- 1. Topic 2 Planning and Project Management Peter Sidorko ,
Deputy University Librarian University of Hong Kong Libraries and
Diana Chan , Associate Librarian City University of Hong Kong Kong
Library Virtual and Physical Libraries in the 21st Century:
Challenges for Library Leaders
2. Outline
- HKUL planning/project cycle /
- Project Management (Institutional Repository example) ( )
- Session wrap up benefits of planning and project
management
3. Planning 4. Planning
- Planning is the conscious predetermination of courses of
action.
- Making things happen that may not have.
- Attempting to control the future.
- The function of everybody in the library.
- A process of logical decision making
5. Planning for :
6. Strategic planning
- Strategic planningis a model of planning that places greater
emphasis on creativity, innovation and intuition, where events are
anticipated rather than reacted to.
7. Strategic planning steps
- Establish the ground rules (participation, task force,
timeline, etc)
- Develop mission statement
- Conduct an environmental analysis (eg, PETS)
- Resource analysis (strengths, weaknesses - SWOT)
- Identify strategic issues (librarys future)
- Define future strategies (where library is going)
- Decide on programs (how to get there projects)
- Implement and plan to evaluate (success?)
8. Strategic planning elements Mission Vision Goals Objectives
Actions, change and innovationthrough Projects 9. The Mission
- Establishes the purpose of the organisation:
Why does the library exist? ? ? ? ? 10. In Pursuit of its
vision, it is HKULs mission to provide collections and services
that will enable the University:
- To advance constantly the bounds of scholarship, building upon
its proud traditions and strengths.
- To provide a comprehensive education, developing fully the
intellectual and personal strengths of its students while
developing and extending lifelong learning opportunities for the
community
11. The Vision
- Brief, practical, forward-looking statement of desired
outcomes
What will the librarylook like in 5 years?5 ? 12. HKUL
Vision
- The University of Hong Kongs Libraries seeks to sustain and
enhance the Universitys excellence as an institution of higher
learning, as a pre-eminent international university in Asia, and to
provide outstanding teaching and world-class research support
collections and services so as to produce well-rounded graduates
with lifelong abilities to provide leadership within the societies
they serve.
13. Goals
- Further define and form a critical part of the mission
statement.
Reflect the general direction of the library. 14. HKUL Goals
(Strategic Directions) ( )
- Support academic excellence
- Support University efforts to expand its global presence and
visibility
- Partner with society and serve the community
- Develop and support "The University Family
15. Objectives
- Provide measurable outcomes for the goals.
Means by which goals are seen to be achieved. 16. Objectives
should be :
-
- who, what, when, where, why, how
SMART!! 17. HKUL Goals & Objectives (samples) ( )
- Goal: Support academic excellence
-
- Objective: Create a Knowledge Bank which gathers into one
online database self help and training materials for patron
use.(PROJECT)
- Goal: Partner with society and serve the Community
-
- Objective: Cooperate with the Faculty of Law in the creation of
an online Hong Kong Basic Law collection.(PROJECT)
18. Objectives : become projects. Projects need managing! How do
we decide ourobjectives/projects at HKUL? / 19. HKUL
planning/project cycle / 20. 1 ENVIRONMENTAL SCANNING
BrainstormingFor New Objectives (PETS, SWOT) 4 Investigations 6
Implementation &ServiceModification 2 Analysis &Selection
of Objectives 3 Establishing Project Teams,Outcomes,
Timelines,Budgets 5 Recommendations 7 Evaluationand Reporting 21.
Environmental scanning
- Libraries operate in unique environments
- These affect the way a library performs, the services it
provides and the markets in which they operate.
- As these evolve, their impact will vary over time.
- Therefore, it is necessary toscanthe environment regularly
.
22. SWOT analysisas a planning and change tool
- Strengths and Weaknesses (internal) ( )
- Opportunities and Threats (external) ( )
23. W-T(reduce impact of weaknesses to reduce threats) - ( )
S-T(use strengths to overcome threats) - ( ) THREATS W-O(overcome
weaknesses to pursue opportunities) - ( ) S-O(pursue opportunities
that fit strengths) - ( ) OPPORTUNITIES WEAKNESSES STRENGTHS 24.
PETS Environmental Scan
25. Your Library Political environment Economic Environment
Socio-cultural Environment Technological Environment 26. 2003 OCLC
Environmental Scan: Pattern Recognition 2003 OCLC
- provides a high-level view of the information landscape,
intended both to inform and stimulate discussion about future
strategic directions
- Research & learning (Political) landscape
http://www.oclc.org/reports/escan/ 27. Horizon Report, 2007 (NMC
& EDUCAUSE)
- seeks to identify and describe emerging technologies likely to
have a large impact on teaching, learning, or creative expression
within higher education.
-
- The New Scholarship and Emerging Forms of Publication
-
- Massively Multiplayer Educational Gaming
28. Brainstorming/scanning for new Objectives/projects /
- Conducted by each Department
- Ideas for their department and others
- Ideas suitable for each of the 4 Goals (strategic
directions)
29. Environmental scans : HKUL Brainstorming 15 225 240 2007/08
27 239 266 2006/07 36 179 215 2002-2005 Accepted into Strategic
Plan Just do its or Dont do its Number of ideas generated Year 30.
How to do a library environmental scan
- Find someone else who has done it (eg, OCLC)
- Maintain awareness of professional developments
- Maintain political awareness (local and beyond)
- Attend conferences, courses, seminars etc
- Look at what the competition is doing borrow liberally.
31. 373 229 189 135 261 TOTAL 286 137 124 79 216 Courses
informal (in-house training etc.) 1 3 1 2 0 Courses - formal
(degree/diploma etc.) / 8 8 9 15 12 HKUL Leadership Institute 25 13
0 9 0 HKUL conference 33 49 28 3 7 Local conference 20 19 27 27 26
International conference 06-07 05-06 04-05 03-04 02-03 HKUL Staff
Activity 32. HKUL planning/project cycle / 1 ENVIRONMENTAL SCANNING
BrainstormingFor New Objectives (PETS, SWOT) 4 Investigations 6
Implementation &ServiceModification 2 Analysis &Selection
of Objectives 3 Establishing Project Teams,Outcomes,
Timelines,Budgets 5 Recommendations 7 Evaluationand Reporting 33.
Remember : Objectives become projects. Projects need managing! !
34. Project Management (for an Institutional Repository) ( ) 35.
Project Management
- Objectives, characteristics, structure
36. Objectives of Project Management
- Better skills in managing projects
- Develop realistic timelines
- Avoid problems with mismanaged projects
- Better delegation of responsibilities
37. Project characteristics
- A task of finite duration
- Produces a new product, service or other result . .
38. Project structure
- Project leader the person responsible for the overall planning
execution of the project
- Project team other individuals assigned to work on the
project
39. Project Management for an Institutional Repository
- What is an institutional repository?
- A digital collection capturing and preserving the intellectual
output of a single or multi-university community.
-
- adopted from The case for institutional repositories: a SPARC
position paperprepared by Raym Crow.
-
- < http:// www.arl.org/sparc/IR/ir.html >
40. 41. Project Management
Definition Planning Implementation Completion 42.
- Charter (Purpose, objectives, scope and deliverables)
- Life cycle (phases, kinds of results, major review points)
Definition Planning Implementation Completion 43.
-
- To create a scholarlyInstitutional Repository
Definition Planning Implementation Completion 44.
-
- To create apermanent recordof the scholarly output of an
institution
Definition Planning Implementation Completion 45.
-
- To provide long-termaccessto your scholarly output.
-
- Topromoteyour work and earn recognition for you and the
University.
-
- To provide alternate platform to publish your work
ine-formatand so gain a wider access.
-
- To serve as aresourceto support teaching and learning of the
University.
Definition Planning Implementation Completion 46.
- Scope- academic or research in nature, may include:
-
- Student projectsand awards
-
- The format of the files can include text, PDF, powerpoint,
picture, photograph, audio and video clipping
Definition Planning Implementation Completion 47.
-
- Collection growthmilestones
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- Awarenessin the university community
-
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- Internal: An Award Certificate Ceremony
-
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- Internal: Anniversary Celebration
-
-
- Internal: Sharing sessions
-
-
- External: An Annual Meeting for Partners
Definition Planning Implementation Completion 48.
-
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- Each Academic Year as a life cycle
-
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- Collectionand harvesting period
-
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- What works? (opt out strategy) What doesnt work?
Definition Planning Implementation Completion 49.
- Sequencing and developing a timeline
Definition Planning Implementation Completion 50.
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- Server setup andsoftwareselection
-
- Harvesting andcollectingpapers from faculty
-
- Ascertainingarchiving rightwith publishers
-
- Obtainingapprovalfrom authors
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- Creatingmetadata , indexing, scanning, uploading
Definition Planning Implementation Completion 51.
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- Server setup andsoftwareselection
-
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- open source software and withOAI-PMHinterface
Definition Planning Implementation Completion 52.
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- Promoteto faculty/students and University
-
-
- Whatto promote perceived benefits, messages
-
-
- Howto promote Channels, methods,
-
-
- Whento promote periodic, when they file annual research
report
Definition Planning Implementation Completion 53.
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- Harvesting andcollectingpapers from faculty
-
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- Strategiesin collecting papers
-
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- Website (Departmental, Personal, RC)
-
-
- Library Collection conference proceedings, theses,
archives
-
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- Databases, E-journals & Open Access Publications ,
-
-
- Liaisons with Faculty & Departments
Definition Planning Implementation Completion 54.
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- Ascertainingarchiving rightwith publishers
-
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- Check with TheRoMEOPublisher's Copyright Listings at SHERPA
summarizes many of such policies
Definition Planning Implementation Completion 55. 56.
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- Obtainingapprovalfrom authors
Definition Planning Implementation Completion 57. Approval Form
at CityU
- Authors grant the Library rights to disseminate their works to
the university and public by signing anApproval Form
58.
-
- Creatingmetadata , indexing, scanning, uploading
Definition Planning Implementation Completion 59.
- Sequencing and developing a timeline
-
- Gantt charta format for displaying schedule information
-
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- Provides visual clarity and information density
-
-
- Can add or change information in the chart and see the result
at once (what if scenarios)
-
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- Horizontal axis represents time
-
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- Vertical axis represents tasks
Definition Planning Implementation Completion 60. 61.
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- System staff, subject/liaison staff, data entry staff
Definition Planning Implementation Completion 62.
- Follow the plan (Gantt chart)
-
- External vs internal promotion
-
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- Guidelines, policies, criteria, procedures, scope, format,
access
Definition Planning Implementation Completion 63. Promotion at
CityU banners pamphlets posters 64. Sharing Session at CityU
65.
-
- Numberof items,accessanddownloadstatistics,facultys
participation
- Transfer to someone formaintenance
-
- Becomes someones regular routine
Definition Planning Implementation Completion 66. Collection
Growth Milestones at HKUST 105 CS technical reports 116 papers from
faculty websites 53 patents 110 theses + 211 working papers96 CS
papers 35 papers with publishers' permission 142 conference papers
50 IOP papers 79 Univ. Archives 83 Research Centers 67. Note:"Item
viewed": Access to metadata "doc access (all)": Access to documents
"doc access (robot excluded)": Non-Robot Access to documents
Monthly Access at HKUST IR ( May 03 to Jan 07) Source: HKUST
Library 68. Group Assignment
- Imagine your team members are the librarians of one university
library. You need to developa Gantt Chart for a scholarly
institutional repositorywith the following components and
examples:-
-
- Tasks, sequencing, timeline, resources
- Your team need sto report after30minutes
69. Key lessons: Benefits of planning and projects 70. Planning
provides :
- consistencywithin the organisation
- an opportunitystaff involvementin their future
- an opportunity for staff toshare values, ideasetc
- transparencywithin the library and beyond
- a framework forfinancial expenditure
- a framework fordecision making
71. Planning :
- Provides a framework forevaluation
- Allows for continuity indevelopment
- Enlistssupport of stakeholders
-
-
- environmental scanning and brainstorming
- A catalyst forcontinuous, sustainable change
72.
- Better skills in managing projects
- Develop realistic timelines
- Avoid problems with mismanaged projects
- Better delegation of responsibilities
Benefits of project management: 73. Benefits of project
management:
- Applies structured techniques to facilitate a more efficient
approach to planning an executing a project
- Applies organizational structure
74. Thank You! Peter and Diana