saying goodbye to the electronic resources fund
DESCRIPTION
The literature and discussion regarding library budgets usually focusses on methods and formulas for allocating funds among the different subject areas. However, little attention is being paid to the structure of the funds within those subject areas. This presentation will introduce new concepts and a new way of thinking about the Library budget as more than just a way of spending funds, but also as a tool for planning and reporting, for both management and selectorsTRANSCRIPT
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Saying goodbye to the “electronic resources” fund: Restructuring the library budget for
the age of e-resources
Maria SavovaCollection Management & Digital Integration Librarian
Nov 8, 2013
http://www.dreamstime.com
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Five undergraduate colleges and two
graduate universities
One Library with single location and
budget
All seven academic institutions
contribute to the Library’s budget as
a consortium
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What will this presentation offer?
What is a Library Materials budget and what
do we need it to be
What kind of funds we need in order for the
budget to fulfill its purpose
New concepts and a new way of thinking
about the Library budget as a tool for planning
and reporting, for both management and
selectors
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Library’s budget
Operations budget
Materials budget
Collections – divided by
subject/discipline
Collections support
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What is a budget?
A budget provides a focus for an organization, as it aids the coordination of activities, allocation of resources, and direction of activity, and facilitates control.
budget. (2009). In BUSINESS: The Ultimate Resource. Retrieved from http://www.credoreference.com/entry/ultimatebusiness/budget
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What is a budget?
Budgeting has two primary functions: planning and control.
Budgets and Budgeting. (2002). In L. C. Hillstrom & K. Hillstrom (Eds.), Encyclopedia of Small Business (2nd ed., Vol. 1, pp. 106-113). Detroit: Gale. Retrieved from http://go.galegroup.com/
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Purpose of a budget
Planning of activity
Allocation of resources
Control of resources
Communicating of the planning
Visibility of the organization’s
performance
Accountability
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Reporting
Annual survey data for various
associations
Internal assessment activity for Library
management
Justifying funding request before our
constituencies and funding bodies -
(University/College/City) Administration
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The traditional Library budget funds
Books
Journals
Standing orders
Media
Electronic resources
material type
material type
nature of spending
material type
material format
http://www.flickr.com/photos/86530412@N02/7932571974/
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The “Electronic resources” fund
http://www.flickr.com/photos/walkn/3812703999/
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Challenges with current budget structure
Hard to plan purchases if part of the fund is
committed to ongoing expenditures
We need to be able to (more easily) track
overall increase in ongoing commitments
We need to consistently charge the same type
of expenditures on the same fund
We need to be able to not only track, but also
plan expenditures per material type
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Annual survey data we report
Purchases of Books, Serial Backfiles, and Other
Materials
Electronic Expenditures
Audiovisual Expenditures
Ongoing Commitments to Serials Subscriptions
Ongoing Commitments to Serials Subscriptions
(Electronic)
Books Added By Purchase
E-journals - Current Titles Received
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New budget structure
Discipline
Material type
Nature of spending
Material format
http://www.dreamstime.com
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Disciplines
ah – Arts and Humanities
ss – Social Sciences
st – Science and Technology
as – Asian Studies
sc – Special Collections
md - Multidisciplinary
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Material type Material format
b - Books
j - Journals and
journal databases
n - Non-journal
databases
m - Media
p - Print / physical
e - Electronic
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Nature of spending
o - Ongoing
a - Approval Plan autoship
s - Standing orders
Unmediated demand driven
f - Firm/outright purchases
Without librarian intervention
With librarian intervention
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Books
Electronic
Firm orders Autoship Standing orders DDA?
Firm orders Standing orders Ongoing
subscriptions DDA?
http://www.canstockphoto.com
www.fernandobiz.com
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Journals and journal databases
Electronic
Ongoing subscriptions
Ongoing subscriptions
Firm orders
http://www.flickr.com/photos/thefirebottle/122895549/
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Non-journal Media databases
Electronic
Ongoing subscriptions Firm orders
Physical
Firm orders
http://www.flickr.com/photos/elgrandee/3217549652/
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Our new fund codes
ahbap Discipline Material Nature of Material (ah) type spending format
(book) (autoship) (print)
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The whole list per discipline
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Re-mapping
Books – xxbfp, xxbap
Journals - xxjop
Standing orders – xxbsp
Media - xxmfp
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The late “Electronic resources” fund
E-books xxboe - Ongoing: e-book collections subscriptions, hosting
fees for packages xxbfe - Firm: e-book packages, individual e-book
purchases xxbse – E-book standing orders
E-journals and journal databases xxjoe - Ongoing: subscriptions, hosting fees/maintenance xxjfe - Firm: backfiles, individual article purchases
Non-journal databases xxnoe - Ongoing: subscriptions, hosting fees/maintenance xxnfe - Firm: datasets, one-time primary sources, etc.
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Allocating
Example: SS fund has $1,000,000 total for FY14
Books – 23% Print (firm, autoship, standing orders, DDA) E-books (firm, ongoing, standing orders, DDA)
Media – 0.5% Journal content – 46.5%
Print Electronic (firm, ongoing)
Non-journal databases – 30% Firm vs. ongoing
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Allocating ongoing vs. firm
Total = Previous year appropriation + % increase
Ongoing = Previous year expenditure* overall subscriptions increase (~4.5%) + any additions (new subscriptions or hosting fees for purchases)
Firm = Total – ongoing
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Allocating ongoing vs. firm
FY14:
Total: $320,000 for non-journal databases
Ongoing: $310,000
Firm: $10,000 (3.13%)
FY15:
Total = $320,000 + 2% increase = $326,400
Ongoing = $310,000 + 4.5% increase + $450 hosting fee =
$324,400
Firm = $326,400 - $324,400 = $2,000 (0.6%)
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Take-aways
Planning and controlling budget expenditures in a transparent and consistent way is essential!
Modifying our Materials budget structure to account for the three critical aspects of library materials expenditure, in addition to discipline/subject, could give us the tools we need in order to succeed.