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)

Identification

To create a scholarlyInstitutional Repository

Purpose

To create apermanent recordof the scholarly output of an institution

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.

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

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

- :

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?

- ? ( ) ?

Identify tasks

Sequencing and developing a timeline

Resources

Identify tasks

Server setup andsoftwareselection

Promotion

Harvesting andcollectingpapers from faculty

Ascertainingarchiving rightwith publishers

Obtainingapprovalfrom authors

Creatingmetadata , indexing, scanning, uploading

Identify tasks

Server setup andsoftwareselection

- open source software and withOAI-PMHinterface

- OAI-PMH

- - EPrints and DSpace

- - Fedora

- Commercialsoftware

- - CDL on bepress

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

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

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

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

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

topic 2 planning and project management

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