555]
a reminder, um all of your past

[00:23:19.864]
runs from the past 30 days

[00:23:21.914]
will appear in workflow results

[00:23:24.193]
and they will be purged after 30 days.

[00:23:27.449]
Ok.

[00:23:28.989]
So

[00:23:30.868]
I'm gonna go ahead and bring us back

[00:23:33.338]
to the powerpoint.

[00:23:36.160]
All right,

[00:23:40.019]
please know that we are here to help

[00:23:42.338]
you make the most out of daily analytics

[00:23:44.630]
at your library.

[00:23:47.608]
Support.gail.com/products/a

[00:23:52.009]
OD

[00:23:52.959]
is where you'll find an assortment

[00:23:55.078]
of training resources from printable

[00:23:57.449]
tip sheets to pre-recorded webinars

[00:23:59.949]
and tutorials on many different

[00:24:02.199]
topics related to gale analytics.

[00:24:04.588]
Um We also have a new training tool kit

[00:24:06.880]
which is a great resource for training

[00:24:09.029]
your staff on how to use Gale analytics.

[00:24:14.989]
Here's my contact information as well

[00:24:17.299]
as my calendar link. So if you have any

[00:24:19.380]
questions or you would like to meet

[00:24:21.699]
one on one, Please feel

[00:24:23.739]
free to book a meeting with me. Thank

[00:24:26.088]
you for attending today's training session

[00:24:28.818]
and have a wonderful day.