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ACRL Work Redesign Poster Slides

Presentation on the joint technical services redesign of Denison University and Kenyon College, presented at ACRL in 2005.

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ACRL Work Redesign Poster Slides

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