topic 2 planning and project management

• 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

• Planning

• HKUL planning/project cycle /

• Project Management (Institutional Repository example) ( )

• Group Assignment

• 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 :

• Direction

• Consistency

• Innovation

• Action

• Efficiency

• Performance

• Evaluation

• Change

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

• • etc, etc

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 :

• S pecific

• • who, what, when, where, why, how

• M easurable ,

• A ttainable ,

• R ealistic ,and

• T imed .

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

• Political

• Economic

• Technological

• Socio-cultural

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

• Social landscape

• Economic landscape

• Technology 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.

• Technologies to Watch

• • User-Created Content

• • Social Networking

• • Mobile Phones

• • Virtual Worlds

• • 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)

• ( OCLC

• Maintain awareness of professional developments

• Maintain political awareness (local and beyond)

• Attend conferences, courses, seminars etc

• Talk to colleagues

• Read lots

• 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

• , ,

• Project Management

• • Definition

• • Planning

• • Implementation

• • Completion

• Group Assignment

36. Objectives of Project Management

• Better skills in managing projects

• Develop realistic timelines

• Manage expectations

• Avoid problems with mismanaged projects

• Better delegation of responsibilities

37. Project characteristics

• A task of finite duration

• • • Not a permanent activity

• 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

• Champion or sponsor

• Stakeholders

• Customers

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

Definition Planning Implementation Completion 42.

• Identification

• Charter (Purpose, objectives, scope and deliverables)

• ( )

• Life cycle (phases, kinds of results, major review points)

Definition Planning Implementation Completion 43.

• Identification

• • To create a scholarlyInstitutional Repository

Definition Planning Implementation Completion 44.

• Purpose

• • To create apermanent recordof the scholarly output of an institution

Definition Planning Implementation Completion 45.

• Objectives

• • 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:

• :

• • Journal articles

• • Conference papers

• • Talks andpresentations

• • Technicalreports

• • Working papers

• • Thesesand dissertations

• • Student projectsand awards

• • The format of the files can include text, PDF, powerpoint, picture, photograph, audio and video clipping

• • powerpoint

Definition Planning Implementation Completion 47.

• Deliverables

• • Numberof items bywhen

• • Annualgrowth rate

• • Collection growthmilestones

• • Awarenessin the university community

• • Events

• • • Internal: An Award Certificate Ceremony

• • • :

• • • Internal: Anniversary Celebration

• • • :

• • • Internal: Sharing sessions

• • • :

• • • External: An Annual Meeting for Partners

• • • :

Definition Planning Implementation Completion 48.

• Life Cycle

• • Phases

• • • Each Academic Year as a life cycle

• • • Promotionperiod

• • • Collectionand harvesting period

• • • Metadatacreation

• • • Events

• • Major Review points

• • • Each semester

• • • What works? (opt out strategy) What doesnt work?

• • • ? ( ) ?

Definition Planning Implementation Completion 49.

• Identify tasks

• Sequencing and developing a timeline

• Resources

Definition Planning Implementation Completion 50.

• Identify tasks

• • Server setup andsoftwareselection

• • Promotion

• • Harvesting andcollectingpapers from faculty

• • Ascertainingarchiving rightwith publishers

• • Obtainingapprovalfrom authors

• • Creatingmetadata , indexing, scanning, uploading

Definition Planning Implementation Completion 51.

• Identify tasks

• • Server setup andsoftwareselection

• • • open source software and withOAI-PMHinterface

• • • OAI-PMH

• • • • EPrints and DSpace

• • • • Fedora

• • • Commercialsoftware

• • • • CDL on bepress

Definition Planning Implementation Completion 52.

• Identify tasks

• • 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.

• Identify tasks

• • Harvesting andcollectingpapers from faculty

• • • Strategiesin collecting papers

• • • Self Submission

• • • Website (Departmental, Personal, RC)

• • • Library Collection conference proceedings, theses, archives

• • • Databases, E-journals & Open Access Publications ,

• • • Publishers

• • • Liaisons with Faculty & Departments

• • • Public Relations

Definition Planning Implementation Completion 54.

• Identify tasks

• • Ascertainingarchiving rightwith publishers

• • • Check with TheRoMEOPublisher's Copyright Listings at SHERPA summarizes many of such policies

• • • SHERPA RoMEO

Definition Planning Implementation Completion 55. 56.

• Identify tasks

• • Obtainingapprovalfrom authors

• • • Designing approval form

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

• Royalty free

• Non-exclusive right

58.

• Identify tasks

• • Creatingmetadata , indexing, scanning, uploading

Definition Planning Implementation Completion 59.

• Sequencing and developing a timeline

• • Gantt charta format for displaying schedule information

• • -

• • • Provides visual clarity and information density

• • • Can add or change information in the chart and see the result at once (what if scenarios)

• • • ( )

• • • Tracks progress

• • • Horizontal axis represents time

• • • Vertical axis represents tasks

• • • Task bars

• • • Dependency links

• • • Milestone marks

Definition Planning Implementation Completion 60. 61.

• Resources

• • People

• • • System staff, subject/liaison staff, data entry staff

• • • , / ,

• • Equipment

• • • Server, software ,

• • Costs

Definition Planning Implementation Completion 62.

• Follow the plan (Gantt chart)

• ( )

• Communications

• • External vs internal promotion

• • Within the project team

• • Regular updates

• • Developdocumentation

• • • Guidelines, policies, criteria, procedures, scope, format, access

• • • , , , , , ,

• Monitor need for changes

Definition Planning Implementation Completion 63. Promotion at CityU banners pamphlets posters 64. Sharing Session at CityU 65.

• Validate success

• • Numberof items,accessanddownloadstatistics,facultys participation

• Transfer to someone formaintenance

• • Becomes someones regular routine

• Outstanding issues

• Next steps

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

• 30

69. Key lessons: Benefits of planning and projects 70. Planning provides :

• organisationaldirection

• 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

• • Service

• • Staff

• Allows for continuity indevelopment

• Enlistssupport of stakeholders

• Enablesinnovationthrough

• • • environmental scanning and brainstorming

• • • new projects

• A catalyst forcontinuous, sustainable change

72.

• Better skills in managing projects

• Develop realistic timelines

• Manage expectations

• 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

• A more analytic approach

74. Thank You! Peter and Diana