Overview

Data and statistics

This statistics toolkit has been created to make it easier for you to get the most out of the data you collect.

It has been developed together with a recommended supplementary dataset to help you:

  • collect local staffing, financial and activity data
  • make effective use of this for service improvement and reporting to stakeholders

Purpose of the toolbox

The toolbox can help you if you wonder any of the following.

  • If there was more you could do with your annual statistics returns?
  • That ​you should be collecting something different?
  • How to present statistics to make them work for your service? 

If you do, the toolbox can help.

Contents of the toolbox

NHS England have done extensive research into:

  • what you collect
  • issues with collecting and using data
  • how statistics have been used

These toolbox sections were created from the results of this research.

  • Supplementary dataset - additional data that may be useful to collect.
  • Case studies - a metric to help you produce case studies to show how local or national statistics have made a difference.
  • Infographics - how to display your data visually, with 3 tools and further reading.
  • Dashboards - examples of performance dashboards from health library and knowledge services.
  • Dashboard templates - examples of templates.

Please send feedback and comments to Heather Steele.

Data collection and utilisation

Nationally statistics are used for various reasons.

Staffing data 

  1. Answers questions from Health Education England (HEE) about workforce numbers and staff qualification.
    Electronic Staff Record (ESR) does not provide granularity. For example, distinguishing between Library Assistants and Senior Library Assistants.
  2. Helps managers to make business cases by providing comparative data. For example, number and bands of library assistants.
  3. Checking the profile of the knowledge and library services (KLS) workforce – are we seeing fewer or more para-professional posts? 
  4. Tell us how many training places are needed for Knowledge for Healthcare priorities.
  5. Identify who should be attending Leadership training.

Activity and financial data 

  1. Inform development of the national Knowledge for Healthcare strategy.
  2. Inform national procurement of e-resources.
  3. Support negotiations of the Copyright Licensing Agency (CLA) licence, such as interlibrary loan activity.
  4. Help build model for possible future funding of NHS provided KLS.
  5. Identify which organisations do not receive KLS services.
  6. Trends in inter-library loan activity.
  7. Measure efficiencies through Current Awareness Services (CAS) collaboration.
  8. Monitor trends in user education.
  9. Monitor changes to income streams.
Supplementary dataset

Apart from the national statistics return we do not recommend a minimum as we do not wish to be prescriptive.

However, we do have a supplementary dataset you may use for collection. It is not exhaustive.

Additional valuable statistics

You can find other useful statistics on the NHS Digital website.

Documentation

For the part 1 staffing and part 2 activity statistical returns, and documentation, visit the annual statistical return section.

Submission

Please seek advice from your local HEE LKS lead. 

Excel training

Contact your ICT department (or education department).

There may be some online courses available or courses held at your local college.

Statistics training

This is a very large topic and we cannot be detail them all.

If you have an identified development need, seek out training/support within your organisation or online courses, for example, via edX.

Contact your regional/local CPD leads for advice and support.

Support for statistics

Contact your regional CPD lead for a list of statistics Champions or [email protected] . 

Participation in data collection and analysis

All staff should be involved with the collecting or analysing of statistics. 

We all have a responsibility to ensure that statistics are consistent. If you have an idea, raise it with your manager. 

Metrics

The metrics template has been adapted for the statistics toolkit. 

Leveraging statistics for service enhancement

See our case studies for examples.

Utilising collected information

This depends on what information you have collected, why you’ve collected it and who you are presenting it to.

Please refer to other sections of the statistics toolkit for ideas. 

Effective statistics presentation

There are many ways of presenting your statistics. See the infographics section.

National dashboard

There is no national dashboard at present. 

See examples that other Trusts have used and shared in the dashboards section. 

Creating infographics

See the infographics section.

Accessing case studies

See the statistics and metrics case studies. 

Submitting a case study

Submit via the metrics submissions form.

Benchmarking considerations

Benchmarking should be used with caution as it is not easy to apply. Seek advice before proceeding. 

Available statistics tools

There are various tools available, for example, SPSS or SeekTable. We cannot make recommendations.

You may find NHS Improvement’s Making Data Count website useful.

Data extraction from LMS

Contact your LMS provider for support. 

Data extraction from online resources

Please contact providers for support (for example, Wiley, Ebsco).

NHS costing framework

The costing framework is available for trained users.

Calculating cost per access usage figures

Use COUNTER5 reports.

eResources Usage Statistics webinars are held regularly each year. Check the Knowledge Services Briefings for dates.

Measuring ROI (Return on Investment)

Some useful papers may be found in the Value and Impact toolkit. 

Page last reviewed: 27 November 2023
Next review due: 27 November 2024