debby andreadis, chris barth, scottie cochrane [email protected], [email protected],...
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Debby Andreadis, Chris Barth, Scottie [email protected], [email protected], [email protected]
Collaborative Technical Services Work Redesign at Denison
University & Kenyon College
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Our Context– Denison and Kenyon are members of the Five Colleges of
Ohio consortium (along with: Oberlin, Ohio Wesleyan, & College of Wooster)
– Denison, Kenyon, OWU, and Wooster share an online catalog
– All five college libraries share a joint storage facility
– All are members of OhioLINK
• statewide union catalog of 88 libraries (public, private, research to community colleges)
• direct patron-initiated borrowing from any institution• consortial purchase of 100+ databases
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Timeline – July 1, 2003 to December 15, 2005
July 1-Dec. 31, 2003:Pre-planning task force and grant proposal preparation
January 1-May 15, 2004:Retreat with Project Consultant to launch the project Technical Services Consultant - analysis of current
operations Authority clean-up by outside contractorVision statement of the work we are redesigning due
May 15, 2004
May 15-Aug. 31, 2004:Status report to the Mellon Foundation July 1, 2004Define all work processes being redesigned by August
31, 2004
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Timeline – July 1, 2003 to December 15, 2005 – cont.
Sept. 1-Nov. 1, 2004:Prepare the conceptual plan by November 1, 2004
Nov. 2004-April 30, 2005:Define the rest of the project, including cost estimates
April 30, 2005-Dec. 15, 2005:Implementation begins and takes place in stages
during Summer 2005Conduct final evaluation and assessment of the grant
projectPrepare Final Report to Mellon by December 15, 2005
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The Task Force & Its Charge
• Task Force:Denison (2 librarians,2 support staff) Kenyon (2 librarians, 3 support staff)Consortium system manager
• Charge: Create a robust system for combined library technical services. The focus is on constantly evolving patron information needs, research patterns, and desires. The system will be flexible, transferable, malleable, and adaptable.
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Vision• BE COURAGEOUS!
• Act as a collaborative unit to best serve users at multiple locations
• Provide intellectual representation of collection as a whole
• Foster a culture of staff empowerment that effectively utilizes and rewards individual strengths
• Enable research and development capacity for entire organization
• Appreciate that as we combine our processes, there may be activities best implemented separately
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Work Process Model
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Planning Assumptions and Principles
• a combined collection that is greater than the individual collections
• 24 hour turnaround time in material movement between the two schools
• staff from Denison and Kenyon will become one unit, thereby creating time to devote to managing other formats
• The mainstream of materials’ acquisition will be created and automated to streamline work
• focuses on the typical processes within the whole system
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Recommendations of the Plan• Combined technical service team that will be on the leading edge of technology
and user service
• Combined work processes that enhance efficiency and allow for flexibility to address user needs
• Location independent and expandable work process
• Joint approval plan including cooperative selection, budgeting, and accounting
• Expedited delivery between our campuses
• Paper flows replaced with electronic flows
• Increase the use of vendor provided services
• Concentrate our human capital in areas that we cannot automate
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Hurdles
• Reaching consensus with consortial partners who are not part of the project
• Staff resistance to change, “If it ain’t broke, why fix it?”
• Staffing the central storage facility/tech. services unit with existing folks who don’t want to work in a new location
• Getting staff to let go of the “perfect,” on behalf of the “good”
• Staff learning/training to manage digital information and products in all formats, especially those locally produced
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Advice for Similar Projects• Leadership from the Library Director/Dean is essential, along
with buy-in from her/his superiors on campus.
• Invest the time to prepare a thorough, well-reasoned proposal BEFORE you start planning.
• Consider hiring an experienced consultant to assist the project team, because expertise in managing change is crucial
• Work with a consortial partner IF you share at least one of the following: online catalog, delivery service, or storage facility (preferably all three!)
• BE HONEST about your motives for the project, especially if you’re redesigning with the purpose of saving money and eliminating positions.
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Acknowledgements
• We would like to thank:
- The Mellon Foundation as well as Kenyon College and Denison University for their generous support.