Task Force Report to ULS Colleagues

FY13 Planning Task ForceUser Services Task Force

Open Meeting of the ULS Administrative CouncilDecember 14, 2011

Agenda

• What the task forces were asked to do• Introduction to the Strategic Options Analyses• Executive summary

What we learned What we recommend

• Anticipated next steps

What the task forces were asked to do

FY13 Planning TF Increase opportunities for

ULS staff to participate in FY13 planning process

Focus on digital library Produce strategic option

analysis as input to development of ULS FY13 plan

User Services TF Focus on organizational

redesign/new service model for FY12

Engage with ULS stakeholders

Produce strategic options analysis as input to development of ULS FY13 plan

Task ForcesFY13 Planning Task ForceAaron BrennerTim DeliyannidesPat DuckLuke FerdinandEd GallowayArif JamalRobin KearAnn McLeodDennis SmithEve WiderJeff WisniewskiClare Withers

User Services Task ForceJudy BrinkPattie DuffJeanann HaasMarnie HamptonMartha MantillaMarc RossEugene SawaDennis SmithClare WithersPhil WilkinAdded for next stage of work: Pat Duck,

Bill Gentz

What is a strategic option?Strategic options are creative, action-oriented responses to

the library’s changing environment. They take into account the facts, community needs, trends, opportunities and threats facing the ULS. Strategic options are identified following an organizational assessment that keeps in mind the changing environment, mission and aspirations of the library. The TF will conduct the organizational assessment inclusively by using “Future Search” conferences focusing on (1) public and collections services and (2) the ULS digital library. They will analyze the output of the Future Search conferences to develop and submit a strategic options analysis …

--Charge, ULS FY13 Planning Task Force

Report Writing Process

Strategic Options

Analyses

Future Search

Fransen, Hanson, Lankes,

Cawthorne, Dempsey

presentations

Small Group Discussions, Brown bags, SharePoint

readings and discussions

Task Force readings,

presentations and

discussions

Our Strategic Options Analyses

• Structure• Strategic traceability• Sources of information• Represents ideal• Actions not prioritized or ranked in any way• Actions represent “what to do” not “how”• No assessment of what ULS has capacity to do• User Services SOA presupposes completion of user

service organizational redesign in FY12

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From university mission

statement

From ULSLong Range

Plan

Themes discussed by TFsReadings

Future Search resultsDiscussion boards

Fiscal Year 13 Task Force

Focus on ULS “Digital Library”, with a broad,

inclusive definition of that term

Fiscal Year 13 Task ForceMajor Themes

• Improving discoverability• User-centeredness in design, services, and decision-

making• Improving communication & collaboration• Building on Open Access & publishing strengths;

support of University OA Policy• Review of digital library services, partnerships

Discoverability

• Remote access to licensed content: s-remote

• Increased mobile presence• Integration of ULS resources

in third-party platforms

User-Centeredness

• User / Usage / Usability Studies

• User-centered redesign of Digital Library

• Ongoing planning incorporates user research

Communication & Collaboration

• The “Collaborative” model• Internal and external

communication plans• Engagement with user

communities

Open Access & Publishing• Engage with faculty & promote Open Access across

University• More efficiently ingest content into D-Scholarship• Continue to expand e-publishing

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Review of Digital Library Services & Partnerships

• Informed by user research, produce digital library roadmap

• Review partnerships; pursue new collaborations

• Review organizational structure of digital library

User Services Task Force

• User-centered services in Hillman• Hillman ground floor redesign• Library Liaison model• Highlight and build collections

Hillman Ground Floor Redesign

One Desk – merge services for “one point” service Cross-Training for Public Services Library Liaison model Seamless reference Streamlined delivery

Hillman Ground Floor Redesign• Evaluating and reducing ground

floor collections• More study areas• More group study areas• Group study reservation system• Flexible teaching spaces• “Concierge Desk” • Media center • Data management lab

Hillman Redesign ConceptsInclude faculty and students as

advisors for specific initiativesInstruction

21st Century teaching spaces Leverage Webinar and other emerging

technology Instructional Designer expertise Opportunities to create credit bearing IL

course

Liaison Librarian Model• Position description framework (already ongoing) –

identifying models and best practices• Professional development• Develop a “Toolkit” to support the transition to LL

model• Technology training and use – mobiles & new

technology• Comparable training for support staff in new or

evolving roles

Highlight and Build Collections• Patron Driven Acquisitions• Raise visibility and use of

collections• Explore alternative access to ULS

resources • Mobile and social media access to

collections• Streamline GetIt, EZ Borrow, ILL to

improve usability and visibility of collections

• Work with Liaison Librarian model to improve awareness and use of collections

• Promote collections via lectures, workshops and programs

Highlight and Build Collections• Improve and build on international exchange

programs• Establish new international exchange programs• Work with publishing partners to further develop our

digital collections • Investigate a process for grant writing and funding

options• Ecommerce payment gateway• Investigate limited on-site community access

Marketing and Promotion

• Targeted marketing of collections, reference and instruction services

• Social Media – publicize and help build services and collections

Organizational Development• Improve internal and external communication• “Collaboratives” for group and project work• Selected use, user, and usability studies to inform

planning and activities• Identify and update skills, competencies and support

professional development of librarians and staff (including cross-training)

• Continue inclusive strategic planning process

What is a collaborative?

• An organized effort of shared learning by a team• Structured cross-learning• Develop or adapt best practices to a local situation• Build consensus and achieve significant results in a

short period of time• Can form subgroups as needed

Example from University of Minnesota Libraries

Next steps for User Services TF (from the charge)

Establish public and collections services design principles by: Creating a user-centered vision (zero based) of ULS public and collections

services three years from now Creating a prioritized roadmap for the design, development, and

implementation of the envisioned services Recommending principles for user services space redesign that is aligned

with best practices, the vision and roadmap Recommending principles for the redefinition of traditional roles (e.g.,

reference, instruction, collection development librarians) and the integration of new roles that are aligned with the vision and roadmap

Recommending principles for professional training and development needed to move to these new roles

December

January

February

March

What the task forces are asked to do next

Dec-early Jan

-TF reports to Admin Council, ULS PBC, PTDG, ULS staff

-Sr. Staff develop draft FY13 objectives

January

-TFs facilitate and contribute to all-staff workshops to prioritize objectives

-FY13 TF submit 2nd advisory report to Sr. Staff

Feb-March

-Sr. Staff submit FY13 Planning and Budget Report

-USTF deliver design principles for reorganization of user services and space to Sr. Staff

Task Force membersHeidi Card

Elvia Arroyo-RamirezNoreen JerinRick HooverJohn Fudrow

Susan NeumanMany others!!!