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Holdings Management Usage Consolidation: Step-by-Step Guide

Step-by-Step Guide for Configuring, Loading and Processing a Platform

Before you can benefit from Usage Consolidation’s consolidated reports (available under the Reports and Statistics tab), you must first collect and process your usage data.  This involves several steps, which will be covered in detail in this section:

1. Configure Platforms

a. Access Platforms page
b. Determine which Platforms to configure
c. Search for Platform
d. Configure Platform
e. Select reports to load

2. Load Data

a. Access Load COUNTER Files page
b. Load data manually
c. Load data automatically via SUSHI

i. Ad hoc SUSHI harvests
ii. Regular monthly SUSHI harvests

3. Process Load

a. Locate Load Details page

i. From Load COUNTER Files Page
ii. From All COUNTER Loads

b. View Load statistics
c. View/Work Exceptions

i. Review exception
ii. Search for match
iii. Select match
iv. Ignore exception

4. Mark Load Complete

1. Configure Platforms

a. Access Platforms page

The Platforms feature can be accessed by clicking the Platforms button next to Titles, Packages and Vendors:

Platforms link

Please note: In order to see the Platforms link, your library must subscribe to the Usage Consolidation Product and you must have Write access to the “Usage Consolidation - Configure Platforms” role under EBSCOadmin Security.

b. Determine which Platforms to configure

Clicking the Platforms link takes you to the Platform List.  Here you can view all Platforms that host library usage statistics.  Not all of these Platforms will be relevant to your library.  You’ll want to focus on configuring those Platforms that host statistics for Packages that are in your current holdings (Current Holdings is "Selected").  The Packages column indicates how many of your Packages are on each Platform, allowing you to prioritize those with the highest number of Platforms.

c. Configure Platform

General Details

Click the Platform Name to open the Details page.  Here you will want to enter as many Platform details as you have.  The Platform Reference List provides starter details (such as Usage Statistics URL) for most Platforms. 

The details you enter on this page will display on the Load COUNTER Files page and serve as a guide for the person who is loading the usage.  So your goal in completing this form is to make sure that all information needed for loading usage is captured (e.g. URL, username and password (if required), special instructions etc.)

Day of Month to Harvest Usage tells the person loading whether or not they should expect new usage data to be available on the Platform.  If a Platform regularly publishes new data on the 10th day of each month, enter 10 in this field.  This way the person loading data will know that, if it’s the 10th day of the month or later, they should check for a new report.  This data element also informs the Ready-to-Load flag and will be the date that SUSHI harvest attempts begin if you have set up the Platforms to harvest automatically using SUSHI.  The Platform Reference List has Day of Month to Harvest Usage data for most Platforms.


SUSHI Settings

SUSHI is a mechanism by which COUNTER reports can be automatically harvested.  Not all vendors support SUSHI, but when they do, you can set up Usage Consolidation to make use of it.

When Vendor Supports SUSHI is "Yes", a SUSHI Settings section appears on the page.  To use SUSHI, you must enter the SUSHI Server URL, Requestor ID and Customer ID.  The Requestor ID and Customer ID are like a username and password for SUSHI and are library-specific.  Reach out to your vendor if you don’t know what yours are.

You can set the Platform to be harvested automatically each month using SUSHI.  Alternatively, you can leave the Harvest Automatically Using SUSHI setting at "No", but still use SUSHI on an ad-hoc basis to harvest your reports.

By default, all successfully loaded reports are given a Status of "Pending Review".  This means that the incoming data must be reviewed and processed before it is sent to the reports under Reports and Statistics.  By setting the File Status When Loaded to "Complete", you are saying you want all SUSHI loaded data to be automatically sent to reports (without first being reviewed).

d. Select reports to load

Usage Consolidate supports 5 COUNTER reports: JR1, BR1, BR2, DB1 and DB2 but not all Platforms support all of those reports.  On the Platform details page, click the Reports to Load tab to see which reports are supported by the Platform and indicate the reports your library wants to load. 

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2. Load Data

a. Access Load COUNTER Files page

Once you’ve configured your Platform, you can begin to load data.  There are two ways to access the Load COUNTER Files page.  In both cases, you must have Write access to Usage Consolidation – Load COUNTER Files (under EBSCOadmin Security).

1.    Upload – Click the Upload link next to Notes and click the link to Load COUNTER Files.

UC Upload

2.    Platform Details – On the Platform Details Page, you will see a Load Usage link in the InfoBox at the top. 

 Platform details

b. Determining what data to load

The Platforms menu on the Load COUNTER Files page contains only configured Platforms.  Once you have selected a Platform, the Reports menu only contains those reports that your library has selected as reports to load.  These limited menus help guide the user to load only the necessary data. 


The Ready-to-Load filter is a useful tool for determining, with greater precision, which Platforms need to have data loaded.  See the help page for Read-to-Load for more information.

c. Load data manually

There are two ways to load data on the Load COUNTER Files page: manually and automatically (via SUSHI).  If your selected Platform is configured to harvest via SUSHI (as indicated by an active, orange Harvest via SUSHI button), you may want to try that first (see next section for details).

To load data manually, you’ll need to go to the Platform Usage Statistics URL which, if populated on Platform Details, will display as a clickable link on the right hand side of this page.  Log into the Platform, if needed, and follow instructions showing on the Load COUNTER Files page to download the COUNTER files to your machine.  As with Usage Statistics URL, Username and Password, the Instructions will only appear on this page if they have been entered on the Platform Details page.

Once you have downloaded the COUNTER reports you need, you can upload them into Usage Consolidation.  On the left hand side of the page, select the Report type you want to load, click the Browse button, select your file and click Upload.  A green confirmation banner will confirm you file was uploaded.  You can see the status of your loading file in the lower right of the screen under Date/Time Last Load (GMT).

d. Load data automatically via SUSHI

i. Ad hoc SUSHI harvests
If your Platform is configured to harvest via SUSHI (i.e. it has the SUSHI Server URL, Requestor ID and Customer ID populated on Platform Details), select the Report you want and click the orange Harvest via SUSHI button to initiate a SUSHI harvest.  In the popup, specify the date range you’d like and click Harvest File via SUSHI.  The system will automatically request your desired report from the Platform’s SUSHI server.  A green confirmation banner will confirm your request was initiated.  You can see the status of your load in the lower right of the screen under Date/Time Last Load (GMT).

ii. Regular monthly SUSHI harvests
If you have set your Platform to Harvest Automatically via SUSHI (monthly), the system will harvest automatically for you.  No need to do any harvesting on the Load COUNTER Files page unless you want to get a report out of cycle. 

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3. Process Load

a. Locate Load Details page

Once you have loaded your COUNTER file, you will want to take a look at the Load Status and other details on the Load Details page.  There are two ways to access this page:
 

1.    From Load COUNTER Files page – If you are on the Load COUNTER Files page and you want to access the Load Details page for a recent load, click on the Status value link showing in the Date/Time Last Load section.

Load counter


2.    From All COUNTER Loads page – All historical loads are shown on the All COUNTER Loads page.  Clicking Upload > View All Loads brings you to this page where you can click the Status value for any load to access Load Details.

View all Loads

Upload status

b. View Load statistics

The Load Details page contains key load data.  If there was an error with the load, error details will display.  Successful loads will display more information including statistics:

•    Total Records – Number of usage records in file (items x metric type x months)
•    Total Items – Number of items in file (an item is a database or title, depending on the report type)
•    Total matched – Number of items that matched an item in the EBSCO Knowledge Base (matching occurs through our standard matching algorithms and is enhanced by your library’s previous manual matches)
•    Total Ignored – Number of items that were flagged “ignored” by your library in previous loads
•    Exceptions – Number of items that do not have a Knowledge Base match

c. View/Work Exceptions

Usage Consolidation’s powerful integration with other EBSCO products is made possible by matching items in the COUNTER reports to EBSCO’s Knowledge Base.  This matching is mostly automatic with the system learning from your behavior and the behavior of other customers (it remembers and applies previous matches); however, occasionally the system is not able to find a match.

If your load has Exceptions/Unmatched items, you’ll want to match them, if possible, before marking the load "complete".  Click the View/Work Exceptions link to view all the unmatched items and then click on the item (database or title) name to view the details.

i. Review exception
On the COUNTER Item Details page, you can see the item and some of its key metadata from the loaded COUNTER report.  This data can be used to search for a Knowledge Base match.

ii. Search for match
The system will automatically conduct a Knowledge Base search based on the information in the COUNTER report, but you can customize the search, as needed, by modifying the item name or, if it’s a title, by changing the identifier.

iii. Select match
Potential Knowledge Base matches will appear below the Search control.  Review the Knowledge Base details displayed and determine which match is most suitable.  To select your match, you click the radio button next to the Knowledge Base icon and click Select Match.  You can save yourself a click by using One-Click Matching (see help page for more details).

Once your match has been selected, you are automatically taken to the next unmatched item in the list.  Continue matching until all unmatched items are matched.

iv. Ignore exception
Sometimes you can’t find an appropriate match and want to simply ignore the item.  You can move an item to the ignore list by clicking the Ignore Database or Ignore Title button on the COUNTER Item Details page.  You can also ignore multiple items at once from the Loaded Items list page. 

Ignored items and their data will not be visible in the Usage Consolidation reports after the load is marked Complete.

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4. Mark Load Complete

Once you have matched and ignored as many items as possible, you should mark the load "Complete".  This can be done via the popup that displays when there are no remaining unmatched items or via the Status menu on Load Details.

Load complete

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