Themes in Library Themes in Library Technologies Technologies

Calendaring and Events Tools in LibrariesCalendaring and Events Tools in Libraries

PPI (Please Publicize It) Technologies for the Modern LibraryPPI (Please Publicize It) Technologies for the Modern Library

ByBy

Albert Franklin Bakasara KazoobaAlbert Franklin Bakasara Kazooba

Research MethodsResearch Methods

• Observation - First hand experience working Observation - First hand experience working with the calendaring and events software/toolswith the calendaring and events software/tools

• StatisticsStatistics• RSS feeds – Google ReaderRSS feeds – Google Reader• Surveys – Online (surveymonkey.com)Surveys – Online (surveymonkey.com)• Vendor websites – www.evancedsolutions.comVendor websites – www.evancedsolutions.com

IntroductionIntroduction

• The old adage question; “if a tree falls in the The old adage question; “if a tree falls in the forest and there is no one to hear it fall, does it forest and there is no one to hear it fall, does it make a sound?” Well, in this fast-paced make a sound?” Well, in this fast-paced information environment, the answer may as information environment, the answer may as well be a resounding no! Yes, you have taken the well be a resounding no! Yes, you have taken the time to organize the children’s program, staff time to organize the children’s program, staff workshop, team meeting, social event, etc, but if workshop, team meeting, social event, etc, but if it is not publicized, the effort is as good as it is not publicized, the effort is as good as wasted! wasted!

What they are!What they are!

• These are technology tools used by libraries These are technology tools used by libraries to improve visibility and accessibility to to improve visibility and accessibility to library events/services. Overall, each of library events/services. Overall, each of these tools offers a unique way to improve these tools offers a unique way to improve service accessibility to library customers – service accessibility to library customers – both internal and external. both internal and external.

Common FeaturesCommon Features Some of the common features of these tools include – but are not limited to:

• Interactivity – these tools allow customers to interact with the library administrators. For example, most room reservation and event registration systems allow users to submit their individual requests and receive instant feedback.

• User-friendly – most of them are built on easy to use and familiar interfaces, like windows - with many of the same features that customers are already accustomed to.

• Cost-effectiveness – The systems pay for themselves by generating income and saving manpower hours.

• Equipment, Materials, and Cost tracking – These tools also give administrators the ability to track equipment and materials – saving time and money in the process. The three mention in this project, also have record and calculate costs.

• Reports – They generate easy to use records/statistics for administrators that are used to justify funding.

Library Meeting Room Reservation Systems

There are so many calendar tools used to schedule and publicize all sorts of functions in libraries. For this assignment, I have defined three types in this paper, but mainly focused on one category – library meeting room reservation systems.

Evanced Room Reserve System

• Evanced Room Reserve System is a product of Evanced Solutions

• The company also has other library oriented products like Summer Reader and the Evanced Evanced Events Registration SystemEvents Registration System

Major AspectsMajor Aspects

• InteractiveInteractive – the system allows customers to – the system allows customers to submit their individual requests and receive submit their individual requests and receive instant feedback. instant feedback.

• User-friendlyUser-friendly - its built on a windows based - its built on a windows based interface with many of the same features that interface with many of the same features that customers are already used to.customers are already used to.

• Cost-effectiveCost-effective – the system pays for itself in – the system pays for itself in saved manpower hours, record accessibility, and saved manpower hours, record accessibility, and reports accessibility.reports accessibility.

Evanced Events Registration SystemEvanced Events Registration System

• This is another online-based product from This is another online-based product from Evanced Solutions that is commonly used by Evanced Solutions that is commonly used by libraries to schedule training, community libraries to schedule training, community outreach events. Like its sister product above it outreach events. Like its sister product above it has the same interactivity and usability features.has the same interactivity and usability features.

Compliance Suite’s Training Compliance Suite’s Training Management Management

• This is complete training management system This is complete training management system that combines the student registration with that combines the student registration with human resource office and calendar functions. human resource office and calendar functions. Unlike the e-vanced products, this software Unlike the e-vanced products, this software doesn’t have a SAAS component – but it can be doesn’t have a SAAS component – but it can be installed on the library system’s internal installed on the library system’s internal network/intranet. network/intranet.

Main ComponentsMain Components

• Schedule Schedule – the scheduling component of this software allows – the scheduling component of this software allows administrators to manage course particulars like workshop titles, administrators to manage course particulars like workshop titles, trainers’ names and qualifications, and dates and times. trainers’ names and qualifications, and dates and times.

• Employee – Employee – under employee category, administrators access a under employee category, administrators access a summary of the employees training history, which department summary of the employees training history, which department they’re stationed and any other administrative actions. they’re stationed and any other administrative actions.

• Desktop/Calendar – Desktop/Calendar – In addition to functioning as a regular In addition to functioning as a regular scheduling calendar, the calendar interface of this software also scheduling calendar, the calendar interface of this software also integrates links allow for easy navigation between the databases. integrates links allow for easy navigation between the databases.

• Reports – Reports – the software provides an extensive list of reports for the software provides an extensive list of reports for managers to easily access – and if they so choose, they can managers to easily access – and if they so choose, they can customize them, or even create their own reports.customize them, or even create their own reports.

How they fit the modern libraryHow they fit the modern library

All the mentioned software/tools (and All the mentioned software/tools (and numerous others out there) have basic common numerous others out there) have basic common functionalities that make them appealing to the functionalities that make them appealing to the modern library. The major ones being – modern library. The major ones being –

• Saving resources (time and money), Saving resources (time and money), • Helping to decentralize the library information Helping to decentralize the library information

technology (IT) functions, technology (IT) functions, • Improving customer service, and assembling Improving customer service, and assembling

accurate records for administrat.accurate records for administrat.

Implementing these toolsImplementing these tools

• Stakeholder buy-in – to avoid resistance to Stakeholder buy-in – to avoid resistance to change and to provide for an easy transition for change and to provide for an easy transition for older usersolder users

• Training – developing a unique strategy and time Training – developing a unique strategy and time frame for users. Ideally, they should be given frame for users. Ideally, they should be given time to practice with the tool before full time to practice with the tool before full implementation implementation

• Evaluation – Matrixes should be developed early Evaluation – Matrixes should be developed early to provide measurement points for benefitsto provide measurement points for benefits

ObservationsObservations

• The tools have improved customer serviceThe tools have improved customer service• Meeting room usage has almost doubledMeeting room usage has almost doubled• The tools have saved the library system The tools have saved the library system

resources (both time and money)resources (both time and money)• The reservation system had paid for itself in less The reservation system had paid for itself in less

than six months!than six months!

The Usage Numbers The jump in the room reservation numbers at the Prince George’s County Memorial Library System after the switch to the evanced room reservation system. Mainly, because customers can now reserve rooms online even when the library is closed!

Revenue Comparison Chart

Similarly, revenue doubled in the first three months of 2009 – compared to the same months at the

beginning of 2008 6600

2000

1650

2900

1340

3800

DEC

NOV

OCT

SEP

AUG

JUL

JUN

MAY

APR

MAR

FEB

JAN

2008 Revenues 2009 Revenues

SummarySummary

The ability of libraries to adapt to new and emerging The ability of libraries to adapt to new and emerging technologies will be the key for their survival as relevant technologies will be the key for their survival as relevant players in the information age. But as we have shown, players in the information age. But as we have shown, the transition doesn’t need to be painful. In fact the the transition doesn’t need to be painful. In fact the cost-cutting, efficiency, and improved customer cost-cutting, efficiency, and improved customer services are enough incentives for libraries to move services are enough incentives for libraries to move ahead of the curve. Yes, there are many considerations ahead of the curve. Yes, there are many considerations regarding system compatibility, staff training, and even regarding system compatibility, staff training, and even some resistance from an aging librarian and customer some resistance from an aging librarian and customer base – not to mention the budgetary constraints; but base – not to mention the budgetary constraints; but comparing to the cost we’re already paying, a few comparing to the cost we’re already paying, a few dollars can yield unimaginable results!dollars can yield unimaginable results!

Resources Used:Resources Used:

• StatThe Prince George’s County Memorial Library StatThe Prince George’s County Memorial Library System –System –www.pgcmls.infowww.pgcmls.info

• The Evanced Solutions website - The Evanced Solutions website - www.evancedsolutions.comwww.evancedsolutions.com

• Surveys Surveys www.surveymonkey.comwww.surveymonkey.com• The Maryland Education Resources for Library The Maryland Education Resources for Library

(Merlin) site - (Merlin) site - www.merlin.lib.md.uswww.merlin.lib.md.us• *The Google Reeder (RSS) feeds (most of them (on *The Google Reeder (RSS) feeds (most of them (on

this particular subject were blog commentaries were this particular subject were blog commentaries were blog commentaries with no clears citable articles.blog commentaries with no clears citable articles.

Thank youThank you

• Questions?Questions?