LI815 - TechPlan

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Coulbourne University Library

Three Year Technology Plan

Years covered by plan: August 1, 2012 until July 31st, 2015

Library: Coulbourne University Library

Library Director: Eric Coulbourne, MLSMailing Address: 5827 Biblio Way, Tucker, IN 47703

Phone: (555) 723-2129

Fax: (555) 723-2130

E-mail: [email protected]

Authors of Plan: Eric Coulbourne, Jayme Johnson, Amanda McCoy, Shelby Schellenger, and

Sara Worcester

Web Address: lib.cu.edu

Employer Identification Number: XX-XXXXXX

Mission Statement:

To provide services and information technology above industry standards to students and

staff of Coulbourne University. This library will provide the foundation on which the areas of

excellence within our university are built. Every effort will be made to include all types of

students, reaching out to them in a variety of ways. Training will be provided for staff and

interested students, ensuring that they will have access to resources that will keep them on the

cutting edge of education

Technology History:

The decision was made in 2009 to seriously regard the possibility of RFID conversion in theCoulbourne University Library. That year, research was done on the benefits and limitations of

such technology as well as what the librarys needs would be. In 2010, the decision was made

to go forward with writing up a proposal document with the understanding that standards were

under development to find a system that allows for self-check, improved circulation, improved

security, time-saving in inventory and shelf-reading tasks, with compatibility to the existing open-

source ILS platform. Several vendors offered solutions which met most of these goals. In 2011,

3M was selected as the vendor due to their reputation and experience in the field.

Fund raising for this fairly massive project began in 2010 prior to vendor selection. Budget

items were initiated to spread out the initial costs between three years: 2010, 2011, and the

2012 budgets. In this way, the project doesnt cripple the operations, services, or programs

offered through attempting to budget the project through a single year. Standard training

procedure was followed with library staff representatives attending vendor training on operations

of the upcoming RFID system. These staff members returned and trained all library staff.

Primary entrance, circulation desk, elevator corridors, and technology labs are all currently

equipped with wide-angle security cameras which feed to a secured digital recording system in

the IT room. Records are kept for one week and then recorded over.

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The following is an itemized list of specific technology related events that have occurred at the

Coulbourne University Library in the past few years.

All library staff have been trained in a large group setting by the vendor of each module upon

implementation of said module.

Every software program in use by the library has an expert staff member assigned to it. This

staff member has spent considerable time in the study of the program in order to field any andall inquiries from other staff members.

University faculty members have received one-on-one instruction in discipline-specific electronic

resources as requested.

Computers in public area upgraded last in 2007. All current software was upgraded as well as

any hardware that was deemed obsolete or aged. 5 new computers were added as well

bringing the total of public/student access computer to 15.

The library has used common social networking sites such as Twitter and Facebook to advertise

its services. The library has maintained an on-line catalog and website which are current and up

to date. Library services are currently only offered in the main branch library and college specific

libraries during posted hours.

Over the years the library has accumulated an impressive collection of electronic media

including music CDs, Audio books, movies, and ebooks. These items have had their own

sections, but are located seeming sporadically throughout the library.

Printing stations were upgraded to include EnvisionWare software to expedite printing.

2009 marked first consideration of RFID conversion.

2010 saw the formation of an RFID proposal and the beginning of budgeting for the large

project.

In 2010 Internet was upgraded to the highest possible speed available in the area.

2011 saw the approval of 3M as vendor for RFID equipment and services.

Wide-angle security cameras previously installed in tech labs, elevator corridors, circulation

desk, and main entrance. These cameras record to a secure digital storage with records keptfor one week.

Technology Goal Year 1 (2012):

1.Upgrade Tech Toolbox so that will include an adequate supply of:

1.Flash drives

2.Screwdrivers of various sizes (especially eyeglass size)

3.Cans of compressed air

4.Small, bright flashlights

5.Magnets (for picking up screws)

Proposed Budget: $200

2.Install 10 more computers in the public computer area. Install all the needed programs to the

computers.

Proposed Budget: $8500: This includes the cost of the computers and the software to be

installed on them.

3.Provide 2 more wireless access points in the library to increase the strength of the wireless

signal.

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Proposed Budget: $500: For high speed wireless routers and installation.

4.Provide refresher training on each module utilized by the library for all library staff

1.Covers basic and advanced functions as well as any updates

2.Provided by vendor

3.Large-group setting

4.Once per yearProposed Budget: $4500

5.Install a Branch Anywhere Machine near the Student Union to provide Library services to

students 24/7 the machine will contain a collection of fiction materials, DVDs, video games, and

audio books. This technology will be reliant on RFID technology being complete. This model

was chosen because it is expandable so more items may be added as needed.

Proposed Budget: $115,000

6.Install a 5-42 inch television in the student union and in building lounges across campus

scrolling library events and services. The televisions will be networked to the library so it can be

controlled from an existing computer there.

Proposed Budget: $1875: Cost includes price of television and mount.

7.Produce a television commercial advertising the university library services to be aired on the

universities local television channel. This commercial will also be part of the events scrolled on

the television in the student union. We will use the universitys television production department

and theatre department for producing the commercial and actors. Students who participate will

receive a small stipend.


8.RFID Conversion will take place in two specific ways. Initial training and equipment

installation will occur prior to the beginning of the fall 2012 school semester. The existing

system will be used in tandem with the RFID enabled module (both rely on the same relational

database) until full conversion has occurred. Materials will be converted on a shelf-scheduledbasis during normal operations as well as conversion of all materials as they are checked back

into the library.

Purchase the development or support of RFID module for existing ILS system. Budget: Initial-

$8,000 Ongoing-$3,000

Purchase of two 3M Enhanced Pad Staff Workstation Model 896 for conversion and staff-

assisted circulation of both traditional and new RFID materials. Budget: $7200

Rent an additional four Model 896 Workstation units for a period of six months with an option to

extend rental for an additional four months. Budget: Initial- $2,400 Extension- $2,400

Train student employees and other library staff in conversion process. Budget: Initial Only-

Included with purchase of equipment from vendor 3M. Training of new employees/staff after

initial conversion will be handled through normal staff training and as such will not generate

additional ongoing costs not already budgeted for staff training.

RFID tags for all physical collection ~700,000 items. Budget: $175,000

Purchase of one 3M SelfCheck System (R-Series), Kiosk design. Budget: $19,000

Purchase of one 3M RFID Detection System (series 9100) Dual Corridor Model. Budget

$17,000

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Purchase of one 3M Digital Library Assistant units. Budget: $7,888

RFID Conversion Total Cost: $240,000 initial outlay with expected additional/ongoing costs of

$20,000/year (Yearly budget moved from existing ILS and Security tag maintenance budgets).

RFID Conversion Cost Breakdown: 2010-$60,000, 2011-$100,000, 2012-$80,000

Total Proposed Budget for 2012: $152,575


1.Conduct a survey of staff technology needs

1.Library IT staff will create the survey

2.Will be given on an annual basis

3.Survey results will guide future tech plans and purchases

Proposed Budget: $20: paper and ink

2.Install an additional self checkout station for the front atrium. A self checkout station will aid

the front staff during busy hours of the day and will allow the patrons to quickly check out

materials if the Checkout desk is busy.


3.Create a computer work station where patrons will exclusively have access to OverDrive

Media Console. This station will enable students and faculty alike to acquire various types of

electronic media.

Proposed Budget: $1500: $1000 For the computer and software, $500 for additional upgrades

for the next few years.

4.If the branch anywhere machine near the Student Union has a checkout rate of more than 60

percent of its items we will install 2 more of the machines; one in an area near the dorms and

the other will be placed in another area on campus. If circulation of the machines items is below60 percent the purchase of the two new ones will be postponed for reconsideration in 2014, in

this event funds would roll over into 2014.

Proposed Budget: $230,000: This is contingent on the previously installed machine being a

success

5.The catalog will be converted into a mobile site that can be accessed on all smartphones and

mobile devices. The universitys computer programming department will be paid to make the

catalog accessible on mobile devices.


6.RFID conditional additional equipment. If the conversion goes smoothly and conditions

warrant it, the purchase of an additional Digital Library Assistant and RFID tags for new

materials.

Proposed Conditional Budget: $7,888. Budget: $2,500

7.Extend security system to include additional security cameras and data retention. Specifically

to capture additional views of library entrances/exits and coverage of the installed Branch

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Anywhere kiosk(s). Upgrade existing services with Skyway Security camera system from 16

camera system to 24 camera system. One-time purchase and installation costs.

Budget: $5,000 equipment and $2400 installation.

Proposed Budget for 2013: $272,308


1.Buy 20 Apple iPads to provide students and faculty access to ebooks and other software and

apps that are pertinent to their courses. The iPads will be checked out with the stipulation that it

the iPad is not returned or damaged the person who checked it out will be responsible for its

replacement.


2.Implement large-group training sessions on discipline-specific electronic resources for

university faculty.

1.Training led by library staff

2.One hour in length

3.Offered in early August

4.Condenses one-on-one training already in place

Proposed Budget: $100: This includes refreshments, napkins, and paper cups.

3.We will produce two videos of about 10-15 minutes apiece that will train users how to use

services. The first video will be a tutorial on how to use the catalog and the second will be a

basic introduction to databases. both will be available in digital format so they can be mounted

on the web. We anticipate that the cost will be less than an average training video as we will be

using the Universitys television production department and actors from the theatre department

to produce the final videos.Proposed Budget: $14,000

4.Installation of branch anywhere additional machines, one in or near the dorms and the other at

another planned point on campus. This cost will only be incurred if it has been tabled in 2013. If

the machine in the student union is still not showing to be a success this may be cut from the

budget.

Proposed Budget: $230,000: This amount is only if this item has been tabled from 2013

5.If the first machine is still not shown as a success a portion of the funds allocated for the

machines will be used to produce a television commercial which will run on the universitys

channel and the networked television screens. We will use the Universitys television production

department and theatre department to create this commercial

Proposed Budget: $2000: This is contingent on the failure of the branch anywhere machines

6.Purchase of an additional 10,000 RFID tags to represent growth or replacement of materials.

Renewal of RFID software support agreements and equipment service agreements.

Proposed Budget: $2,500 and $12,000 respectively.

Proposed Budget for 2014: $270,600

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Staff Training:

Staff training is currently conducted in-house by library staff members designated as experts

on individual programs in a large group setting. One-on-one training is provided on an as

needed basis. These experts have been trained by the vendor or have attended off-site training

in these areas.

Evaluation:

Evaluation of RFID technology success will be accomplished through the use of both patron

and staff satisfaction surveys in addition to the purely numeric information generated by the

system itself in regard to circulation numbers, utilization of equipment, etc. Security

technologies will be evaluated by comparison of before and after statistics regarding measures

of losses and reports of other criminal activity resolved. Branch Anywhere kiosk(s) evaluation

will be through student satisfaction survey and automatically collected usage data. Training

evaluations will occur through staff feedback and demonstrated proficiency in trained topics.

Appendix:

When our group first started discussing the project we were about to undertake, it seemed

most natural for us to create an imaginary library that largely mimicked the William Allen White

Library on the Emporia Campus. By utilizing WAW as our inspiration, it was convenient to

research said library and utilize its example as a basis for our project. Various types of

technologies were researched for this project. We all used various websites as a starting place

for our research, but some also called companies to acquire additional information and

estimates of prices. By taking advantage of these professionals, we were able to put accurate

information into our plan.

In order to distribute the work load as evenly as possible among the group members, we

initially broke the project into five categories; outreach, physical collection, digital collection, tech

training, and information commons. These categories evolved over time as we realized that we

had left out areas that needed attention and those who had topics that were relatively easy toaddress took on additional responsibilities to pull their weight. This was the main problem within

our group; we tried to assign various sections without truly having an understanding of the

scope of the project. As previously stated, we were able to conform and see that all areas were

covered, but for a time there was some confusion. Ultimately, we feel that we included topics

relevant to Coulbourne Library that would benefit the patrons and staff.

In the past, many of us have successfully used Google Docs to complete a group assignment

and we quickly decided to use this as our collaborative platform. We started by making an

outline of the assignment and each group member then filled in their respective areas. After all

of the members added their information, the editor then standardized the format and saw that all

of the information was compatible. This group worked quite well together, covering for each

other's short-comings while also allowing individuals to be creative and ultimately making a

practical Technology Plan.

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References

3M. (2012). 3M library systems: RFID, security, self-checkout for public & academic libraries.

Retrieved from http://solutions.3m.com/wps/portal/3M/en_US/3MLibrarySystems/Home/

Au Yeung, S. C. (2001, April). Gavilan college library; library technology plan 1999-2003.

Retrieved from http://www.gavilan.edu/library/techplan.html

BroDart. (2012). 3m v2 selfcheck system with firewall protection. Retrieved from

http://www.shopbrodart.com/equipment/security/self-checkout/

Central Florida Media & Advertising News. (2011, March 8). How much does it cost to make a tv

commercial?. Retrieved from http://mausmediagroup.wordpress.com/2011/03/08/how-much-

does-it-cost-to-make-a-tv-commercial/

Edwards, S. & Fortune, M. (2008). BIC e4libraries project: A guide to RFID in libraries.

Retrieved from http://www.bic.org.uk/files/pdfs/090109%20library%20guide%20final%20rev.pdf

Gutierrez, A. (July 26, 2012). Information about ESU library [phone call]. Head of Systems and

Technical Services - William Allen White Library.

How much does a training video cost?. (2012, Jul 2012). Retrieved from

http://www.digicast.com.au/blog/bid/88451/How-much-does-a-training-video-cost

Humphrey, M. (July 26, 2012). Pricing information about 3M products [phone call]. Sales

Representative - 3M.

OverDrive. (2012, July 24). Device resource center. Retrieved from

http://www.overdrive.com/resources/drc/

SCC. (2004, September 7). Library information technology plan. Retrieved from

http://www.solano.edu/tech_learn_resources/techplan/library.html

Sceptre 42" lcd 1080p. (2012, July 23). Retrieved from http://www.walmart.com/ip/Sceptre-42-

Class-LCD-1080p-60Hz-HDTV-X425BV-FHD/16878627

Sevcik, P. (2010). ISO RFID standards [presentation slides]. Retrieved from

http://www.niso.org/apps/group_public/document.php?document_id=3895

Skyway Security. (2012). G-Max 24 channel PC digital video recorder. Retrieved from

http://www.skywaysecurity.com/24-ch-h-264-pc-based-security-camera-system/

State of self service. (2010). Retrieved from http://www.libraryjournal.com/lj/home/885275-

264/state_of_self-service_2010_do-it-yourself.html

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UFL. (2008, December 9). The urbana free library technology plan. Retrieved from

http://www.urbanafreelibrary.org/about/public/pdf/Tech Plan 2008-2010.pdf

WRLS. (2011, June 21). The cost of public computer access. Retrieved from

http://www.wrlsweb.org/2011/06/costs-public-computer-access/

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LI815 - TechPlan