ACTION PLAN and RESOURCE REQUEST FORM for Professional ... · IFLA Knowledge Management Section. Action plan 2017-2018 12/11/2017 2 Key initiative: 1.1 Promoting reading and literacy

IFLA Knowledge Management Section. Action plan 2017-2018 12/11/2017 1

ACTION PLAN and RESOURCE REQUEST FORM for Professional Units 2017 - 2018

Action plan 2017 – 2018

Name of Professional Unit: IFLA Knowledge Management Section

Objectives of IFLA Knowledge Management Section 2017-18: objectives and contributions to the IFLA Strategic Plan / Key initiatives

1. Provide information professionals and knowledge managers an open forum to access and share information on the developments, theories, practices and skills related to knowledge management Contribution to IFLA Strategic Plan: 1. Libraries in Society Key initiative: 1.1 Promoting reading and literacy as an essential requirement for active participation in society, through access to information in any format Contribution to IFLA Strategic Plan: 2. Information and knowledge Key initiative: 2.1 Defining a long-term, sustainable information environment

2. Continue the promotion of IFLA KM Section as the “Voice of Global KM” to all IFLA members implementing the Section’s Communication Plan

Contribution to IFLA Strategic Plan: 4. Capacity building Key initiative: 4.1 Promoting libraries within the United Nations 2030 Agenda for Sustainable Development Contribution to the IFLA Strategic Plan: 2. Information and knowledge Key Initiatives: 2.3 Influencing the future of Internet governance

3. Support information professionals on advocating the value of knowledge management in their organizations Key initiative: 1.4 Promoting IFLA standards to support libraries in the provision of services to their communities Contribution to IFLA Strategic Plan: 4. Capacity building Key initiative: 4.1 Promoting libraries within the United Nations 2030 Agenda for Sustainable Development

4. Promote knowledge management literacy with raising awareness within KM Section members about the growing importance of knowledge management in libraries, knowledge management centers and organizations Contribution to IFLA Strategic Plan: 1. Libraries in Society


Key initiative: 1.1 Promoting reading and literacy as an essential requirement for active participation in society, through access to information in any format


Objectives What do you want to achieve? Use your list above

Project or activity What project or activity are you going to do?

Main tasks What are the specific things you need to do?

Responsibilities and timeline Who will do them and by when?

Resources Do you need specific skills, money or technology?

Communications How will you communicate your achievements? To whom? By when?

Measures of success How will you show the impact of your work?

Progress Report here briefly the progress of your work, at least every month

1. Provide information professionals and knowledge managers an open forum to access and share information on the developments, theories, practices and skills related to knowledge management.

1.1 Plan a Joint Open Session with Academic and Research Libraries Section and Rare Books & Special Collections for the Kuala Lumpur, Malaysia WLIC 2018 under the topic: Knowledge management and digital scholarship: building confidence in the digital world.

1.1.1 Fill out the Program Enquiry webform at IFLA website 1.1.2 Prepare a Call for Papers (CfP) and send to IFLA HQ 1.1.3 Spread information about the CfP

1.1.1 Chair or Secretary of KM with contribution of Chairs of ARL (Mimi Cartel) and RBSC (Helen Vincent). Preparation of webform by organizing team by November 11, 2017. Submission of agreed webform (Eva Semertzaki) by November 15, 2017 1.1.2 Co-chairs of Joint Open Session (Steffen Wawra from KM Section) by December 5, 2017 1.1.3 Information coordinator (Jane K. Burpee) with the collaboration of the

Spread information about the CfP for the Joint Open Session. Means: KM website and wiki, IFLA mailing lists, KM social media (KM blog, LinkedIn, Facebook, Twitter), the December 2017 issue of the KM Newsletter, professional regional lists through SC members 1.1.3 Information Coordinator (Jane K. Burpee) to report back to KM

Target: to receive >10 papers Target attendees: >200 (237 attendees in KM Open Session in Wrocław 2017)

Chair reports monthly 1.1.1 1.1.2 1.1.3 Chair to report on success of the project via Annual Report to IFLA Members and PC. Chair and SC members to update the Communication Plan to fit current KM Section activities.

https://forms.ifla.org/node/add/wlic-programme-enquiry-form


1.1.4 Receive paper abstracts and bios and decide possible keynote speaker 1.1.5 Evaluation of papers using predefined evaluation criteria in cooperation with ARL 1.1.6 Notification of authors for approved and rejected papers 1.1.7 Receive full text of papers in IFLA’s paper template

SC members 1.1.4 Co-chairs of Joint Open Session (Steffen Wawra from KM Section) by February 2, 2018 1.1.5 Co-chair of Joint Open Session (Steffen Wawra) with the program team (Agnes Hajdu-Barat and Liz Turner) and teams for two joining Sections by March 10, 2018 1.1.6 Co-chairs of Joint Open Session (Steffen Wawra and Andreas Degkwitz) by March 30, 2018 1.1.7 Co-chairs of Joint Open Session (Steffen Wawra and Andreas Degkwitz) by June 1, 2018

leaders’ meeting on 29-01-2018

1.2 Execute the program in Kuala Lumpur, Malaysia, Aug.

1.2.1 Send full program form (according to IFLA’s deadlines)

1.2.1 Co-chair of Joint Open Session (Steffen Wawra) by March 15, 2018

Spread information about the Joint Open Session


2018 1.2.2 Advise authors to send IFLA the Authors’ Permission Form 1.2.3 Submit formatted papers to IFLA 1.2.4 Chair of joint open session

1.2.2 Co-chairs of Joint Open Session (Steffen Wawra and Andreas Degkwitz) by June 10, 2018 1.2.3 Chair or Secretary of KM or ARL by June 15, 2018 1.2.4 Co-chairs of Joint Open Session (Steffen Wawra and Andreas Degkwitz)

during and after the WLIC 2018. Means: KM website and wiki, IFLA mailing lists, KM social media (KM blog, LinkedIn, Facebook, Twitter), the June 2018 issue of the KM Newsletter

1.3 Work of KM Section with Continuing Professional Development and Workplace Learning (CPDWL) and Library and Research Services for Parliaments Sections in planning and execution of Knowledge Café program for

1.3.1 Define the program title: Knowledge Café 2018: continuous learning for successful info pros in the knowledge economy 1.3.2 Fill out the Program Enquiry webform at IFLA website

1.3.1 Co-ordinator of joint program (Monica Ertel) with Corresponding Member Jane Dysart (CPDWL) and Karin Finer (LRSP) by November 15, 2017 1.3.2 Chair or Secretary with contribution of co-ordinator of Knowledge Café (Monica Ertel) by November 15, 2017

Spread information about the Knowledge Café. Means: KM website and wiki, IFLA mailing lists, KM social media (KM blog, LinkedIn, Facebook, Twitter), the December 2017 issue of KM Newsletter, professional regional lists

Target: number of attendees >170 (183 attendees in Knowledge Café in Wrocław 2017)

1.3.1 Completed: program title and joining Sections (Monica Ertel): 6-11-2017 1.3.2. Completed: Program enquiry form submitted (Eva Semertzaki): 12-11-2017

https://forms.ifla.org/node/add/wlic-programme-enquiry-form


Kuala Lumpur, Malaysia WLIC 2018

1.3.3 Spread information 1.3.4 Decide facilitators for the tables 1.3.5 Send full program form (according to IFLA’s deadlines) 1.3.6 Prepare instructions for the facilitators 1.3.7 Chair the Knowledge Café

1.3.3 Information coordinator (Jane K. Burpee) with the collaboration of the SC members 1.3.4 Co-ordinator of joint program (Monica Ertel) with program team by February 28, 2018 1.3.5 Co-ordinator of joint program (Monica Ertel) by March 15, 2018 1.3.6 Co-ordinator of joint program (Monica Ertel) by May 15, 2018 1.3.7 Co-ordinator of joint program (Monica Ertel)

through SC members Spread information about the Knowledge Café during and after WLIC. Means: KM website and wiki, IFLA mailing lists, KM social media (KM blog, LinkedIn, Facebook, Twitter), the June 2018 issue of the KM Newsletter

1.4 Plan and execute a one-day Satellite Preconference in Xiamen University Malaysia

1.4.1 Find and determine the venue 1.4.2 Prepare the call for papers

1.4.1 Chair of SM (Long Xiao) 1.4.2 Organizing team member (Sylvia Piggott) with contributions from

Venue and funds for lunch

Spread information about the CfP for the Satellite Preconference. Means: KM website and wiki,

Target: receive >15 papers; number of attendees: >40

1.4.1 Completed: Venue confirmed (Long Xiao): Sept. 2017)


campus (XMUM), Salak Tinggi, Selangor, Malaysia. Theme: Is knowledge management the new library science?

1.4.3 Prepare a SM website 1.4.4 Send information on SM for IFLA WLIC website 1.4.5 Look for a keynote speaker 1.4.6 Spread information 1.4.7 Receive paper abstracts and bios and decide possible keynote speaker

other team members (Long Xiao, Spencer Acadia, Frank Cervone, Elisabeth Freyre) 1.4.3 Organizing team member (Spencer Acadia) 1.4.4 Chair of the SM (Long Xiao) by the deadline decided by IFLA 1.4.5 Chair of the SM (Long Xiao) in cooperation with Frank Cervone by November 30, 2017 1.4.6 Information coordinator (Jane K. Burpee) with the collaboration of the SM members 1.4.7 Organizing team member (Elisabeth Freyre and assistant to the program chair) by February 1, 2018

IFLA mailing lists, KM social media (KM blog, LinkedIn, Facebook, Twitter), the December 2017 issue of the KM Newsletter, professional regional lists through SC members

(40 attendees in Wrocław 2017)

1.4.2 CfP drafted and posted on Basecamp for consultation 24-10-2017 1.4.3 Completed: Prototype of website (Spencer Acadia): 27-10-2017


1.4.8 Evaluation of papers using predefined evaluation criteria 1.4.9 Notification of authors for approved and rejected papers 1.4.10 Upload full program, abstracts and bios on SM website 1.4.11 Looking for sponsor for catering services 1.4.12 Receive full text of papers in IFLA’s paper template 1.4.13 Advise authors to send IFLA the Authors’ Permission Form 1.4.14 Submit formatted papers to IFLA for the IFLA

1.4.8 Organizing team by March 15, 2018 1.4.9 Organizing team member (Elisabeth Freyre) by March 15, 2018 1.4.10 Organizing team member (Spencer Acadia) by April 15, 2018 1.4.11 Chair of the SM (Long Xiao) in collaboration with organizing team by April 30, 2017 1.4.12 Organizing team member (Elisabeth Freyre) by June 1, 2018 1.4.13 Chair of the SM (Long Xiao) by June 1, 2018 1.4.14 Chair of the SM (Long Xiao) by June 30, 2018

Spread information about the Satellite Preconference during and after WLIC. Means: KM website and wiki, IFLA mailing lists, KM social media (KM blog, LinkedIn, Facebook, Twitter), the June 2018 issue of the KM Newsletter


Library 1.4.15 Prepare SM materials (brochures, list of attendees, handouts of authors’ abstracts and bios, certificates of attendance, table nameplates) 1.4.14 Chair of Satellite Preconference 1.4.15 Upload SM papers and presentations on SM website and KM wiki 1.4.16 Submit a report to IFLA HQ

1.4.15 Chair of the SM (Long Xiao) by August 23, 2018 1.4.14 Chair of the SM (Long Xiao) August 23, 2018 1.4.15 Organizing team member (Spencer Acadia) and Information coordinator (Jane K. Burpee for KM wiki) by September 2018 1.4.16 Chair of the SM (Long Xiao) by November 2018

Upload papers and presentations on the KM wiki (Jane K. Burpee in cooperation with SM Chair, Long Xiao)

1.5 Sponsor SIG on Digital Humanities / Digital Scholarship

1.5.1 Looking for volunteers to join SIG leadership team to focus on WLIC 2018 program 1.5.2 Forward SIG call

1.5.1 Convenor Xuemao Wang on 13 October 2017 1.5.2 Chair of KM

Format of the program based on feedback from Wroclaw WLIC 2017;

Spread information about SIG DH/DS. Means: SIG Section of the IFLA website (Wilda Newman);


for volunteers from KM Section 1.5.3 Forming conference programming planning committee for IFLA WLIC 2018 1.5.4 SIG planning committee starting monthly online team meetings, in addition to email exchange 1.5.5 SIG considering invitation from Social Science Libraries Section to jointly organize a Text Mining satellite conference/workshop 1.5.6 SIG’s planning for two-hours program 2018 starting soon

(Eva Semertzaki) on 16 October 2017 1.5.3 Convenor Xuemao Wang and web editor for the SIG Section of the IFLA website (Wilda Newman) and team in November-December 2017 1.5.4 Convenor Xuemao Wang and team in January – July 2018 1.5.5 Convenor Xuemao Wang and team in November 2018 1.5.6 Convenor Xuemao Wang and team in November 2017 – March 2018

likely to continue on an interactive and participatory session with invited “lightning talk” speakers under emerging DH/DS themes

KM website and wiki, IFLA mailing lists, KM social media (KM blog, LinkedIn, Facebook, Twitter), the December issue of the KM Newsletter

1.5.2 Completed: email sent on 16-10-2017; One volunteer from KM (Acadia Spencer) 17-10-2017

1.6 Plan for the WLIC 2019

Waiting for IFLA announcements 1.6.1 Decide about

Processes and deadlines pending 1.6.1 SC members

Spread information about KM activities. Means:


possible Satellite Preconference 1.6.2 (In case of positive decision) Submit SM proposal form 1.6.3 Same as in steps 1.4 above 1.6.4 Collect proposals for theme connected with the WLIC 2018 1.6.5 Discuss the themes and decide on open session / sessions during the Business Meetings 1.6.6 Choose the chairs for the organizing teams for open session and SM 1.6.7 Send Program Enquiry form, prepare call for papers, spread information, select papers and rest of

1.6.2 Chair and Secretary 1.6.4 Chair and Secretary by July 2018 1.6.5 SC members in August 2018 1.6.6 SC members in August 2018

KM website and wiki, IFLA mailing lists, KM social media (KM blog, LinkedIn, Facebook, Twitter), the KM Newsletter


activities as in sections 1.1, 1.2 and 1.4 above in similar sequence

Action Plan to be updated in September 2018 for period 2018-2019

2. Continue the promotion of IFLA KM Section as the “Voice of Global KM” to all IFLA members implementing the Section’s Communication Plan

2.1 Collect information about KM Section’s activities to regularly update the IFLA website

2.1.1 Check and update (if required) the page “More about this group” once a year 2.1.2 Update the information about the Standing Committee members and send IFLA data protection forms for members who have not sent it yet to IFLA 2.1.3 Update the page “News” at least on each step of the organization of IFLA Section’s activities (e.g. CfPs, full program) 2.1.4 Update the page “Events” uploading short information about Section’s activities during IFLA WLIC

2.1.1 Information coordinator (Jane K. Burpee) by December 20, 2017 2.1.2 KM Officers by October 31, 2017 2.1.3 Information coordinator (Jane K. Burpee) in collaboration as website team with Spencer Acadia when required - timely 2.1.4 Information coordinator (Jane K. Burpee) in collaboration as website team with Spencer Acadia

Communication actions: website and social media 2.1.3 Communication award to be published on KM website, too

2.1.2 Completed: SC members informed to correct their data as needed. One data protection form sent (Julien Sempere) to a member advising him to fill it out and send to IFLA by 30-10-2017

https://www.ifla.org/node/11874

https://www.ifla.org/node/11874


2.1.5 Update the page “Publications” 2.1.6 Update the page “Conferences” with short information about Section’s activities about IFLA WLIC 2.1.7 Update the page “Minutes of Meetings”

when required - timely 2.1.5 Information coordinator (Jane K. Burpee) regularly. Action plan by November 30, 2017 and then every quarter. Annual report 2016-2017, by November 30, 2017. Newsletter in December 2017 and June 2018. Any other publication as it appears. 2.1.6 Information coordinator (Jane K. Burpee) in collaboration as website team with Spencer Acadia - timely 2.1.7 Information coordinator (Jane K. Burpee) by November 30, 2017

2.1.5 Annual Report 2016-2017 ready to be published on this page

2.2 Use social media to encourage participation in and awareness

2.2.1 Encourage KM Section members to contribute with content

2.2.1 Chair (Eva Semertzaki) and Information coordinator (Jane K. Burpee) in

Use Communication Plan. Spread information

Target: 4.000 visits per year to the wiki


of KM activities. Particularly, enrich the KM wiki as a supplementary service to IFLA KM website.

2.2.2 Update all sections of the IFLA wiki following the KM activities as stated in the Action Plan 2.2.3 Remind members to contribute with content

collaboration as wiki team with Liz Turner by November 30, 2017 2.2.2 Wiki team (Jane K. Burpee and Liz Turner) and all Section members, regularly 2.2.3 Information coordinator (Jane K. Burpee)

about materials uploaded in the KM wiki. Means: KM blog, LinkedIn, Facebook, Twitter

2.3 Publish the KM Newsletter as an official communications tool to host articles on KM and its value to organizations and to promote the activities of KM Section, twice a year (November and June)

2.3.1 Plan the content of the November issue (no.23, 2017) and ask for contributions 2.3.2 Send the required content (text and pictures) 2.3.3 Publish the Newsletter 2.3.4 Plan the content of the June issue (no.24, 2018)

2.3.1 Information coordinator (Jane. K. Burpee) by 31 October 2017 2.3.2 Chair and SC members by 27-11-2017 2.3.3 Information coordinator (Jane. K. Burpee) by 8 December 2017 2.3.4 Information coordinator (Jane. K. Burpee) by 15

2.3.1 Call for contributions posted in Basecamp on 30-10-2017


and ask for contributions 2.3.5 Send the required content (text and pictures) 2.3.6 Translate some columns in another IFLA language 2.3.7 Publish the Newsletter

May 2018 2.3.5 Chair and SC members by 10 June 2018 2.3.6 SC members by 20 June 2018 2.3.7 Information coordinator (Jane. K. Burpee) by 30 June 2018

2.4 Participate in other IFLA Sections’ programs to add the perspective of “The Voice of Global KM”

See activities in 1.1 and 1.3

2.5 Define the role of KM and KM Section in the context of IFLA Presidential theme in 2018 “Libraries: motors for change” and 2019

2.5.1 Follow developments of Presidential theme

2.5.1 Chair and SC members

3. Support 3.1 Develop an 3.1.1 Create a project 3.1.1 Chair (Eva August 2017:


information professionals on advocating the value of knowledge management in their organizations

Advocacy Paper to be used to advocate the value of knowledge management in organizations

space on Basecamp where the previous version of AP has been uploaded 3.1.2 Work on the draft of the Paper and post it for consultation 3.1.3 Advocacy Paper anticipated to be ready in Spring 2018 3.1.4 Final paper to be discussed during 1st business meeting in Kuala Lumpur, Malaysia 2018

Semertzaki) 3.1.2 SC member (Sylvia Piggott) and Information coordinator (Jane K. Burpee). Recently Mary Augusta Thomas joined 3.1.3 Information coordinator (Jane K. Burpee), SC members (Sylvia Piggott and Mary Augusta Thomas) 3.1.4 Project team

Draft posted on Basecamp

first version of the Paper created by Leda Bultrini and Eva Semertzaki presented at WLIC October 2017

3.2 Establish the movement “Friends of the Section” to involve people from outside the KM Section to its mission and

3.2.1 Prepare a document consisting of the reasons for establishing the “Friends of the Section”

3.2.1 Corresponding member (Leda Bultrini) with two other members by January 31, 2018


activities

4. Promote knowledge management literacy with raising awareness within KM Section members about the growing importance of knowledge management in libraries, knowledge management centers and organizations

4.1 Examine the possibility to publish a special issue on KM with IFLA Journal

4.1.1 Contact the editor to discuss the processes 4.1.2 Prepare a proposal for the editor about the contents of the issue by April 2018 4.1.3 If approved, look for potential authors of articles 4.1.4 Collect and evaluate paper proposals 4.1.5 Review the articles before submitted to the editor

4.1.1 Corresponding members (Leda Bultrini and Wilda Newman) 4.1.2 Corresponding members (Leda Bultrini and Wilda Newman) 4.1.3 Corresponding members (Leda Bultrini and Wilda Newman) in collaboration with Chair, SC members etc. 4.1.4 Corresponding members (Leda Bultrini and Wilda Newman) in consultation with editor 4.1.5 Corresponding members (Leda Bultrini and Wilda Newman)

4.2 Follow the activities of IFLA Global Vision program to adjust it to

4.2.1 Promote the IFLA Global Vision program to the Standing Committee and the knowledge

4.2.1 Chair of KM Section (Eva Semertzaki) in collaboration with Secretary (Julien


knowledge management

management world Sampere) and Corresponding member (Leda Bultrini)

Resource requirements If you wish to request resources for any of your planned activities, ensure the details above are complete, then copy the project and task details from above and add the necessary detail below. If you wish to request funds, it is extremely important that you submit the Action Plan to your Division Chair and HQ by the deadline 31 October 2017. The Professional Committee will discuss during November and agree in the December PC meeting a draft allocation of funds for anticipated reimbursements during 2018. Following confirmation of the level of PC Funds for 2018, the Division Chairs and HQ Professional Support Officer will communicate with Units in January/February to finalise the details. The PC would also appreciate hearing about resource requirements you already anticipate for 2019.

Project or activity and Main task Use your list above

Resources Do you need specific skills, money or technology? For what do you need resources in relation to this task? Match your needs again the resources listed below*


Amount of funding. How much money would you like to request from Professional Committee Funds? Explain your rationale for the estimated amount in each case.

Timing. When would the money need reimbursement? Usually reimbursements are made on production of invoices following completion of the work, however, pre-payment can be arranged in some circumstances

* Resources Use the following list in order to identify what kind of activity needs resourcing and therefore what details the PC will expect to read. If you have other details or requests, do not feel restricted to this list:

1. Project meeting (please note that the PC Funds are extremely limited so physical meetings that need funding are not encouraged unless necessary to move a project forward urgently; please try to conduct discussions online or via telephone conference and coordinate your work online where at all possible) –

a. why is the meeting needed and why can it not be conducted online, b. who needs funding (give names), c. where is the meeting planned and when (if known), d. what costs cannot be covered by the project participant themselves (hotel, flight, local travel, subsistence);

2. Publications – a. what document(s) need funding support, b. how many copies need printing, if any, c. what services are required, if any (editing, design, proof-reading, etc.), d. delivery of the document (from where, to where, why);


3. Meeting/workshop logistics – (if this is a project team meeting, see above), ensure there are details to describe the meeting appended when you submit this funding request to the PC (how many people are expected, what are the objectives, who are you partnering with, when and where is it anticipated it will take place, who will be the local organiser),

a. what logistics need funding (computers, room hire, refreshments, printing), b. what participant costs might need support (travel, accommodation), c. what trainer costs are there (honorarium, travel, accommodation), d. by what other means is the event being funded (participants’ own costs, sponsors, etc.). Give details;

4. Webinar – a. What is being planned and with whom, b. Who is the target audience, c. What technical requirements are there;

5. Software – a. What software is required and why;

6. Advocacy materials – a. See the relevant number above (project meeting, publication, webinar, etc.);

7. Other - funding item not covered by the categories above.

Next steps Please send your completed Action Plan to Joanne Yeomans ([email protected]) and your Division Chair by 31st October 2017.

Questions? If you have questions or would like help with your Action Plan, please contact Joanne Yeomans ([email protected]) or your Division Chair. We’re ready to help.

mailto:[email protected]

mailto:[email protected]

Documents

ACTION PLAN and RESOURCE REQUEST FORM for Professional ... · IFLA Knowledge Management Section. Action plan 2017-2018 12/11/2017 2 Key initiative: 1.1 Promoting reading and literacy