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Jenn Riley
Head, Carolina Digital Library and Archives
UNC-Chapel Hill Library
UNC LIBRARY TECHNOLOGY
INITIATIVE PROPOSAL, REVIEW, AND
APPROVAL PROCESS
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A FAMILIAR STORY (BROADLY TOLD)
Administration’s perspective: Lack of accountability; need to understand the
impact of proposed initiatives on technical
staff.
Front line librarians’
perspective: We’re moving too slowly; I
can’t get the support I need to follow through on
my ideas.
Technical staff’s perspective: We can’t
take on any more.
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It is not enough to have a good
idea.
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Encourage planning and ownershipAllow initiatives under consideration to
be compared to one anotherProvide a (not too burdensome) path for
ideas to reach fruitionEnsure we can commit the resources
necessary to succeed with those initiatives we do prioritize
Deal with all types of library technology initiatives
NEED A PROCESS THAT WILL
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Receive proposal
Assign CDLA facilitator
Post proposal for CDLA/Systems/LT
C review
Report to LTC
Develop full project
proposal/timeline
Develop basic project
plan/timeline
Project/workflow/time
analysis
General estimate of required resources
Identify stakeholders
Preliminary decision on
proposal disposition
Candidate for fast-track approval
Require full LTC review
Approve and proceed
immediately
Report to LTCLTC semiannual review
Compare required
resources to available resources
Place in holding queue for priority if resource
availability changes
Resources become available
before next LTC review
Final decision on proposal disposition
Resources available
Resources not available
NoYes
Require full LTC review
Fast
-tra
ck a
ppro
val
Estimate of required resources
Absorb as part of non-project work
![Page 6: Jenn Riley Head, Carolina Digital Library and Archives UNC-Chapel Hill Library UNC LIBRARY TECHNOLOGY INITIATIVE PROPOSAL, REVIEW, AND APPROVAL PROCESS](https://reader035.vdocument.in/reader035/viewer/2022062802/56649eaa5503460f94baea7d/html5/thumbnails/6.jpg)
Receive proposal
Assign CDLA facilitator
Post proposal for CDLA/Systems/LT
C review
Report to LTC
Develop full project
proposal/timeline
Develop basic project
plan/timeline
Project/workflow/time
analysis
General estimate of required resources
Identify stakeholders
Preliminary decision on
proposal disposition
Candidate for fast-track approval
Require full LTC review
Approve and proceed
immediately
Report to LTCLTC semiannual review
Compare required
resources to available resources
Place in holding queue for priority if resource
availability changes
Resources become available
before next LTC review
Final decision on proposal disposition
Resources available
Resources not available
NoYes
Require full LTC review
Fast
-tra
ck a
ppro
val
Estimate of required resources
Absorb as part of non-project work
“Facilitator” from the Carolina Digital
Library and Archives
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Receive proposal
Assign CDLA facilitator
Post proposal for CDLA/Systems/LT
C review
Report to LTC
Develop full project
proposal/timeline
Develop basic project
plan/timeline
Project/workflow/time
analysis
General estimate of required resources
Identify stakeholders
Preliminary decision on
proposal disposition
Candidate for fast-track approval
Require full LTC review
Approve and proceed
immediately
Report to LTCLTC semiannual review
Compare required
resources to available resources
Place in holding queue for priority if resource
availability changes
Resources become available
before next LTC review
Final decision on proposal disposition
Resources available
Resources not available
NoYes
Require full LTC review
Fast
-tra
ck a
ppro
val
Estimate of required resources
Absorb as part of non-project work
For some initiatives, allow “fast track”
approval.
![Page 8: Jenn Riley Head, Carolina Digital Library and Archives UNC-Chapel Hill Library UNC LIBRARY TECHNOLOGY INITIATIVE PROPOSAL, REVIEW, AND APPROVAL PROCESS](https://reader035.vdocument.in/reader035/viewer/2022062802/56649eaa5503460f94baea7d/html5/thumbnails/8.jpg)
Receive proposal
Assign CDLA facilitator
Post proposal for CDLA/Systems/LT
C review
Report to LTC
Develop full project
proposal/timeline
Develop basic project
plan/timeline
Project/workflow/time
analysis
General estimate of required resources
Identify stakeholders
Preliminary decision on
proposal disposition
Candidate for fast-track approval
Require full LTC review
Approve and proceed
immediately
Report to LTCLTC semiannual review
Compare required
resources to available resources
Place in holding queue for priority if resource
availability changes
Resources become available
before next LTC review
Final decision on proposal disposition
Resources available
Resources not available
NoYes
Require full LTC review
Fast
-tra
ck a
ppro
val
Estimate of required resources
Absorb as part of non-project work
Others get queued up for a big review
every 6 months.
![Page 9: Jenn Riley Head, Carolina Digital Library and Archives UNC-Chapel Hill Library UNC LIBRARY TECHNOLOGY INITIATIVE PROPOSAL, REVIEW, AND APPROVAL PROCESS](https://reader035.vdocument.in/reader035/viewer/2022062802/56649eaa5503460f94baea7d/html5/thumbnails/9.jpg)
Receive proposal
Assign CDLA facilitator
Post proposal for CDLA/Systems/LT
C review
Report to LTC
Develop full project
proposal/timeline
Develop basic project
plan/timeline
Project/workflow/time
analysis
General estimate of required resources
Identify stakeholders
Preliminary decision on
proposal disposition
Candidate for fast-track approval
Require full LTC review
Approve and proceed
immediately
Report to LTCLTC semiannual review
Compare required
resources to available resources
Place in holding queue for priority if resource
availability changes
Resources become available
before next LTC review
Final decision on proposal disposition
Resources available
Resources not available
NoYes
Require full LTC review
Fast
-tra
ck a
ppro
val
Estimate of required resources
Absorb as part of non-project work
Develop a formal project plan.
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Predetermine what’s available: Systems administration tasks Application development Visual design Scanner time Hourly students to digitize Metadata creation Storage etc
Different metrics for different categories10% cap for fast-tracked approval
RESOURCE ALLOCATION
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20 proposals received (including legacy proposals)10 approved as fast-tracked8 approved as full reviewNothing actually rejected
All new proposals submitted at onceNearly all for relatively small things2-month planning phase was
extremely busy
WHAT HAPPENED IN THIS REVIEW CYCLE
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In project plansRequired sectionWhat we got was pretty basic
Of the process Survey of all library staff Focus group with CDLA facilitators Focus group with Systems staff Focus group with Library Technology Council
members Individual interviews with proposers who
volunteered
ASSESSMENT
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Administrators happy with the planning done; see progress; happy to issue approvals
Proposers view process as too burdensomeCurrent fast-track vs. full review setup has
holesPush more justification to the proposal stagePlanning phase isn’t enough for technical
decisions in all casesWe need more assessment trainingResource estimation is even harder than we
thoughtFacilitating proposals is a lot of work!
WHAT WE’VE LEARNED (SO FAR)
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WHAT ABOUT AGILITY?
Photo by radloff. http://www.flickr.com/photos/radloff/6708510227/
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NEXT STEPS TOWARDS SUSTAINABILITY
Photo by Trevor Haldenby. http://www.flickr.com/photos/trevorh/491898939/
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THANK YOU!
These slides:http://www.lib.unc.edu/users/jlriley/presentations/ltc
Process/duke2012.pptx