topic 2 第二讲： planning and project management 计划及项目管理 peter sidorko, deputy...

Topic 2 第二讲：Planning and Project Management计划及项目管理

Peter Sidorko, Deputy University LibrarianUniversity of Hong Kong LibrariesandDiana Chan, Associate LibrarianCity University of Hong Kong Kong Library

Virtual and Physical Libraries in the 21st Century: Challenges for Library Leaders

Outline 概要 Planning 计划 HKUL planning/project cycle 香港大学图书馆的

计划 / 项目周期 Project Management (Institutional Repository

example) 项目管理 ( 机构典藏的例子 ) Group Assignment 小组作业 Session wrap up – benefits of planning and

project management 本节总结 ─ 计划及项目管理的好处

Planning 计划

Planning 计划 Planning is the conscious predetermination of courses of

action.计划是有意识的预定行动方案

Making things happen that may not have.使可能不会发生的事情发生

Attempting to control the future.尝试控制未来

The function of everybody in the library.图书馆所有人的职能

A process of logical decision making合逻辑的决策过程

Planning for 各方面的计划 : Direction 方向 Consistency 一致性 Innovation 创新 Action 行动

Efficiency 效率 Performance 绩效 Evaluation 评估 Change 转变

Strategic planning 策略规划 Strategic planning is a model of planning that

places greater emphasis on creativity, innovation and intuition, where events are anticipated rather than reacted to.

策略规划是一个更侧重于创造，创新和直觉的计划模式，在此过程中，我们会对事情作出预测而不是作出反应。

Strategic planning steps 策略规划步骤 Establish the ground rules (participation, task force, timeline, etc)

基本规则 ( 参与、工作小组、进度表等等 ) Develop mission statement

立下使命宣言 Conduct an environmental analysis (eg, PETS)

进行环境分析 ( 例如，政治、经济、技术及社会文化 ) Resource analysis (strengths, weaknesses - SWOT)

资源分析 ( 优劣机危 ) Identify strategic issues (library’s future)

找出策略议题 ( 图书馆的未来 ) Define future strategies (where library is going)

定出未来策略 ( 图书馆往哪走？ ) Decide on programs (how to get there – projects)

定出方案 ( 如何到达那裹 ─ 各项计划 ) Implement and plan to evaluate (success?)

实行和计划评估 ( 成功与否？ )

Strategic planning elements策略规划的要素

Mission使命

Mission使命

Vision愿景

Vision愿景

Goals目的

Goals目的

Objectives目标

Objectives目标

Actions, change and innovation through Projects

透过项目而来的行动，转变和创新

Actions, change and innovation through Projects

透过项目而来的行动，转变和创新

The Mission 使命 Establishes the purpose of the organisation:

确定机构存在的目的

Why does the library exist?图书馆为甚么会存在？

?

?

?

?

In Pursuit of its vision, it is HKUL‘s mission to provide collections and services that will enable the University:为了达成愿景，香港大学图书馆立下使命，致力提供馆藏和服务以助大学达到以下目标

To advance constantly the bounds of scholarship, building upon its proud traditions and strengths. 秉承以往卓越传统与优势，不断扩阔学术领域。

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提供全面的教育，充分发展学生的才智及个人潜能，并为社会人士开拓终生学习的机会。 etc, etc 等等

The Vision

Brief, practical, forward-looking statement of desired outcomes简明的、实际的、可预见的目标陈述 :

What will the library

look like in 5 years?

5 年后图书馆会如何 ?

HKUL Vision 香港大学图书馆的愿景 The University of Hong Kong’s Libraries seeks to

sustain and enhance the University’s 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.

香港大学图书馆致力协助大学达成其抱负：香港大学，学术殿堂；追求卓越，科教兴邦；群伦领袖，启向导航；享崇誉于国际，为亚洲之荣光；建科技之宏宇，拓学问之新疆；育才并重德智，树人以作栋梁；得天下英才而施教，授终身学习之良方。

Goals 目的　 Further define and form a critical part of the mission

statement.

进一步确定和构成使命宣言的重要部分

Reflect the general direction of the library.

反应图书馆的整体方向

HKUL Goals (Strategic Directions)香港大学图书馆的目的 ( 策略方向 ) 1. Support academic excellence

提升学术力求卓越2. Support University efforts to expand its global

presence and visibility

提升国际地位与形象 3. Partner with society and serve the community

与社会携手并进，服务社群 4. Develop and support "The University Family”

发展及维系「大学大家庭」的构思

Objectives 目标 Provide measurable outcomes for the

goals.依据目的，制定可测量的成果指标

Means by which goals are seen to be achieved.

让人看得见目的已达成的方法

Objectives should be 目标必须是 : Specific 具体的

who, what, when, where, why, how何人，何事，何时，何地，为何，如何

Measurable 可测量的 , Attainable 可达成的 , Realistic, and 实际的，及 Timed 有时效性的 .

SMART!!

HKUL Goals & Objectives (samples) 香港大学图书馆的目的和目标 ( 例子 )

Goal: Support academic excellence 目的：提升学术力求卓越

Objective: Create a Knowledge Bank which gathers into one online database self help and training materials for patron use. (PROJECT)

目标：设立知识银行将自助及培训资料收集到一个在线数据库供用户使用 ( 项目 )

Goal: Partner with society and serve the Community

目的：与社会携手并进，服务社群Objective: Cooperate with the Faculty of Law in the

creation of an online Hong Kong Basic Law collection. (PROJECT)

目标：与法律学院合作创立在线香港基本法馆藏 ( 项目 )

Objectives 目标 :

… become projects.Projects need managing!

…… 变成项目。项目需要管理！

How do we decide our objectives/projects at HKUL?香港大学图书馆如何设定目标 / 项目？

HKUL planning/project cycle香港大学图书馆的计划 / 项目周期

1 ENVIRONMENTAL SCANNING环境扫描Brainstorming For New Objectives 为新目标集思广益 (PETS, SWOT)

4 Investigations

研究

6 Implementation & Service Modification

执行及改良服务

2 Analysis & Selection of Objectives

分析及选择目标

3 Establishing Project Teams, Outcomes, Timelines,

Budgets设立项目小组，结果，时间进度，经费

5 Recommendations

建议

7 Evaluation and Reporting

评估及报告

Environmental scanning 环境扫描 Libraries operate in unique environments

图书馆在独特的环境中运作 These affect the way a library performs, the services it

provides and the markets in which they operate.这些环境会影响图书馆的表现、提供的服务及其运作的市场。

As these evolve, their impact will vary over time.由于环境的演变，其影响将随时间而变。

Therefore, it is necessary to scan the environment regularly.因此，我们需定期地对环境作出分析。

SWOT analysis as a planning and change tool 优劣机危的分析作为计划及转变的工具 Strengths and Weaknesses (internal) 优势和劣势 ( 内部 ) Opportunities and Threats (external) 机会和危机 ( 外部 )

STRENGTHS

优势WEAKNESSES

劣势

OPPORTUNITIES

机会

S-O (pursue opportunities that fit

strengths)

优势 - 机会 ( 寻求配合优势的机会 )

W-O (overcome weaknesses to pursue

opportunities)劣势 - 机会 ( 克服劣势

寻求机会 )

THREATS

危机

S-T (use strengths to overcome threats)优势 -危机 ( 利用

优势克服危机 )

W-T (reduce impact of weaknesses to reduce

threats)劣势 -危机 (减轻劣势

的影响以降低危机 )

PETS Environmental Scan环境扫瞄 Political 政治 Economic 经济 Technological 技术 Socio-cultural 社会文化

Politicalenvironment

政治环境

EconomicEnvironment

经济环境

Socio-culturalEnvironment 社会文化环境

TechnologicalEnvironment

技术环境 Your

Library你们的图书馆

2003 OCLC Environmental Scan: Pattern Recognition2003 OCLC 的环境透视：认清前景趋势“ provides a high-level view of the information

landscape, intended both to inform and stimulate discussion about future strategic directions”

对信息状况发表深入的见解，以期让读者了解未来策略的方向并激励这方面的讨论

1. Research & learning (Political) landscape研究和教学状况

1. Social landscape 社会状况2. Economic landscape 经济状况 3. Technology landscape 技术状况

http://www.oclc.org/reports/escan/

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.”

通过发扬信息技术的高明用途来促进高等教育 Technologies to Watch观察中的科技 User-Created Content 用户制作内容 Social Networking 社交网络 Mobile Phones 手提电话 Virtual Worlds 虚拟世界 The New Scholarship and Emerging Forms of

Publication 新的学习成果与出版物的发行方式 Massively Multiplayer Educational Gaming

大型多人教育游戏

Brainstorming/scanning for new Objectives/projects集体思考 /审视新的目标或项目 Conducted by each Department 在各部门中进行 Ideas for their department and others

就自己部门及其它部门的构思 Ideas suitable for each of the 4 Goals (strategic

directions) 适合上述４个目的（策略方向）之构思

Environmental scans : HKUL Brainstorming环境扫瞄：港大图书馆的集思

Year年度

Number of ideas generated

构思項目總数

“Just do its” or “Don’t do its”

“尽管去做” 或“不要做”

Accepted into Strategic Plan

纳入策略计划

2002-2005 215 179 36

2006/07 266 239 27

2007/08 240 225 15

How to do a library environmental scan图书馆怎样做环境扫瞄 Find someone else who has done it (eg, OCLC)

找一个曾做过环境扫瞄机构 ( 例如： OCLC） Maintain awareness of professional developments 保持对专业发展的认识

Maintain political awareness (local and beyond)保持政治觉知性（本地及以外的）

Attend conferences, courses, seminars etc参加会议，课程，研讨会

Talk to colleagues与同事讨论

Read lots多阅读

Look at what the competition is doing – borrow liberally.看看竞争环境 – 开放地借鉴

HKUL Staff Activity 港大职员活动

02-03 03-04 04-05 05-06 06-07

International conference国际会议

26 27 27 19 20

Local conference本地会议

7 3 28 49 33

HKUL conference港大图书馆会议

0 9 0 13 25

HKUL Leadership Institute港大图书馆领导研修班

12 15 9 8 8

Courses - formal (degree/diploma etc.)

课程 – 正式学位 / 文凭等）

0 2 1 3 1

Courses – informal(in-house training etc.) 课程 – 非正式内部培训等）

216 79 124 137 286

TOTAL 总计 261 135 189 229 373

1 ENVIRONMENTAL SCANNING环境扫描Brainstorming For New Objectives 为新目标集思广益 (PETS, SWOT)

4 Investigations

研究

6 Implementation & Service Modification

执行及改良服务

2 Analysis & Selection of Objectives

分析及选择目标

3 Establishing Project Teams, Outcomes, Timelines,

Budgets 设立项目小组，结果，时间进度，经费

5 Recommendations

建议

7 Evaluation and Reporting

评估及报告

HKUL planning/project cycle香港大学图书馆的计划 / 项目周期

Remember 请别忘记 :

Objectives become projects.Projects need managing!目标变成项目。项目需要管理 !

Project Management(for an Institutional Repository)

项目管理 ( 机构典藏 )

Project Management 项目管理 Objectives, characteristics, structure

目标 , 特色 , 架构 Project Management 项目管理

Definition 定义 Planning 计划 Implementation 执行 Completion 完成

Group Assignment 小组作业

Objectives of Project Management项目管理的目标 Better skills in managing projects

提高项目管理技巧 Develop realistic timelines

制定实际进程 Manage expectations

管理可预测的事情 Avoid problems with mismanaged projects避免因项目管理不当而产生问题

Better delegation of responsibilities更有效地授予责任

Project characteristics 项目特式 A task of finite duration 有限时间内的任务

Not a permanent activity 并非永久的活动 Produces a new product, service or other

result. 制造一个新的产品，一项新的服务或其它成果 .

Project structure 项目架构 Project leader – the person responsible for the overall

planning execution of the project项目领导 ─ 负责整体计划执行项目的人

Project team – other individuals assigned to work on the project项目小组 ─ 其它获分派项目工作的成员

Champion or sponsor项目负责人或赞助人

Stakeholders相关利益者

Customers顾客

Project Management for an Institutional Repository 机构典藏项目的管理 What is an institutional repository?

甚么是机构典藏？ A “digital collection capturing and

preserving the intellectual output of a single or multi-university community”.

收录及保存个人或大学社区人士的学术成果的数字馆藏- adopted from “The case for institutional repositories: a SPARC

position paper” prepared by Raym Crow. - <http://www.arl.org/sparc/IR/ir.html>

Project Management 项目管理1. Definition 定义2. Planning 计划3. Implementation 执行4. Completion 完成

Definition Planning Implementation Completion

Identification确定项目

Charter (Purpose, objectives, scope and deliverables)项目章程 ( 目的，目标，范围，项目成果 )

Life cycle (phases, kinds of results, major review points) 项目生命周期（阶段，各类结果，重点评估）


Identification 确定项目 To create a scholarly Institutional

Repository创立一个机构典藏


Purpose 目的 To create a permanent record of the

scholarly output of an institution为机构的学术成果建立一个永久的记录


Objectives 目标 To provide long-term access to your scholarly output.

为学术成果提供长期存取的方法 To promote your work and earn recognition for you

and the University. 宣传你们的工作并为图书馆和大学赢取声誉

To provide alternate platform to publish your work in e-format and so gain a wider access.提供另一个平台让作者以电子格式出版著作从而获得更多读者阅览

To serve as a resource to support teaching and learning of the University.作为一项支持大学教学的资源


Scope - academic or research in nature, may include:范围 – 学术或研究性质，可包括 : Journal articles 期刊文章 Conference papers 研讨会论文 Talks and presentations 讲座及演讲 Technical reports 技术报告 Working papers 工作报告 Theses and dissertations 学位论文 Student projects and awards 学生习作及奖项

The format of the files can include text, PDF, powerpoint, picture, photograph, audio and video clipping档案格式可包括文本文件，可携式文件格式， powerpoint ，图画，照片，影音檔


Deliverables 项目成果 Number of items by when 固定时间内完成的成果数量

Annual growth rate 年增长率

Collection growth milestones 馆藏增长的里程碑

Awareness in the university community 大学社区内的认知度

Events 活动 Internal: An Award Certificate Ceremony

对内 : 颁发证书仪式 Internal: Anniversary Celebration

对内 : 周年志庆活动 Internal: Sharing sessions

对内 : 分享会 External: An Annual Meeting for Partners

对外 : 合作伙人年会


Life Cycle 生命周期

Phases 阶段 Each Academic Year as a life cycle 每一学年作为一个生

命周期 Promotion period 宣传期 Collection and harvesting period 採收期 Metadata creation 建置诠释资料 Events 活动

Major Review points 重点评估 Each semester 每学期 What works? (opt out strategy) What doesn’t work?

甚么工作 ? (撤退策略 ) 甚么行不通 ?


Identify tasks 确定任务 Sequencing and developing a timeline

工作排序及制定时间表 Resources 资源


Identify tasks 确定任务 Server setup and software selection 设置伺服器及选择软件

Promotion 宣传 Harvesting and collecting papers from faculty从学院採收著作

Ascertaining archiving right with publishers与出版人核实典藏权

Obtaining approval from authors 取得作者的允诺

Creating metadata, indexing, scanning, uploading建置诠释资料，索引，扫瞄，上载


Identify tasks 确定任务 Server setup and software selection设置伺服器及选择软件

open source software and with OAI-PMH interface

开放源码软件及 OAI-PMH 界面 EPrints and DSpace Fedora

Commercial software

商业软件 CDL on bepress


Identify tasks 确定任务 Promote to faculty/students and University

向学院 / 学生及大学宣传 What to promote – perceived benefits, messages

宣传甚么 – 认知利益，信息 How to promote – Channels, methods,

如何宣传 – 途径，方法 When to promote – periodic, when they file annual

research report甚么时候宣传 – 定期的，当他们将年度研究报告存档的时候


Identify tasks 确定任务 Harvesting and collecting papers from faculty

从学院採收著作 Strategies in collecting papers 收集著作的策略1. Self Submission 自动递交2. Website (Departmental, Personal, RC) 网站3. Library Collection – conference proceedings,

theses, archives 图书馆馆藏 – 研讨会论文集4. Databases, E-journals & Open Access

Publications 资料库 , 电子期刊及开放式存取出版物5. Publishers 出版商6. Liaisons with Faculty & Departments 联络学院

与部门7. Public Relations 公共关系


Identify tasks 确定任务 Ascertaining archiving right with publishers

与出版人核实典藏权 Check with The RoMEO Publisher's Copyright Listings

at SHERPA summarizes many of such policies

可查核 SHERPA 的 RoMEO 计划提供的出版社清单，内有很多这方面政策的描述


Identify tasks 确定任务 Obtaining approval from authors取得作者的允诺

Designing approval form

设计允诺书


Approval Form at CityU城市大学的允诺书 Authors grant the Library

rights to disseminate their works to the university and public by signing an Approval Form作者透过签署允诺书赋予图书馆权力在大学及向公众传播他们的作品

Royalty free免版税

Non-exclusive right非专属权

Identify tasks 确定任务 Creating metadata, indexing, scanning,

uploading建置詮釋資料，索引，扫瞄，上载


Sequencing and developing a timeline工作排序及制定时间表 Gantt chart – a format for displaying schedule information 甘特图 - 展示时间进度的格式

Provides visual clarity and information density提供视觉清晰及具信息密度的效果

Can add or change information in the chart and see the result at once (what if scenarios)可在图表上增加或更改数据，然后即时看到结果 ( 假设分析方案 )

Tracks progress 跟踪进展 Horizontal axis represents time 水平轴代表时间 Vertical axis represents tasks 垂直轴代表任务 Task bars 任务条 Dependency links 依赖连接 Milestone marks 里程碑


Resources 资源 People 人材

System staff, subject/liaison staff, data entry staff系统馆员 , 学科 /联络馆员 , 资料输入员

Equipment 设备 Server, software 伺服器 , 软件

Costs 经费


Follow the plan (Gantt chart) 依照计划 ( 甘特图 )

Communications 沟通 External vs internal promotion

对外与对内的宣传 Within the project team 项目小组内 Regular updates 定期提供最新信息 Develop documentation 建立文件

Guidelines, policies, criteria, procedures, scope, format, access 指引 , 政策 , 准则 , 程序 , 范围 , 形式 , 途径

Monitor need for changes监察改变的需要


banners

pamphlets

posters

Promotion at CityU 城市大学的宣传方式

Sharing Session at CityU城市大学的分享会

Validate success 确证项目成功 Number of items, access and download statistics,

faculty’s participation项目数量，阅览及下载统计，学院参与

Transfer to someone for maintenance转移给负责维修保养的人员 Becomes someone’s regular routine

变成其它人的日常工作 Outstanding issues

未完的议题 Next steps

下一步骤


0

200

400

600

800

1000

1200

1400

1600

1800

May Jul Sep Nov Jan Mar May July Sep

No.

of D

ocum

ents

2003 2004

Collection Growth Milestones at HKUST香港科技大学的馆藏增长里程碑

105 CS technical reports

116 papers from faculty websites

53 patents

110 theses + 211 working papers

96 CS papers

35 papers with publishers' permission

142 conference papers

50 IOP papers

79 Univ. Archives

83 Research Centers

0

50000

100000

150000

200000

250000

2003

-05

2003

-07

2003

-09

2003

-11

2004

-01

2004

-03

2004

-05

2004

-07

2004

-09

2004

-11

2005

-01

2005

-03

2005

-05

2005

-07

2005

-09

2005

-11

2006

-01

2006

-03

2006

-05

2006

-07

2006

-09

2006

-11

2007

-01

2007

-03

I tem Viewed doc. access (robot excluded) doc. access (all)

Note:

"Item viewed": Access to metadata

"doc access (all)": Access to documents

"doc access (robot excluded)": Non-Robot Access to documents

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)香港科技大学的每月机构典藏阅览次数

Source: HKUST Library

Group Assignment小组作业 Imagine your team members are the librarians of

one university library. You need to develop a Gantt Chart for a scholarly institutional repository with the following components and examples:-假设你们的组员是一所大学图书馆的馆员。你们需要以下列的元素和例子制定一个学术机构典藏的甘特图 Tasks, sequencing, timeline, resources任务，工作排序，时间进度，资源

Your team needs to report after 30 minutes贵组需于 30 分钟后报告讨论结果

Key lessons:Benefits of planning and

projects重要经验：计划及项目的好处

Planning provides 计划可提供 : organisational direction

组织的方向 consistency within the organisation

组织内的一致性 an opportunity staff involvement in their future 员工参与未来发展的机会

an opportunity for staff to share values, ideas etc 员工分享价值，意见的机会

transparency within the library and beyond 馆内外的透明度

a framework for financial expenditure财政支出的结构

a framework for decision making决策制定的架构

Planning 计划 :

Provides a framework for evaluation 提供评估的架构 Service 服务 Staff 员工

Allows for continuity in development 容许持续发展 Enlists support of stakeholders 獲得相关利益者支持 Enables innovation through 透过下列方式促进创新

environmental scanning and brainstorming环境透视及集思广益

new projects 新项目 A catalyst for continuous, sustainable change

不间断的，持续转变的催化剂

Better skills in managing projects提高项目管理技巧

Develop realistic timelines 建立实际时间表 Manage expectations 管理期望 Avoid problems with mismanaged projects避免因项目管理不当而产生问题

Better delegation of responsibilities更有效地授予责任

Benefits of project management:项目管理的好处

Benefits of project management:项目管理的好处 Applies structured techniques to facilitate

a more efficient approach to planning an executing a project运用建构技巧以助采取更有效的方法去计划和执行项目

Applies organizational structure运用组织架构

A more analytic approach更着重分析的方法

Thank You!

Peter and Diana

topic 2 第二讲： planning and project management 计划及项目管理 peter sidorko, deputy...

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