STRATEGIC PLANNING PSZ 2007 PERPUSTAKAAN SULTANAH ...

1

KRA ACTION KPI RESPONSIBLEDEPT.

IInntteerrpprreettnnaattiioonnaallddeevveellooppmmeennttnneeeeddss,, LLPPUUgguuiiddeelliinneess,,MMOOHHEE ppoolliicciieessaass iinnppuuttss ttoo UUTTMMssttrraatteeggiicc ppllaannss

(BSC-F)

AAnnaallyyzzee aanndd eevvaalluuaattee ttoo pprroovviiddeessttrraatteeggiicc iinnffoorrmmaattiioonn

Prepare proposal to get additional fund to supportnew activities

Analyze of:

Effectiveness of collectionaccording to the usage

Balanced and adequatecollections according tosubject

Increment of 20% of existing budget – including all library activities

Increased of 28.44% of 2007 Budget Allocation

Total budget of the library collections are RM 13,5000,00.00. Consist of book ( RM 4,500,000.00)and Journal (RM 9,000,000.00)

Dec 2007 (All type of collection)

40 % (3762 records) from 9407 records have been checked and reviewed under reference collection(wr and r). 115 new titles listed for suggestion.

Dec 2007 - 95% for new courses/programs as well as the existingfaculties/departments

Revision of reference collection and open access have been conducted. Suggestions on new titleshave been submitted to KBS continuously.

PKP

JBS

JPM

JBS

PSZ CityCampus KL

STRATEGIC PLANNING PSZ 2007 PERPUSTAKAAN SULTANAH ZANARIAH

KEY RESULT AREA ( KRA ) January – December 2007

2


Effectiveness of Digital Library System

Provide materials for new courses offered at KST by having books exhibition, visit to ware house / book fair and distribution of books catalogue from vendors.

June & Dec 2007

Study on the various Digital Library System such as Unicorn, Millenium, Vubis, Virtua, Voyager Demonstration on Sirsi Dynix (Unicorn) LMS at PSZ on 22nd February 2007 Visited Petronas Library at KLCC, KL – briefing on Millenium Library Management System -September 27, 2007

Library Application Module & INFOLAN2 :

Library Skill Classes – no report submitted to SAMA Academic Forum - Increased of a total of 242 registrations. Up to Dec. 2007, an Increase of 354 registrations. Total 596 registrations. Online Reference Desk - submitted 28 reports on module to SAMA. INFOLAN2 - Interval/scheduled inspection carried out. Submitted around 23 reports on Infolan2 to SAMA or via phone to JBA

PSZ CityCampus KL

JBA

JPM

3


Establish operating plans & resource allocation principles

Review current budget allocation to align with current students’ population.

A balanced operations budget, with over or under expenditure within 5% of budget (2007)

91.60 % has been achieved.

Total budget of the library collections are RM 13,5000,00.00. Consist of book ( RM 4,500,000.00) and Journal (RM 9,000,000.00

PKP

JBS

IInntteerrpprreettnnaattiioonnaallddeevveellooppmmeennttnneeeeddss,, LLPPUUgguuiiddeelliinneess,,MMOOHHEE ppoolliicciieessaass iinnppuuttss ttoo UUTTMMssttrraatteeggiicc ppllaannss

(BSC-F)

Determine strategic planning objectives of faculties.

Review and refine new collection to be in line with new faculty development.

e.g Entrepreneurship program, human capital development and life-long learning.

80% - ordering of suggested titles in that field

Acquired Jan-Dec 2007 : 100% items/materials has been reviewed

95% for all suggested titles has been processed

JBS

4


Proper utilization of resources

(BSC-F)

Proper management of resources

Manage expenditureeffectively

Increase monitoring and security system – add more CCTV

Redirection of funding due to changing business processes

More flexible/liquidity ofTabung Amanah

Proper management of disposed equipment/items for auction

Practicing financial procedure in compliance with policies of the Treasury and UTM Bursar Office

Fully committed at least 90% by Oct 2007 61.70% has been achieved until Oct 2007

1 budget proposal for collection areas (all levels) One-Off application has been submitted on January 2007

within 5% of budgetFunding from “ Tabung Amanah” is not requiredsince the management budget is sufficient.

1 proposal – for RFID Working paper has been presented in MesyuaratJawatankuasa Eksekutif PSZ Bil.3/2007.

Twice a yearMesyuarat Pelupusan has been conducted onJune and October 2007.Submission of Disposed Equipments by JBA to PKPon 22.5.2007, 12.6.2007, 6.11.2007

100% compliance with UTM internal audit. According to guidelines laid out.

According to the Treasury and UTM Bursar Office Policies - Policy refered by JBA Pekeliling

Bendahari Bil 2/2000: Aturcara Perolehan Universiti

PKP

PKP

PKP

JPM

PengerusiPelupusan &

AllDepartments

AllDepartments

5


Budget allocation should be transparent and informed to relevant department/faculties

Twice a year Has been quarterly distribute to relevantdepartment/faculties – March, June, September & December via email and letters

JBS /MesyuaratTetap Senat

Availability of information to fulfill the needs of faculties, students and staff

(BSC-CS)

Information warehouse Select & evaluate information

1. Develop a strong Library Collection

a. Send request letters on suggested titles to all academic staff

b. Receive reading list or reference materials needed by academic staffs

a. Targeting of 80% academic staffs

Sent request letters to 1110(100%) academic staff except on ‘study leave’

b. Receiving of 50% feedbacks

Received 55 (4.95%) feedback Suggestion: Send request letters on suggestions to all Course Coordinator/Heads.

To be implemented in year 2008.Send brosures of new titles to all KJs and lecturers. Having books exhibition, visit to ware house and book fairs for selection of materials.

All Liasons JPM

JPM

PSZ CityCampus KL

6


c. Allow purchase of books request to postgraduate students

d. Ordering of post graduates suggested titles

e. Increase e-journals and e- books subscriptions for remote users

c. Ordering of 100% postgraduates suggested titles

So far, all titles suggestion from postgraduates approved by/via academic staff 100% suggested titles was ordered

d. 1 proposal to Library Senate Meeting –

JBS will process upon receiving suggested titles

e. At least 10% increase of current e-journals and e- books allocations

Achieved at least 10% increament of current e- journals & e-books. Latest database subscribed :-

i) Web of Science - Index

ii) Springer E-Books 2006 – 4,933 fulltext titles Springer E-Books 2007 – 4,210 fulltext titles

iii) Wiley Interscience – 11 fulltext titles added

iv) AIAA Digital Library

JBS

JBS

7


AAvvaaiillaabbiilliittyy ooffiinnffoorrmmaattiioonn ttooffuullffiillll tthhee nneeeeddssooff ffaaccuullttiieess,,ssttuuddeennttss aannddssttaaffff

(( BBSSCC--CCSS))

f. Selection of relevant materials by librarian

g. Establish resource centers at faculties

h. Allocate a copy of reference material for each faculty resource center

2. Develop new and comprehensive portal

Content based on focus groups needs and KM concept incorporate link portal library

f. Every liaison and research support librarian must submit a suggestion of five titles per month

255 purchase requests received from librarians and emailed to Acquisition Unit from Jan –Dec 2007Submitted 67 titles from Jan-Dec 2007

g. Prepare 1 proposal to establish five resource centers Presented working paper at the Library Senate Meeting on 16 February 2007. Proposal prepared by KKM (working paper on application of contract staff at Faculty Resource Centre) Working paper on was refined and submitted to the Chief Librarian on the 17 December 2007

h. One copy for each faculty resource center on relevant subjects

According to faculty needs

2. 1 new portal deadline by June 2007

Completed but editing and updating of the content management runs from time to time

JPM

JSP

JPM

JBS

JPM & JBS

8


AAvvaaiillaabbiilliittyy ooffiinnffoorrmmaattiioonn ttooffuullffiillll tthhee nneeeeddssooff ffaaccuullttiieess,,ssttuuddeennttss aannddssttaaffff

((BBSSCC--CCSS))

3. Traceability of materials at Shelves

Become information consultant expert

1. Incorporate info skill classes with road show programs for students and staffs

2. Ensure the connectivity of PSZ online databases at faculties and colleges- Except for new colleges

3. Facilitate the development of informed and independent learners through Library Skill Classes

3. 100% books being RFID tagged (One off budget) 1 proposal for 2008 for specific collection to be RFID tag

RFID tagging process only for new items base on current budget expenditure. Prepared a working paper according to new

system specification Presented working paper in Mesyuarat Jawatankuasa Eksekutif PSZ Bil.3/2007

1. Four info skill classes and road shows per yearAccomplishment of 5 roadshows (FAB, FKSG, FKM,FKE,FSKSM)

2. Minimum of five faculties and colleges per year Accomplishment of 5 faculties (FAB, FKSG, FKM,FKE,FSKSM) with cooperation from JPM and JPK

3. 70% high/very high degree of satisfaction

Analised basic and advanced classes data using SPSS (Jan – June 2007) Achievement level for basic Lib. Skils classes is 5.3.2% and Advanced Lib Skills Classes is 52.7 % Analised basic and advanced classes data using SPSS. Report is in progress. Achievement level of 4.51 from 5.00

JBS

JPK

JPM

JPM & JSP

JSP

JPM

9


4. Increase Online databases Access

- Subject to VPN availability and maintenance and higher Internet speed

4. At least 5% increase of access from previous year

VPN has been implemented. - Implementation VPN by CICT in April 2007 - Total no of accessing onlne Dbases through VPN

is 4939 : April – 266 May – 316 June – 475

July – 700 August- 723 Sept – 675 Oct – 574 Nov – 641 Dec – 569 Total = 4939

- Average accessing VPN permonth = 549 Registered users (ACID + AD Account= 30,000

users) Percentage users of VPN 2007 is approx. 16.5%

Discussion held with Research Support Department on promotional suggestion. Matter being look into.

VPN has been implemented Increased of 79%(Jan-Dec 07) Good databases connection through VPN –

- (PESISIR programmes) - IPTI, JB - SMDBD, Segamat, Johor - Pulau Pinang - KYS, Kota Kinabalu, Sabah

JBA

JPM

JSP

10


EEffffeeccttiivveeiinnssttiittuuttiioonnaallrreellaattiioonnss ((PPRR))wwiitthh eexxtteerrnnaallaaggeenncciieess

(( BBSSCC--CCSS ))

Identify stakeholders (alumni, former UTM staff, LPU, MOHE)Appropriate policiesFoster working relationsMOUs with appropriate institutions

1. Increase the numbers of lifelong library membership (UTM alumni) during convocation period

2. Increase the numbers of Corporate Members

3. Establish cooperation with PESISIR resource centers

1.Increase of 20% membership Membership promotion carried out from 19-24 Mac 2007 during convo registration. 8,000 membership brochures sent to graduated students through Bahagian Pengurusan Akademik (on Mac and July). Result : Alumni (reference) : decrease 18.75% compared to 2006.

2. Minimum of two companies/organizations per year

6 new Corporate Members in 2007.

3. Minimum of two resource centres per year Cooperated with I PESISIR centre (UnivLumut, Perak)

JPK

JPM

JSP

11


4. Continue conductingCustomer Satisfaction Index(CSI) survey

5. Submitting of statistics to MOHE

4. Increase to 80% customer satisfaction

Conducted CSI Survey during Aug – Sept 2007. Achieved CSI 71.5 %.

JBA – Data evaluation and report submitted to the Committee On 11th October, 2007Conducted CSI Survey 2007. Achieved CSI

65.5 %.5. Every three month

Included info in upgraded portal and updated every 3 months for MOHE statistic/report. Statistics sent to JPM for updating on Mac and DecemberSubmitted per request – JBA is responsible for ICT Facility statistic - refer to PSZ portal: Facts & Figures ICT Facility

CSICommittee

PSZ CityCampus KL

AllDepartments

Develop and maintain a knowledgeculture

((BBSSCC--IIPP))

1. Instill values culture of nation building

Morning briefing by KP/KJ

2. Adopt knowledge mgmt best practice;

Implemented in January 2007( 5 min, 1st Monday morning of the month)

On going for all departmentonce every week. All

DepartmentsPSZ CityCampus KL

12


a. Establishment of KM Plan

Content of the Knowledge – K Resources Explicit eg. Policy, Circular, Minutes Meeting and tacit knowledge e.g Memory

Corporate/Forum / Speeches/Librarian expertise

1 document Jan-March 2007

New Library Management System Requirements – will includes KM as a component in Library Portal (Content Management) known as Digital Library Rooms. Content in the new portal are of ‘KM based’ and will be enhanced from time to time.

JBA

JPM

DDeevveelloopp aannddmmaaiinnttaaiinn aakknnoowwlleeddggeeccuullttuurree

(BSC-IP)

Promote culture of knowledge sharing & organization learning

Book review (staff) Colloquium (staff)

--

Every MayWithin 1 month after attending attachment

Book review done by Siti Nisrin (librarian) on 20 June 2007 PSZKL not yet started with the book review program and for the collquium, staff from PSZKL has not attended any seminar.

JPM

PSZ City Campus KL

13


Making tacit knowledge explicit

Corporate Memory for library staff Make it compulsory for library staff to attend the one at UTM level ( to be included in document / paper work )

1 month before retirement

Pending (To be reviewed in 2008)JPM

PKPJPK


(BSC-IP)

Implement change programe.g enforcement of SPP

Refresher course of SPP

2 times a year

Refresher course not implemented. Replaced with:

a. Focus Learning Service Challenge Award Competetion on 13th Nov 2007. Two Corporate SPP was competed. (Winner : 2st runner up).

b. UTM Institutional Repository (UTM-IR) has been implemented from Jan. 2007. 15 workshops was held from 16th Feb. - 11th Sept. 2007 with 230 participants including academic staffs, librarian and support staffs.

SPP Training Sponsor / All Departments

14


1. Provide infrastructure for knowledge management

Programmes :

a. Upgrade the existing KM system to be linked to PSZ portal

b. Provide a high end server to support KM internally

c. Identify link and URLs of other sources related to 7 P in UTM. AAtt lleeaasstt 55 UURRLL lliinnkk ttoo aallll 1133ffaaccuullttiieess aanndd CCOOEEss iinn UUTTMMppeerr mmoonntthh

a)100% access to user - [24 hours x 7 days] Link to cyberdocs document http://doc.psz.utm.my/webfind/en/default.aspYear 2008 – KM needed to be upgraded to new platform for better performance

b) 1 serverUsing the existing Document Mgt server.

c) Updates content related to all 13 faculties and COEs in UTM once a year.

177 url links received from all Liaisons as of December 2007

is not being done

JBA

JBA

JPM

PSZ City Campus KL


((BBSSCC--IIPP))

2. Provide Resources on KM

a. Enhancement of e-journals indexing and create URLs that could be accessible through OPAC

Increment of indexed e-journals titles subscribed by PSZ up to 80%

Serial – Solution to aid in achieving more than 80% MARC journal record to Advanced

JBS

15


1. Establish standards for operating effectiveness

Programme : a. Identify critical process to be

included in ISO process

b. Benchmark with top 5 university libraries in Malaysia & Singapore

a) Twice a year

In process In process to include new process

b) Every three year pending

PSZ Skudai PSZ CityCampus KL



(BSC-IP)

2. Review performance against result

Programme : a. Conduct continuous survey on

Customer Feedback,Generic Skills Survey

CSI - twice a year Conducted once in 2007 . CSI 71.5% Conducted CSI Survey 2007. Achieved CSI

65.5 %.

Feedback - reduce 20% complaint each year (customer feedback form)

Received 21 customer feedback complaint form from Jan-Dis 2007. Decreased of 23.07% compared to 2006.

0% ocustomer complaints

Generic Skills – Once a year (new series) – in progress

JPMPSZ City

Campus KL

JPM

JSP

JPM

16


Productive andefficientooppeerraattiioonnss

((BBSSCC--IIPP))

b. Online purchasing through batch processes

c. Develop Artificial Intelligence for original cataloging

d. Purchasing of index to e-journals

b)Investigate searching time for pre-order search (50% time reduction against manual process)

Increased of total library collections by 5 %

c) 100% complete for system design and development

One of the feature in new Library Management System – Unicorn/Symphony - Demonstration on Sirsi Dynix (Unicorn) LMS at PSZ on 22nd February 2007

200 titles to be catalogue by each cataloguer and Assistant Library staff every month

Implemented .

d) Evaluate and propose to purchase selected software in 2007

Product demo done by Proquest on 25 July 2007

JBS

JBA

JBS

JBS

17



((BBSSCC--IIPP))

3. Identify obstacles bottlenecks to performance

Programme :

a. Brainstorming on process improvement and conduct continuous workshop

b. Enforcement of ICC (innovative,creative circle) to every unit in PSZ

a) Twice per year

In process

b) Once a year

One group(Acquistion Unit) has completed and presented to management and will compete in the UTM’s ICC 2008

INFOLAN2 guidelines by NHDK in last stage preparation. (Note : Transfer of NHDK to JBS on 2 July 2007). INFOLAN2 guidelines are in progress


CEPPBATCFAB

JPK

JPM

18



((BBSSCC--IIPP))

c. Review all library facilities (furniture,IT & media facilities etc for improvement)

d. Regular check-up for preventive failure (machines and other facilities)

c) Every 5 years - Particitions have been provided and installed at JBA and JBS. Under JPK is still in progress. - No feedback from Pej Harta Bina under the renovation of PKP

d) Based on scheduled plan

Interval/scheduled inspection done by Library Assistant daily. Breakdowns reported to JBA.Scheduled windows updated process done by Automation Development Department technician.

PKP

AllDepartments

PPeerrffoorrmmaanncceeiimmpprroovveemmeennttaanndd hhiigghh ssttaaffffpprroodduuccttiivviittyy

((BBSSCC--LLGG))

ccoonndduucciivvee wwoorrkkiinngg cclliimmaatteea. 5S Practice Program to staff

KKPPII LL11110000%% iimmpplleemmeenntteedd bbyy 22000077 bbyy PPKKPP

IInn pprrooggrreessss aanndd wwiillll ccoonnttiinnuuee aatt 22000088 PPKKPP

19


bb.. UUppggrraaddee ccoouunntteerr sseerrvviiccee aannddsshhoowwccaassee aarreeaa

KPI L21 proposal – March 2006

Integrated suggestions on Reference Desk, counter and quality corner in the IR launching application.The suggestions have not been implemented by Pejabat Harta Bina during the IR launching.

Renovation application being made on March 2007 and will be implemented at 2008

JPM & JPK

PKP

ppoolliicciieess aanndd pprrooggrraammss oonnsseellff--iimmpprroovveemmeenntt11.. PPrrooffeessssiioonnaall ssttaaffffaa.. sseemmiinnaarr//ccoonnffeerreennccee//ccoouurrsseess//wwoorrkksshhooppss

KKPPII LL335500%% ooff lliibbrraarriiaann--TTwwiiccee aa yyeeaarr iinnssiiddee UUTTMM

Achieved 100% -Once a year by external organizer

Achieved 51.35% PKP

PPeerrffoorrmmaanncceeiimmpprroovveemmeennttaanndd hhiigghh ssttaaffffPPrroodduuccttiivviittyy

((BBSSCC--LLGG))

ppoolliicciieess aanndd pprrooggrraammss oonn sseellff--iimmpprroovveemmeenntt22.. SSuuppppoorrttiinngg SSttaaffffaa.. ccoouurrsseess//wwoorrkksshhooppss

KKPPII LL448800%% ooff ssttaaffff aatttteennddaannccee aatt lleeaasstt oonnccee aa yyeeaarr

Achieved 78.26%

PKP

20


bb.. aattttaacchhmmeenntt pprrooggrraamm:: KKPPII LL5511 ppeerrssoonn ((lliibbrraarriiaann//ssttaaffff))--22 wweeeekkss

0% . (low priority)

PKP

cc.. SSttuuddyy vviissiitt ttoo ootthheerr lliibbrraarriieess:: KKPPII LL66--4400 ppeerrssoonn eeaacchh ttrriipp--55 yyeeaarrss iinn sseerrvviiccee ttoo llooccaall IIPPTTAA//SS--oonnccee aa yyeeaarr

AA ttrriipp ((3300 ssttaaffffss)) ttoo UUTTPP,,UUPPSSII aanndd UUiiTTMM oonn 2255 –– 2277NNoovv 22000077 hhaass bbeeeenn ccoonndduucctteedd..

PKP


(BSC-LG

rreevviieeww ccuurrrreenntt pprrooggrraammss iinnppeerrffoorrmmaannccee aapppprraaiissaall

aa.. aawwaarrdd ffoorr bbeesstt ccoouunntteerr ssttaaffff-- cceerrttiiffiiccaattee,, eexxttrraa SSKKTT

ppooiinntt eettcc……

KKPPII LL77

--ttwwiiccee aa yyeeaarr

NNoott yyeett iimmpplleemmeenntteeddSPP

Committee /PKP

21


pprroovviiddee gguuiiddaannccee,, ttrraaiinniinngg aannddddeevveellooppmmeenntt ooppppoorrttuunniittiieess ttoo ssttaaffff

aa.. IITT rreellaatteedd ccoouurrsseess

KKPPII LL885500%% ooff ssttaaffff aatttteennddaannccee--AAllll ssttaaffff

Achieved 52.50%

--TTwwiiccee aa yyeeaarr

achieved 100%

PKP

bb.. TTrraaiinniinngg ffoorr ttrraaiinneerrssTTeeaacchhiinngg aanndd LLeeaarrnniinngg

cc..LLiibbrraarryy SSkkiillll CCllaasssseess

KKPPII LL995500%% ooff ssttaaffff aatttteennddaannccee--AAllll lliibbrraarriiaannss

aacchhiieevveedd 6677..3300%%--DDuurriinngg sseemmeesstteerr bbrreeaakk

aacchhiieevveedd 110000 %%PKP


(BSC-LG)

pprroovviiddee gguuiiddaannccee,, ttrraaiinniinngg aannddddeevveellooppmmeenntt ooppppoorrttuunniittiieess ttoo ssttaaffff

dd.. LLeeaaddeerrsshhiipp ccoouurrssee ffoorr pprrooffeessssiioonnaallssttaaffffss ((SS4488 && SS4444 ))

KKPPII LL11005500%% ooff ssttaaffff aatttteennddaannccee--oonnccee ffoorr eeaacchh ooffffiicceerr

aacchhiieevveedd 7722..2222%% PKP

22

Note : Jabatan Perkhidmatan Maklumat Jabatan Sokongan Penyelidikan

Jabatan Pembangunan Sumber Jabatan Pembangunan AutomasiJabatan Pengurusan Koleksi PSZ City Campus KL

15 Januari 2008

STRATEGIC PLANNING PSZ 2007 PERPUSTAKAAN SULTANAH ...

Documents

Transcript of STRATEGIC PLANNING PSZ 2007 PERPUSTAKAAN SULTANAH ...