WICHITASTATEUNIVERSITYLIBRARY–RESERVEDEPARTMENTSTRATEGICPLAN 1
e
WichitaStateUniversityLibraryReserveDepartment
StrategicPlan20112013
K a t h r y n P a t r i c k , R o b y n T i e m e y e r , H i l l a r y M c H e n r y , D e e d r a T o t t e n L I 8 0 5 D e c e m b e r 2 0 1 0
2 WICHITASTATEUNIVERSITYLIBRARY–RESERVEDEPARTMENTSTRATEGICPLAN
TTTaaabbbllleeeooofffCCCooonnnttteeennntttsssEXECUTIVESUMMARY........................................................................................................................................3
INTRODUCTION ...................................................................................................................................................4
PLANNINGTEAM .................................................................................................................................................5
PLANNINGFACTORS...........................................................................................................................................6
CURRENTREALITY .............................................................................................................................................7ENVIRONMENTSCAN ................................................................................................................................................................7SWOTANALYSIS ......................................................................................................................................................................8ORGANIZATIONALPERFORMANCE ........................................................................................................................................9GAPANALYSIS ........................................................................................................................................................................ 10
NEWPRIORITIES ............................................................................................................................................... 11STRATEGICPROFILE............................................................................................................................................................... 11FUTUREVISION....................................................................................................................................................................... 12STRATEGICINITIATIVES ........................................................................................................................................................ 12
ACTIONPLAN...................................................................................................................................................... 14STRATEGICINITIATIVES ....................................................................................................................................................... 14PERFORMANCEMANAGEMENT............................................................................................................................................ 19
CONTINGENCIES................................................................................................................................................ 20
BUDGET ............................................................................................................................................................... 21
ACTIONPLANTIMELINE ................................................................................................................................ 22
CONCLUDINGREMARKS.................................................................................................................................. 23
REFERENCES ....................................................................................................................................................... 24
APPENDIX1:ORGANIZATIONALCHART ................................................................................................... 25
APPENDIX2:FLOORPLANBEFORE............................................................................................................ 26
APPENDIX3:FLOORPLANAFTER............................................................................................................... 27
SUMMARYREPORTOFTEAMPROJECTACTIVITIES ............................................................................. 28
WICHITASTATEUNIVERSITYLIBRARY–RESERVEDEPARTMENTSTRATEGICPLAN 3
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AblahLibraryislocatedonthemaincampusofWichitaStateUniversity(WSU)inWichita,Kansas.Servingapopulationofover14,000students,theuniversityadministrationhasrecentlylauncheda“ReshapingInitiative”(Miller,2009)toweatherthecurrenteconomicdownturn.AblahLibraryhasadjustedbudgetpracticesandoperationtoalignwiththe“ReshapingandRebuilding”ofWSU.
OnesegmentofAblahLibrary,theReserveDepartment,isundergoingadramaticshiftinservicesanduserdemand.WiththeimplementationofBlackboard,anelectronicclassroomresource,facultycanpresentmaterialtotheirstudentselectronically,eradicatingtheirneedtoutilizeCourseReserve.Whilethedepartmentisstillneededfortangiblesources,thenumberofitemsplacedonReservebyfacultyhasdrasticallydecreased.
Reservealsohousesthelibrary’speriodicalprintcollection,whichisalsodecreasingasmorejournalsarebeingmovedfromprintsubscriptiontoelectronicdatabases.Additionally,thelibrary’smicroformcollectionisstoredhere,thoughtherehavebeentalkstoweeddownthecollectionormovetoastoragefacility.Thesetwofactorsopenupaphysicalspacethatisinaprimelocationforpatrontraffic.Libraryadministrationhasmentionedthatthiswouldbeagoodareatoofferstate‐of‐the‐artdigitalservicestothestudentbody,aservicenotcurrentlyoffered.
Thereareanumberofuncertaintiesthatmayimpactthefindingsandrecommendationsofthecommittee.First,thelibraryiscurrentlyundertakingasearchforanewdean,andsecond,aftertheretirementofthelongstandingsupervisor,thedepartmentiscurrentlyoperatedbyasingle,experiencedemployeeandstudentassistantssupervisedbyanewlyhiredAccessServicesManager.Finally,theeconomicclimateisstillworrisome;thoughthepreviousfiscalyear’sbudgetcutsmayhavebeensoftenedbytheFederalStimulusPackage,thereisnosuchactionexpectedinthecomingyear.
TheWichiporiaCommitteehasestablished5differentinitiativesthatconsistof13newgoalsfortheReserveDepartment.Theyareasfollows:Initiative1‐ProvideaccessandmaintainequipmentInitiative2‐UtilizemarketingtoolsandcapitalizeonsocialnetworkingopportunitiesInitiative3‐TrackdepartmentalstatisticsandchangetrackingmethodtoelectronicInitiative4‐Reducelow‐usetechnologies,weedcollection,andreassessmicroformsInitiative5‐Researchtechnology,determinetechnologyneeds,researchfundingsources
Thecommitteehasconsideredfactorsthatmayimpactthesuggestedplanofaction,andhasincorporatedanumberofsuggestedalternativestoensurethattheinitiativesandgoalsaresuccessfulevenifthefinancialinvestmentcannotbemade.ThisplanisintendedtoaligntheReserveDepartmentwithAblahLibrary’smissionstatementandpurposetoservethestudentsandfacultyofWichitaStateUniversitywithahighdegreeofserviceandintegrity.
4 WICHITASTATEUNIVERSITYLIBRARY–RESERVEDEPARTMENTSTRATEGICPLAN
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TheWichitaStateUniversityLibraryReserveDepartmentisinaperiodofchange.Thelong‐standingdirectorhasleft,andmaynotbereplaced.Theincreaseduseofcomputers,InternetandtoolslikeBlackboardarereducingtheworkdonebythedepartment.Periodicalsarebeingswitchedtoelectronicformat,whichmeansthatmorephysicalspaceisbecomingavailableinthearea.AllofthesecircumstancesmakethisagreattimefortheReserveDepartmenttoexpandtheservicesitofferstostudentsbytransitioningintoaReservesandMediaServicesDepartment.
TheOrganizationTheReserveDepartmentislocatedonthefirstfloorofWichitaStateUniversity'sAblahLibrary.TheReserveDepartmentemploysonestaffmember,sixstudents,andfourGraduateAssistants.ThedepartmentformerlyincludedaSupervisor;however,thatpositionislikelytobeeliminated.ThedepartmentispartofAccess/OutreachServicesundertheDirectorofPublicServices,andreportstotheAccessServicesManager(seeAppendix1).GuidingValuesTheReserveDepartmentsupportstheWichitaStateUniversityLibrary’smissiontomakeavailabletheinformationresourcesnecessaryforlearning,teaching,andresearchandtoprovidetheservicesthatenablestudents,faculty,andstafftousetheseresources.MissionTheReserveDepartmenthastraditionallybeenaphysicallocationforperiodicalsandmicrofilm,andhashandledreserverequestsfromfaculty,holdingthosematerialsforstudentsormakingthemavailableonline.Thedepartmenthasexpandedtoprovidemediaservicestofaculty,andwishestomaketheseservicesavailabletostudentsaswell.Theirnewmissionwillbetohandlereserverequestsandtoprovidealocationformediaequipmentforbothprofessorandstudentuse.
WICHITASTATEUNIVERSITYLIBRARY–RESERVEDEPARTMENTSTRATEGICPLAN 5
PPPlllaaannnnnniiinnngggTTTeeeaaammm MainTeamThemainteamwasresponsibleforgatheringtheauxiliarymembersoftheplanningteam,andfordrafting,revising,andfinalizingthestrategicplanbasedonothercontributions.Themainteamwascomprisedof:
RobynTiemeyerTeamLeader,gathereddepartment‐specificinformation,compiledExecutiveSummary
KathrynPatrick
TeamSecretary,draftedroughcopyundergroup’sdirection,compiledConcludingRemarks
DeedraTottenCompiledediteddocument,createdcurrentandprojectedfloorplans,contributedcontent
HillaryMcHenry
Compiledtimeline,contributedcontent,createdbudget,presentationleaderAuxiliaryMembersThemainteamreliedonmanyothersforinputandsupport.Theseauxiliarymemberstotheplanningteamincluded:
Technologyadvisor(SystemsDepartmentRepresentative)Contributedtechnologicaladvice,helpedtoensurethatthetechnologyaspectsoftheplanarefeasible.
Representativesfromthefacultyandstudentbody
Theserepresentativescontributedfeedbacktoensurethatthestrategicplanmeetstheneedsoftheirpopulations.Othermembersofthestudentbodyandfacultyhaveandwillcontributeviaemailsurveys.
AccessServicesDirector,DirectorofPublicServices,andAssistantDean
Themanagementteamcontributedinformation,feedback,andapprovalforthestrategicplan.
6 WICHITASTATEUNIVERSITYLIBRARY–RESERVEDEPARTMENTSTRATEGICPLAN
PPPlllaaannnnnniiinnngggFFFaaaccctttooorrrsssLimitingFactorsThisstrategicplanwaslimitedbyanumberoffactors,theprimaryonesbeing:
SmallstaffReserveshasonlyonestaffmember,sixstudents,andfourgraduateassistants.Theformersupervisorpositionisunlikelytobefilled.
Finitephysicalspace
ReservesalsohousesleisurereadingandDVDs—popularcollectionsthatmustbeconsideredinthefutureoftheReservesDepartment.
Limitedfunds
Thefederalstimulusmoneyisslatedtorunoutbythenextfiscalyear.
AdministrativechangesThesearchforanewDeanofUniversityLibrariesisongoing,withthepositionnotexpectedtobefilleduntilJuly1st,2011.Theinterimdeanisalsotheuniversity’schiefinformationofficer,andthereforehaslimitedtimeandavailabilitywithwhichtoplayanactiveroleinplanning.
PositiveFactorsTherearealsofactorsthatwillhelptofacilitatethisplan:
TechsavvylibrariansThelibraryishometotwonewfacultylibrarianswhoaretechnologicallycomfortable.Notonlywillthisprovideavaluablealternatesourcefortechsupport,buttheywillhelptofosteratechnology‐positiveculturewithinthelibrary.
Libraryreadyforchange
Theinterimdeanwishestomaketheareaintoafacultylounge;anideawhichthelibraryfacultyopposes—theywanttohaveanalternativeready.Thepopularoppositiontotheloungeideamakessomethingthatmayhavebeenalimitationintoapositivefactor.
OrganizationalCultureFinalconsiderationsare:
ChangeisalwaysdifficultTheattitudesofsomefacultymembersoradministratorsmayimpedeprogress.Reserveswillneedtobesensitivetotheorganizationalculturesaroundthem,andtrytomitigateanyresistance.
Youcan’tpleaseeveryone
Manypeopleusethisareaofthelibrary,soitmaybeachallengetoalloweveryonewhowantsinputtohaveasay,letalonetoimplementeveryone’sideas.Reserveswilldotheirutmosttoensurethatthecommunityisinvolvedbywayofemailsurveys,andfrequentcommunication.
WICHITASTATEUNIVERSITYLIBRARY–RESERVEDEPARTMENTSTRATEGICPLAN 7
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EnvironmentScanThefollowingtrends,activities,andissuesareimpactingthecurrentsituationinthedepartment:
Money/FundingTheWichitaStateUniversitycampusislocatedinamediumsizedmetropolitanareathathasbeenhithardwiththerecenteconomicdownturn.Majorindustriesintheareaareaircraftproductionandagriculture,bothsegmentsthatareslowtorecoverfromarecession.Publicschoolsaremakingdrasticcuts,includinglibrarymediaspecialistpositions.TheyhavebeensimilarlyaffectedbythesituationwithStateandFederalfunding.Financesareamajorconcerninallareasoncampus,asfederalstimulusmoneythatkeptthepastfiscalyearafloatwillberunningoutnextyear,andthereisnosupplementonthehorizon.
DigitizationDuetothebudgetconstraints,printserialsubscriptionsarebeingeliminatedinfavorofelectronicsubscriptionspurchasedasapackagefromserialvendors.Thecostsofthesesubscriptionsgenerallyraiseannually4‐6%.
EnrollmentdownTocounterbalanceaslightdeclineinenrollment,thereisapushbytheuniversityforfacultytoembracedistance‐learningtrendssuchassatellitecampusesandtoolslikeBlackboard.Thelibrarywantstomaintainvisibilitythroughoutthesechanges,havingrecentlydevelopedasatellitecampusdeliveryprogramandanewlyalignedwebsite.
Technologytrends
BoththeelectronicreserveandBlackboardareofferingsimilarmethodsforfacultytoelectronicallyprovidejournalarticlesandelectronicbookchapters.Also,consideringtheinterimdeanisalsotheuniversity’sChiefInformationOfficerandprofessorofelectricengineering,thereisabigpushtoincorporatecuttingedgetechnology.
Failuretoadapttothechangesinthewaythatstudentsgatherinformationwithinthecampusenvironmentwillundoubtedlyimpactsupportfromuniversityfacultyandcampusadministration.Theramificationscouldnegativelyaffectallocationsofcampusresourcestothelibraryasadepartment,includingfunding,andwouldleavetheorganizationtrailingbehindtherestoftheacademicenvironmentatWSU.
8 WICHITASTATEUNIVERSITYLIBRARY–RESERVEDEPARTMENTSTRATEGICPLAN
SWOTAnalysis
Strengths:TheReserveareaisfortunatetohaveastaffmemberwithover18yearsofexperienceworkinginthedepartment;ithasavisiblelocationwithinthelibrarybuilding,andcontainshighcirculatingcollections.
Weaknesses:
Theaestheticsoftheareaareinneedofupdating;furnitureandmarketingfixturesareoutdatedandshouldbereplacedwithmoremodernandperhapslightweightdesigns.Thedepartmentalsoofferslimitedcomputerequipment(onlytwoApplecomputersavailableforuse),andstudentscomplainaboutthepoorwirelesssignal.
Opportunities:Betweencuttingdownonprintperiodicalsandmicroforms,aworkableamountofspaceisopenedupforanewlayoutandtolocatenewtechnologiesnotpreviouslyofferedbythelibrary.Anumberofdepartmentsoutsideofthelibrarymaybeconsultedonwhattoaddtothespace,suchasEnglishandtheMediaResourcesCenter.Someideasthathavebeensuggestedareaspaceforgroupsof10‐16toviewalargescreenoraquietlocationtoproduceaudiofilessuchaspodcasts.
Threats:ThereisaslightpossibilitythatAccessServicesmaylosecontrolofthespacesothatitmayservecampusfaculty.Also,budgetcutsareindangerofcuttingintosomeofthesources,andhavealsodelayedhighdemandtechnologyupgrades.
WICHITASTATEUNIVERSITYLIBRARY–RESERVEDEPARTMENTSTRATEGICPLAN 9
OrganizationalPerformance
Activities/Servicesoffered:‐ Televisionandvideoviewing‐ AccesstoApplecomputers‐ Documentscanning‐ Colorprinting‐ Microformviewing‐ Headphonesforstudentstocheckout‐ Video(VHSandDVD)checkout
TelecourseDVDs PopularMovies
EquipmentlocatedintheReservedepartment:
Equipment NumberAvailableTVwithcomboDVD/VCR 7TVwithVCRonly 2MicrofilmPrinter 2MicrofichePrinter 2Microfilm/fichePrinter 1DigitalMicroformReader/Printer/CDBurner 1MicrofilmReader 4MicroficheReader 3MicrocardReader 1CDPlayer 1AudioCassettePlayer 2‐MustbeusedinReserveareaTypewriters(electronic) 2ColorPrinter 1Scanner 3LaserPrinter(b/w) 1
(from : http://library.wichita.edu/circulation/reserve/resguid.htm#equipment)
Staffresponsibilities:
ThesolefulltimestaffmemberisresponsibleforCirculationduties,interviewingandhiringstudentassistantcandidateswiththeAccessServicesManager.Followingahiringprocess,whichcantakeplacemultipletimesasemester,thestaffmemberthentrainsstudentsandgraduateassistantsindepartmentoperations.Commondutiesthatthestaffandstudentsareresponsibleforare:
‐ IncollaborationwiththeStacksunit,thestaffmemberorganizesplacementofequipmentandresourcesinthearea.Labelingandprocessingofstatepropertytakesplaceinaseparatelibrarydivision,TechServices.
‐ SincethedifferentpartsoftheReservecollectionarecolorcoded,thestaffmemberisresponsibleformarkingandlocatingthelabels.
‐ Whenafacultymemberwouldliketoplaceaprintsourceorbookchapteronelectronicreserve,thestaffscansarticlesanduploadstothelibrary’sOPAC.
‐ Toprepareforeachsemester,thestaffmembernotifiesfacultywithitemsonreserveaboutwhattheywouldliketocontinuetomakeavailabletotheirstudents.Itemsremovedfromreservearesentbacktothefacultymember,ortransferredbacktothelibrarystacks.
‐ EachreserveitemmustbeclearedforcopyrightandlinkedwithintheOPACtothecorrespondingcoursesectionandinstructor.
10 WICHITASTATEUNIVERSITYLIBRARY–RESERVEDEPARTMENTSTRATEGICPLAN
Desiredperformancetargets/results:
‐ MarketingIncreasedmarketingwithinUniversityLibraries‐‐‐thelibrarywouldlikeforelectronicreserveservicesandthenewcollectionstobemoreactivelymarketedtothecampuscommunity.
‐ SpeedyResponseThe desired response time to faculty requests is within one business day.
Metricsusedtomeasureactual/desiredperformance:‐ LoggingTrackreserverequestsandfollow‐upactionsthroughthecreationofanelectronic
log‐ GatecountsDesignandutilizeaspreadsheet,graph,orsimilartrackingtooltoreflectgate
countsonbothadailyandhourlybasis‐ CirculationstatsCirculationstatisticsoneachofthecollections(Textbook,Leisure
Reading,Periodicals)willbeanalyzedanddocumentedtonotefluctuationsanduse.GapAnalysis
SuccessesCurrentlytheStudentGovernmentAssociation(SGA)/StudentActivitiesCouncil(SAC)DVDcollectionhasbeengaininginpopularityandcheckouts.TheDVDdriveisontheagendatobecomeaannualorperhapssemestereventtocontinuetosupportandexpandthecollection.Afteronlyoneyear,thetextbookcollectionisgaininginpopularityandaccumulatingahighnumberofcheckouts.
Wherearewefallingshort?
Gatecountsandcirculationstatsaredownfrompreviousyears,thoughthismayinpartbeduetoacutinoperatinghours.Thoughithasnotbeensummarized,libraryadministrationisconcernedthatthetraffichasnotincreasedproportionatelytotheincreasednumberofitemsavailableinthenewcollectionsandservicesthatarebeingoffered.Thereissomeconjecturethattheareaisnotofferingtherightkindofnewservicesthatstudentswouldlike,thoughthereisnotaplaninthenearfuturetogathersuchinformation.
WICHITASTATEUNIVERSITYLIBRARY–RESERVEDEPARTMENTSTRATEGICPLAN 11
NNNeeewwwPPPrrriiiooorrriiitttiiieeesssStrategicProfileInplanningfuturedirectionsfortheReservesdepartment,itisimportanttoconsiderthemissionandvisionofthelibraryasawholeandtoconsidercurrenttrendsinthefield.AsstatedontheWichitaStateUniversityLibraries’webpage(“VisionandMission”,2006),thevisionofthelibraryasawholeisto“Explore...Enlighten...Empower”(para.1)andthemissionis:
Tomakeavailabletheinformationresourcesnecessaryforlearning,teaching,andresearchandtoprovidetheservicesthatenablestudents,faculty,andstafftousetheseresources.UniversityLibrariesalsosupportstheUniversity’sservicemissionbyprovidingcommunityandstatewideaccesstoitsresources(para.2).
Inadditiontothemissionstatement,thelibraryfollowsasetofguidingprinciples.OneoftheprinciplesthatisespeciallypertinenttotheReservesDepartmentis:“Weembracecontinuousimprovementinresponsetoaconstantlyevolvingenvironment”(para.3).InordertoincorporatethisprincipleintothestrategicplanfortheReserveDepartment,itisimportanttoexaminethechangesthataretakingplaceintheacademicenvironment.
Thefollowinggraphicsillustratesomeofthecurrenttrendsinhighereducationandacademiclibrariesandhowtheywillaffectourdepartment:
(Farrell,2005)
Increasedenrollmentofnon‐traditionalstudentsanddistanceedstudents
needforincreasednumberofelectronicresources,
includingelectroniccoursereserves
needforresourcestobeintegratedintoBlackboard
needforprovidingtimelyservicetobothstudents
andstaff/faculty
Higherdemandforconvenientaccessibilityto
resources
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(ACRL,2010)
FutureVisionOurvisionistotransformtheReservesDepartmentintotheReservesandMediaServicesDepartment.Bymovingawayfromprintreserves,wewillcreatethespaceneededtoprovideastate‐of‐the‐artenvironmentthatmeetsthetechnologicalneedsofourstudentsandfaculty.Inthisway,wewillbeabletomeettheLibrary’svisionof“Explore…Enlighten…Empower”.
StrategicInitiatives
Initiative1:ContinueprovidingaccesstotheTVs,DVDplayers,Macs,scanners,printers,andDVDsalreadyavailable,andmaintainingtheseservicesingoodworkingorder.
Goal1.1:Provideaccess. Objective:Gatecountshouldequalorexceedthatofthepreviousyear.
Goal1.2:Maintainequipment.Objective:Allequipmentshouldbefunctional.Computerswillrunthemostcurrentversionoftheiroperatingsystemandofficesuite.
Initiative2:Beginmarketingtextbook,leisurereading,newbook,andDVDcollections.
Goal2.1:Employmarketingtoolssuchasdisplays,invitingdécor,andcampusemails.Objective:Increaseover‐allcirculationstatisticsforthetextbook,leisurereading,newbook,andDVDcollectionsbyatleast5%. Goal2.2:Makeuseofthelibrary’smarketingbysubmittingtothemonthlynewsletterandarrangingforcoveragebythelibrary’sFacebookpageandTwitterfeed.
Increasingdemandforelectronicresources
Extraspaceiscreated,whichcanbeusedto
providemoreindividualandcollaborativegroup
workspace
Addingamediacenterbecomespossible
Thedepartmentpresentsamoremodernanduseful
appearance,whichimprovesimageanduser
traffic.
Physicalresourcesthatareusedinfrequentlyare
beingweededorstoredoffsite
WICHITASTATEUNIVERSITYLIBRARY–RESERVEDEPARTMENTSTRATEGICPLAN 13
Objective:Submittothelibrary’snewslettereachmonth.Advertiseservices,newacquisitions,andotherinformationviathelibrary’sweb2.0servicesatleastoncepermonth.
Initiative3:Removerelianceonprintinthedepartmentworkflowandreducestafftimespenttrackingstatistics
Goal3.1:Continuetotrackserviceusebydepartmentandcirculationstatistics.Discontinuetrackingotherstatistics.Objective:Numberoftrackedstatisticsreducedbytheendoftheyear.
Goal3.2:Discontinuetrackingstatisticsbyhand;allstatisticswillbedonethroughtheILS.Objective:Manualstatistictrackingshouldbecompletelyphasedoutbytheendoftheyear.
Initiative4:Reduceoutdatedorlow‐usetechnologiesandmaterials.
Goal4.1:Analyzeusagestatisticsforeachofthedepartment’smachinesanddisposeoflowoutliersorplacetheminlongtermstorage.
Objective:Removeanyequipmentthatisusedlessthanthreetimespersemester.
Goal4.2:Weedprint,videocassette,andDVDcollectionsbasedonconditionandcirculation. Objective:Weedingwillbecarriedoutonceperyear.
Goal4.3:Reassessmicroformcollectionandpoliciesinlightofotherregionallibrarymicroformcollections.
Objective:Reviseandapprovemicroformcollectionpolicybytheendoftheyear.
Initiative5:Prepareforexpandedmediaservices.
Goal5.1:Researchtechnologysothatsoundacquisitionscanbemade.Objective:Createadocumentthatrankstechnologyoptions,includingtheirfullcostofimplementationandestimatedcostofupkeep.
Goal5.2:ConnectwiththeSystemsdepartmenttodeterminewhatthegreatesttechnologyneedsare,andhowwecouldbestsupportthem.Objective:DraftaMediaServicesMissionandVisionstatementandmajorpolicieswithinputfromTechnologyServices
Goal5.3:Researchgrantsandotheralternatesourcesoffunding.
Objective:Applyforatleasttwomajorgrants.
14 WICHITASTATEUNIVERSITYLIBRARY–RESERVEDEPARTMENTSTRATEGICPLAN
AAAccctttiiiooonnnPPPlllaaannnStrategicInitiatives
Initiative1:ContinueprovidingaccesstotheTVs,DVDplayers,Macs,scanners,printers,andDVDsalreadyavailable,andmaintainingtheseservicesingoodworkingorder.
Goal1.1:Provideaccess.
Objective:Gatecountshouldequalorexceedthatofthepreviousyear.
ActionSteps:
• The Reserves staff will train student assistants on equipment so that they can better assist patrons and answer questions when staff is unavailable.
• Gate count should be compared to previous years’ count each month. If any reduction is present, the cause should be investigated.
Goal1.2:Maintainequipment.
Objective:Allequipmentshouldbefunctional.Computerswillrunthemostcurrentversionoftheiroperatingsystemandofficesuite.ActionSteps:
• The reserves staff will periodically check each terminal for software upgrades and
submit requests through proper channels for installation if needed. • All equipment should be checked for functionality and pending upgrades at least
once per month, and more frequently for the highest-use equipment. ResourcesNeeded:
• Staff time • Outside technical assistance may be needed to repair equipment.
Initiative2:Beginmarketingtextbook,leisurereading,newbook,andDVDcollections.
Goal2.1:Employmarketingtoolssuchasdisplays,invitingdécor,andcampusemails.
Objective:Increaseover‐allcirculationstatisticsforthetextbook,leisurereading,newbook,andDVDcollectionsbyatleast5%.
ActionSteps:
• Reserves will acquire a tiered display table to place in the window to the main
library. Feature displays will include a “faculty picks” section. • The staff will decorate for major holidays to create a fun and welcoming atmosphere. • Staff will make use of the campus-wide email system by sending out information
about the collections at key times, such as the beginning of the semester and before breaks (emphasizing the leisure reading and DVD collections).
WICHITASTATEUNIVERSITYLIBRARY–RESERVEDEPARTMENTSTRATEGICPLAN 15
• Posters will be created and placed by the main entrance to the library to advertise the collections.
These action steps will be done in an ongoing fashion (displays should be changed out at least bi-monthly, seasonal decorations should always be current) starting in the first year and continuing through all three years. The Reserve staff member and student assistants will be responsible for changing the displays and decorations. Campus emails will be written and sent at least twice a semester through all three years by the Reserve staff member. Posters should be switched out at least twice per semester, and will be created by the Reserve staff member or a student assistant.
ResourcesNeeded:
• Display supplies (including book stands, signs, etc)• Decorations (new and donations by library staff)• Staff time
Goal2.2:Makeuseofthelibrary’smarketingbysubmittingtothemonthlynewsletterandarrangingforcoveragebythelibrary’sFacebookpageandTwitterfeed.
Objective:Submittothelibrary’snewslettereachmonth.Advertiseservices,newacquisitions,andotherinformationviathelibrary’sweb2.0servicesatleastoncepermonth.ActionSteps:
• TheReservesdepartmentwillmakeuseofthemarketinginitiativesofthelibraryatlargebyensuringcoverageonthelibrary’sFacebookpage,Twitterfeedandinthelibrary’smonthlynewsletter.Thismarketingwillfocusontheabovecollections,butwillalsofeedoffofGoal2.1,reportingnewdecorationsanddisplaystostudents,providingaplaceforphotos,andsoforth.Submissionsshouldbemadetoeachofthethreeoutletsatleastoncepermonth.
ResourcesNeeded:
• Stafftime
Initiative3:
Removerelianceonprintinthedepartmentworkflowandreducestafftimespenttrackingstatistics.
Goal3.1:Continuetotrackserviceusebydepartmentandcirculationstatistics.Discontinuetrackingotherstatistics. Objective:Numberoftrackedstatisticsreducedbytheendoftheyear.
ActionSteps:
• The Reserves staff will re-evaluate what statistics are needed for the annual report by considering the statistics included by other departments and past requests for information from the university administration. Any statistics deemed unnecessary will be discontinued. This process should be completed by the end of the first quarter, so that Goal 3.2 can proceed.
ResourcesNeeded:
16 WICHITASTATEUNIVERSITYLIBRARY–RESERVEDEPARTMENTSTRATEGICPLAN
• Stafftime
Goal3.2:Discontinuetrackingstatisticsbyhand;allstatisticswillbedonethroughtheILS.
Objective:Manualstatistictrackingshouldbecompletelyphasedoutbytheendoftheyear.ActionSteps:
• The Reserves staff will then create a report for each necessary statistic in Voyager Analyzer (a module of the library’s ILS) for Reserve circulation statistics, and run as needed.
• Manual statistics tracking will be continued until any technical glitches have been resolved. Once the manual and automated reports are in alignment, the manual tracking will be discontinued.
If manual statistics are still in use halfway through the second semester, outside assistance will be sought so that all manual statistics may be phased out by the end of the first year. The Reserves staff member will be responsible for this process.
ResourcesNeeded:
• Stafftime
Initiative4:Reduceoutdatedorlow‐usetechnologiesandmaterials.
Goal4.1:Analyzeusagestatisticsforeachofthedepartment’smachinesanddisposeoflowoutliersorplacetheminlongtermstorage.
Objective:Removeanyequipmentthatisusedlessthanthreetimespersemester.
ActionSteps:
• The reserves staff will monitor the use of all machines, identify low outliers, and work with Technology Services to determine whether it may have value in the future. If not, they will dispose of the machine. If it may have lasting value or if it is the last machine on campus for a specific function, it will be placed into storage. The extra space created by this process will facilitate collaborative work, as the high-use computers and technologies can be spaced out, and extra tables and chairs can be brought in.
ResourcesNeeded:
• The only resource required for this goal is staff time, though if there is budget
available to furnish group workstations, that will be done as part of this goal.
WICHITASTATEUNIVERSITYLIBRARY–RESERVEDEPARTMENTSTRATEGICPLAN 17
Goal4.2:Weedprint,videocassette,andDVDcollectionsbasedonconditionandcirculation.
Objective:Weedingwillbecarriedoutonceperyear.
ActionSteps:
• The Reserves staff and student assistants will weed the video and DVD collections based on circulation once per year.
• Signs will be created and placed through the collection encouraging students to report any material they check out which no longer plays correctly.
ResourcesNeeded:
• Stafftime
Goal4.3:Reassessmicroformcollectionandpoliciesinlightofotherregionallibrarymicroformcollections.
Objective:Reviseandapprovemicroformcollectionpolicybytheendoftheyear.
ActionSteps:
• The Reserves staff will review other regional library microform collection policies and create a revised policy for approval before the end of the year. This policy will then be put into practice for the following two years.
ResourcesNeeded:
• Stafftime
Initiative5:
Prepareforexpandedmediaservices.
Goal5.1:Researchtechnologysothatsoundacquisitionscanbemade.
Objective:Createadocumentthatrankstechnologyoptions,includingtheirfullcostofimplementationandestimatedcostofupkeep.
ActionSteps:
• The Reserves staff will research the technology in use at other academic libraries and seek faculty and student opinions as to what they would like access to. Particular attention will be paid to the highest-enrolling departments, such as engineering, and their specific technology needs.
• The Reserves staff would then calculate the full cost of implementation (hardware, software, training, infrastructure, etc) and upkeep.
• Usingthisinformation,theywillformarankedlistofoptionstobeusedforfuturebudgetingandplanning.Duetotechnology’srapidrateofchange,thisshouldbeanongoingprocessthroughoutthethreeyears,butthedocumentwillbeconsidered‘final’attheendofthattime,andusedintheformationofthenextroundofstrategicinitiatives.
18 WICHITASTATEUNIVERSITYLIBRARY–RESERVEDEPARTMENTSTRATEGICPLAN
ResourcesNeeded:
• Stafftime
Goal5.2:ConnectwiththeSystemsdepartmenttodeterminewhatthegreatesttechnologyneedsare,andhowwecouldbestsupportthem.
Objective:DraftaMediaServicesMissionandVisionstatementandmajorpolicieswithinputfromTechnologyServices.
ActionSteps:
• The Reserves staff will consult with the Systems department to determine what Reserves and Media Services’ role should be in the larger view of the University’s technology services. The information gathered in Goal 5.1 will also be considered.
• Once the community’s needs are understood, the Reserves staff will draft a Media Services mission and vision statement, to be put into effect under the next Strategic Plan. A Technology Accession policy will also be drafted at this time. This process should begin no later than the start of the third year.
ResourcesNeeded:
• Stafftime
Goal5.3:Researchgrantsandotheralternatesourcesoffunding.
Objective:Applyforatleasttwomajorgrants.
ActionSteps:
• The Reserves staff will research grants and other sources of funding, including support from the Alumni Association, and look for other library departments with which to collaborate on applications for funding.
• They will apply for at least one grant in each the second and third year. Money obtained from these sources would be used to acquire the technologies selected in Goal 5.1 and to reach the outcomes directed by Goal 5.2. The success of these applications will determine the scope and ambition of the next strategic plan.
ResourcesNeeded:
• Stafftime
WICHITASTATEUNIVERSITYLIBRARY–RESERVEDEPARTMENTSTRATEGICPLAN 19
PerformanceManagement
Synergies:Themarketing(asoutlinedinInitiative2)willsupportthegoalofprovidingcontinuedaccesstomaterials(asoutlinedinInitiative1).
Initiative3and4bothfocusonmakingwayforthefuture,byclearingupstafftimeandphysicalspace.HowthefreedresourceswillbeputtousewillbelargelydeterminedbyInitiative5.Outwiththeold,inwiththenew.
Potentialconflicts:
Manyofthegoalsaretime‐intensive,especiallyconsideringReserves’smallstaff.Thestaffwillmanagethisbyprioritizingshort‐termvs.long‐termgoalsanddelegatingworktostudentassistants.Initiative3willhelptofreeuptimeasitprogressesbyreducingtimespentonstatisticstracking.
Monitoringandcorrecting:
Progresswillbemonitoredbyregularlycomparingkeystatistics.Whencomparingattendancecountsandusagestatistics,itmaybenecessarytoaccountforshortenedlibraryhours.Consultingwithotherlibrarydepartmentsregardinghowtheirnumberscomparetopreviousyearswillhelptoremoveanydiscrepancies.Ifstatisticsarestillnotwheretheyoughttobe,marketingeffortswillbere‐evaluatedandincreased.Studentswillbeconsultedinformallyastopossiblecausesandsolutions.Manyobjectivescallforsomethingtobecompletedbyacertaintime.TheReservesstaffshouldconsultthisdocumentfrequentlytobesurethattheyareontrackforallgoals.Anover‐allannualreviewattheendofeachfiscalyearwillallowfortheprogressandeffectivenessofallgoalstobeconsideredtogetheranddiscussedwithrepresentativesfromthelibraryadministration.Atthattime,prioritiesmaybereorganizedorgoalsmayberevised.
20 WICHITASTATEUNIVERSITYLIBRARY–RESERVEDEPARTMENTSTRATEGICPLAN
CCCooonnntttiiinnngggeeennnccciiieeesss
Roadblocksmaybecomepresentduringtheimplementationoftheplan.Thefollowingisalistofpossibleissues,aswellascontingencyplanstoremedythoseissues:
NewdeanThelibraryplanstohaveanewdeaninplacebynextJuly.Thisisawildcard;ifthedeandisagreeswiththedirectionoutlinedbythisstrategicplan,therecouldbefar‐reachingnegativeconsequences.Ontheotherhand,ifthedeanturnsouttobeastrongsupporter,carryingoutthestrategicplanwillbeeasier.Theuncertaintyofthesituationmakesitdifficulttoplanfor.Whenthenewdeanisinplace,theReservesstaffshouldtrytomeetwiththedeananddiscusstheplantosecurethedean’ssupport.Somecompromisesmayneedtobemade.
FurtherbudgetcutsDuetoalreadyrestrictedbudgetsandthelikelihoodoffurthercuts,wehavetriedtominimizecostinthisstrategicplan.Ifthecutscometopass,thebudgetcouldbereducedfurtherbyrepurposingexistingfurnitureratherthanbuyingnew;forexample,adisplaytablecouldbecreatedbybuildingtiersontopofanexistingtable.Thisissomewhatlikely,butthestrategicplanshouldbeabletowithstandit.
StaffingcutsorreallocationTheseinitiativesarealreadytime‐intensivefortheReservesstaff.Ifthestaffiscut,itwouldbecomeverydifficulttokeepallgoalsontrack.ItisalsopossiblethatotherlibraryfunctionsoutsideofthestrategicplanwouldbeassignedtoReservesstaff,essentiallyremovingthemfromthescopeofthisplan.Inthiscase,thetimelinewouldhavetobere‐evaluatedandre‐adjusted,andInitiative5mightneedtobeputonholduntilthenextstrategicplan.Thisislesslikelythantheabove,butwouldbeverydifficulttoovercome.
StaffturnoverEvenifthestaffisnotcut,replacingacurrent,experiencedstaffmemberwithanewemployee(duetoretirement,medicalleave,etc)wouldhinderefforts.Thisislesslikely,butifitdoeshappen,thestaffmembershould(ifpossible)makenotesontheirprogressoneachinitiativesothattheirreplacementcantakeovermoreeasily.
ReducedlibraryhoursLibraryhourswerereducedlastyear,butexpandedalittlethisyear.Iftheyarereducedagain,thatwouldhinderInitiative1,andmakecomparingusagestatisticsmoredifficult.Itismorelikely,however,thatthelibrary’shourswillcontinuetoexpandincrementallythroughouttheplan.Thenumberofhoursshouldbekeptinmindwhencomparingstatistics.
PressuretoutilizethespaceinotherwaysThisisnotlikelytoaffectthestrategicplan,asthelibrarystaffwouldpreferforthisspacetocontinuetobeusedforpatronsandlibraryservices.Inputfromoutsidesources,however,maycontradicttheintendeduseforthespaceoutlinedintheplan.
ResistancetotheideaoftransitioningfromaReservesDepartmenttoaReservesandMediaServicesDepartmentBecausethisideaisinitsearlystages,andnoradicalchangesarebeingmade,resistanceshouldbeminimalandeasytoovercome.
WICHITASTATEUNIVERSITYLIBRARY–RESERVEDEPARTMENTSTRATEGICPLAN 21
BBBuuudddgggeeettt
Item(s) Cost
Tiereddisplaytable $200Bookstands $50Signs $30Upholsteredloungechairs(x8) $240/eachStudycarrels(x8) $450/eachTablew/6chairs(4sets) $1130/eachLargebedscanner $500Flatscreenmonitor(24”screen) $250 Netbookforstats $250Seasonaldecorations $300 $11,620total
22 WICHITASTATEUNIVERSITYLIBRARY–RESERVEDEPARTMENTSTRATEGICPLAN
AAAccctttiiiooonnnPPPlllaaannnTTTiiimmmeeellliiinnneee
FiscalYear1January • Scheduletimewitheachstudentassistantfortrainingontheuseofall
departmentalequipment.• Investigateoptionsforpurchasingdisplaytable.
February • Purchaseadisplaytable.• Contactfacultyandinvitethemtochoosearesourceforour‘facultypicks”
display.March • Re‐evaluatewhatstatisticsneedtobecollectedbydepartment.
• Discontinuetrackinganyunnecessarystatistics.• Beginreviewofmicroformcollectionspolicies.
April • TrainstudentsintrackingstatisticsviatheILS.May • Conductannualreviewofprogressmadetowardgoalsoutlinedinthestrategic
plan.• Createareportofstatisticstracked.• Completetherevisionofthemicroformpolicy.
June • ConductinitialweedingofthevideoandDVDcollections.FiscalYear2
July • Meetwithtechservicestodiscussthepossibleremovalofinfrequentlyusedequipment.
August • Moveapprovedequipmenttostorageanddisposeofequipmentthatisnolongerneeded.
September • Beginresearchingpossibleoptionsforpurchasingfurnitureforthenewcollaborativeworkspace.
• Beginmeetingwithsystemsdepartmenttodiscusstechnologyneeds.October • Meetwithtechservicestobegindraftingamediaservicesmissionandvision
statement.January • Formagrantcommitteetobeginresearchinggrantoptions.March • Selectatleastonegranttoapplyforandbegindraftingaproposal.May • Conductannualreviewofprogressmadetowardgoalsoutlinedinthestrategic
plan.• Createareportoftrackedstatistics.
June • WeedthevideoandDVDcollections.FiscalYear3
July • ScheduleameetingwiththeWSUAlumniAssociationtoseektheirsupportingatheringfundsformediaservices.
August • Grantcommitteewillselectasecondgrantandbegindraftingaproposal.September • GatherPlanningTeamandbegindraftingnextstrategicplan.May • Conductannualreviewofprogressmadetowardsgoalsoutlinedinthestrategic
plan.• Createreportoftrackedstatistics.
June • WeedthevideoandDVDcollections.Itemstobecompletedonamonthlybasisthroughoutthetimeframeofthestrategicplan:
• Comparegatecountstothatofthepreviousyear.• Allequipmentcheckedforproperfunctioningandneededupgrades.• Submitarticletolibrary’smonthlynewsletter.• Postnewacquisitionsinformationtothelibrary’sFacebookandTwitteraccounts.• Change/updatewindowdisplays.• Ongoingresearchoftechnologytrendsrelevanttoacademiclibraries.
WICHITASTATEUNIVERSITYLIBRARY–RESERVEDEPARTMENTSTRATEGICPLAN 23
CCCooonnncccllluuudddiiinnngggRRReeemmmaaarrrkkksss
Alllibrariesfacethechallengesofkeepingupwithrapidlychangingtechnologyandofremainingrelevantintoday’sincreasingly‐electronicsociety.Risingtothesechallenges,however,isespeciallyvitalforacademiclibraries,asstudentsdependonthemtoprovidetheinformationandtheresourcesnecessaryforachievement.TheReservesDepartmentofAblahLibraryhasfounditselffacingthesechallengesheadon.WithBlackboardcoursemanagementsoftwarereducingtheneedfortheirservicesandwithelectronicjournalstakingtheplaceofmanyoftheirphysicalholdings,theReservesDepartmenthasboththeimpetusandtheopportunityforchange.Thereare,ofcourse,obstacles.Thisisaharsheconomy,andbecomingastate‐of‐the‐artmediacenterisanexpensiveprospect.However,wefeelthatthisstrategicplanwillpavethewayfortheReservesDepartmenttobecomeathrivingandvitalpartofthelibraryandofWichitaStateUniversityasawhole.Ourplanwillhelpraiseawarenessofthevalueofourservices…andtohelpexpandthatvalue.Wehaveincludedasmanykeyplayersaspossibleintheformationofthisstrategicplan,andwillseekapprovalfromallnecessarypartiesbeforetheimplementationofourinitiatives.RegularmeetingswiththeAccessServicesDirectorandtheinterimDeanofthelibraryandfrequentcommunicationwithfaculty,students,andtheSystemsDepartmentwillensurethatallpartiesareawareoftheinitiativesoutlinedhere,andthattheyaresatisfiedwithourprogress.Theplangoalsandprogresswillalsobereviewedregularlyindepartmentmeetingstokeepeveryoneonthesamepage,andyearlyreviewswillmakesurethatallinitiativesareontrack.TheReservesareaisusedbymanydifferentstakeholders,sowehaveandwillcontinuetostrivetoensurethateveryonefeelsincludedintheprocess.Afterthisplan’stimeframehaspassed,theReservesDepartmentshouldbeperfectlypositionedtoaddthemostusefulanddesiredtechnologies,andtocommunicatetheirnewservicestostudentsandfaculty.Bystreamliningthedepartment’sstatisticstracking,andbyincludingtechnologyandgrantresearchinourtimeline,wehaveensuredthattheplanningteamresponsibleforthenextstrategicplanwillhavetheinformationtheyneedtomakethebestdecisionsregardingthefutureofthedepartment.
24 WICHITASTATEUNIVERSITYLIBRARY–RESERVEDEPARTMENTSTRATEGICPLAN
RRReeefffeeerrreeennnccceeesss
ACRLResearchPlanningandReviewCommittee.(2010).2010toptrendsinacademiclibraries.CollegeandResearchLibrariesNews,71(6),286‐292.Austin,B.(2010).Movingbeyondtheamalgam:restructuringaccessservices.JournalofAccessServices,7(3),145‐158.Farrell,M.(2005).Trendsinhighereducation:howwilltheyimpactacademiclibraries?PaperpresentedattheACRLTwelfthNationalConference,Minneapolis,MN.Retrievedfromhttp://www.ala.org/ala/mgrps/divs/acrl/events/pdf/farrell05.pdfMiller,G.(2009)ReshapingandRenewingWSU.Retrievedfromhttp://webs.wichita.edu/?u=reshaping&p=/indexOakleaf,M.(2010).Thevalueofacademiclibraries:acomprehensiveresearchreviewandreport.Receivedfromhttp://www.ala.org/ala/mgrps/divs/acrl/issues/value/val_report.pdfPollitz,J.H.,Christie,A.,&Middleton,C.(2009)Managementoflibrarycoursereservesandthetextbookaffordabilitycrisis.Journalofaccessservices,6(4),459‐484.Reserveguide:WichitaStateUniversityLibrariesInformationSystem.(2008).Retrievedfrom:http://library.wichita.edu/circulation/reserve/resguid.htm#equipmentWichitaStateUniversityLibraries.(2006).Visionandmissionstatement.Retrievedfromhttp://libraries.wichita.edu/ablah/index.php/more‐information/39‐visionmission
WICHITASTATEUNIVERSITYLIBRARY–RESERVEDEPARTMENTSTRATEGICPLAN 25
AAAppppppeeennndddiiixxx111:::OrganizationalStructure
26 WICHITASTATEUNIVERSITYLIBRARY–RESERVEDEPARTMENTSTRATEGICPLAN
AAAppppppeeennndddiiixxx222:::FloorPlan–Before
WICHITASTATEUNIVERSITYLIBRARY–RESERVEDEPARTMENTSTRATEGICPLAN 27
AAAppppppeeennndddiiixxx333:::FloorPlan–After
28 WICHITASTATEUNIVERSITYLIBRARY–RESERVEDEPARTMENTSTRATEGICPLAN
SSSuuummmmmmaaarrryyyRRReeepppooorrrtttooofffTTTeeeaaammmPPPrrrooojjjeeeccctttAAAccctttiiivvviiitttiiieeesss
HillaryMcHenry,KathrynPatrick,RobynTiemeyer,DeedraTotten
EmporiaStateUniversity
LI805
WICHITASTATEUNIVERSITYLIBRARY–RESERVEDEPARTMENTSTRATEGICPLAN 29
MMMeeeeeetttiiinnngggMMMiiinnnuuuttteeesss–––999///111222///111000TTTeeeaaammm///PPPlllaaannnOOOrrrgggaaannniiizzzaaatttiiiooonnn
Location:viaAdobeConnectPreparedby:KathrynPatrickMemberspresent:allgroupmemberswereinattendance.PreviousMeeting:Attheprevious(informal)meeting,RobynTiemeyerwasdesignatedteamleader,andKathrynPatrickwasdesignatedsecretary.WedecidedtocreateourStrategicPlanforWichitaStateUniversity(WSU)Library,whereRobynworks.WedecidedthatthefollowingmeetingsshouldbeviaAdobeConnect.Goals:
Decideonaplan Setdeadlines Chooseateamname
Business
HillaryMcHenryaskedifweshouldusemicrophones;wedecidedthatjustthetextboxwouldbefine.
KathrynPatrickproposedagoaltodecideonaplan.DeedraTottenaddedthatweshouldsetdeadlines,andHillaryaddedthatweshouldchooseateamname.
KathrynPatrickconfirmedthatshewouldkeepminutes.
Choosingateamname:
‐ Hillaryproposedcombiningthenamesofourlocations(WichitaandEmporia).Shesuggestedthename“WE”.
‐ RobynsuggestedamendingthattoWE2.‐ Kathrynproposedchoosinganamerelatedtoourtargetlibrary.‐ RobynsuggestedamendingthattoWE2.‐ Deedrasuggestedamashupofthelocationnames:Wichiporia.WesettledonWichiporia.
Decidingonaplan:
‐ Hillarynotedthatthereare20subtopics(theopencirclesontheassignmentdescription).Shesuggestedthatwemeetweekly,covering3subtopicseachtime.Wewouldwritethingsupaswewentalong,andfinishinabout7weeks,leaving3or4topolish.Kathrynsuggesteddividingtheworkaccordingtotheheadingtopicsinsteadofthesubtopics.
‐ Thegroupagreedthatworkingcollaboratively,insteadofdividingtheworkamongindividuals,wasnecessarybecausesomuchinformationaboutthelibrarywillcomefromRobyn,andbecausethesectionsbuildoneachother.
‐ Kathrynproposedmovingdownthelist,withtheexceptionofleavingtheexecutivesummaryuntillast.Forthenextmeeting,shesuggestedtryingtocovertheOrganizational;itcontainsfoursubtopics,butisonlyworth2pointsontherubric.
‐ RobynaskedifsheshouldpostinformationafewdaysbeforeeachmeetingwithrelevantinformationfromWSU;thegroupagreedthatsheshould.Hillaryaddedthatweshouldlookonlineforexamplesofstrategicplans.Robynpointedoutthattherewerealsoexamplespostedinblackboard.
30 WICHITASTATEUNIVERSITYLIBRARY–RESERVEDEPARTMENTSTRATEGICPLAN
Settingdeadlines:‐ Robynaskedifthesamedayandtimeeachweek—Sundayat8—wouldworkforeveryone;andthatwasdecidedonforourmeetings.
‐ Robynaskedifweshouldlayoutthescheduleforeveryweekaheadoftime,orifweshouldseehowthenextmeetinggoes.Weagreedtosetthegoalsforeachmeetingtheweekahead.
WrappingUp‐ Robynaskedifthesamedayandtimeeachweek—Sundayat8—wouldworkforeveryone;andthatwasdecidedonforourmeetings.
‐ HillaryaskedifweneededtocontacttheGAaboutsettingupAdobeConnectforournextmeeting.Wedecidedtore‐usethesamemeetingroomeachweek.
‐ HillaryaskedKathryntoposttherecordingsofeachmeetingtotheteamdiscussionboard;sheagreedtodoso.
‐ HillaryvolunteeredtoemailDr.Singhwithourteamname.‐ RobynsaidthatshewouldpostnotesbyThursday.Sheaskedifsheshouldusetheteamdiscussionboardorthefileexchange.Wedecidedonthediscussionboard.
‐ RobynnotedthattheAssistantDeansaidthatshewasfinewithususingWSULibraryforourproject.‐ KathrynsaidthatshewouldalsotrytopostminutesbyThursdayeachweek.
MeetingSummary:
Decideonaplan:
‐ Workcollaborativelybysection‐ Decideonsubsectionstoworkonatpriormeeting‐ Lookoverexamples,infoaboutWSUlibrarypriortomeetings
Setdeadlines:
‐ Meetweekly,Sundaysat8‐ Finishdraftwith3or4weekstopolish
Chooseateamname:
‐ WichiporiaNEXTMEETING:AdobeConnect,9/19/10at8:00pm
WICHITASTATEUNIVERSITYLIBRARY–RESERVEDEPARTMENTSTRATEGICPLAN 31
MMMeeeeeetttiiinnngggMMMiiinnnuuuttteeesss–––999///111999///111000“““OOOrrrgggaaannniiizzzaaatttiiiooonnnaaalllPPPrrrooofffiiillleee”””
Location:viaAdobeConnectPreparedby:KathrynPatrickMemberspresent:allgroupmemberswereinattendance.Goals:
DrafttheOrganizationalProfilesectionofthepaperBusiness
KathrynPatrickdistributedtheminutesfromthepreviousmeeting.
RobynTiemeyernotedthatshepostedthelibrary’smissionstatement,anorganizationalchart,andsomenotestothefileexchange.
HillaryMcHenrycalledforclarificationofwhetherweplannedtocreateastrategicplanforjustthereservesdepartmentorfortheaccessservicesdepartmentasawhole.Robynpointedouttheparticularsituationofthereservesdepartmentwhichmakesthisagoodtimeforthemtohaveastrategicplan.Thegroupagreedthatwewouldhaveenoughmaterialtofocusspecificallyonreserves.
Robynofferedtotrytoscanafloorplanofthatareaofthelibrary.
DraftingtheOrganizationalProfilesectionofthepaper
‐ ThegroupdiscussedtheorganizationoftheReservedepartmentanditscurrentsituation.‐ Robynnotedthatthereservesdepartmentisplanningtotransformtheirareatoatechnologybasedmediacenter;thegroupdiscussedwhatthatwouldinvolve,andhowthatwouldfitintothereservesdepartment.
‐ Kathrynbeganadocumenttoworkonthedraft,usingthegroup’sinputanddiscussion.
DeedraaskedaboutpostingthedrafttoGoogleDocs;Robynaskedifwehaveagroupwikilink.Deedraconfirmedthatwedo,butitwasnotworkingatthemoment.
Robynconfirmedthateveryonewouldbeabletomeetagainthenextweek.
Kathrynproposedthatthenextmeeting’sgoalsshouldbetowriteadraftforthepreparation/planningsection,andtodiscusswhatresourceswillbeneededtocompletethecurrentrealitiessection.Thegroupagreed.
NEXTMEETING:AdobeConnect,10/17/10at8:00pm
32 WICHITASTATEUNIVERSITYLIBRARY–RESERVEDEPARTMENTSTRATEGICPLAN
MMMeeeeeetttiiinnngggMMMiiinnnuuuttteeesss–––111000///111777///111000“““CCCuuurrrrrreeennntttRRReeeaaallliiitttyyy”””
Location:viaAdobeConnectPreparedby:HillaryMcHenryMemberspresent:RobynTiemeyer,DeedraTotten,andHillaryMcHenrywereinattendance;Kathryn
Patrickwasabsent.Goals:
Discussquestionsunder“organizationalperformance”. Discussquestionsunder“gapanalysis”.
Business
Wediscussedhowmuchofthe“currentreality”sectionwehaddiscussedatourlastmeetinganddecidedweneededtocoverthelasttwobulletpoints.
Hillaryvolunteeredtotakenotesofourdiscussionandtotypeuptheminutesofourmeeting.
Discussquestionsunder“organizationalperformance”.
‐ RobynbeganansweringthefirstquestionbygivingusalistoftheequipmentavailablefromtheReservedepartment.
‐ Hillaryexpressedconcernthatourdiscussionsthusfarhavefocusedmoreonspaceandequipmentthanpeople.DeedraandRobynexplainedthatchangesthatfocusonstaffwillbealargepartofthenextsection.
‐ Next,Robyndescribedtheservicesofferedbystaffinthereservesdepartment.‐ Aswemovedourdiscussionontothenextquestion:“whataredesiredperformancetargetsorresults?”Hillarysuggestedincludingpromotingawarenessoftheavailableresources.RobynagreedandaddedthatfacultyneedtobemadeawareofhowtheycanusereserveinBlackboard.
‐ Deedraaskedforclarificationonthissection,askingifperhapswearesupposetofocusonthepresentandsavefuturegoalsforthe“newpriorities”section.Hillaryrepliedthatgiventhequestionsinthe“gapanalysis”section,weshouldfocusoncurrentandfuturetargets.
‐ Next,wediscussedaddingagoalabouthowquicklyreserverequestswouldbeprocessed.Deedraagainexpressedthatshefeltwearesupposetobefocusingoncurrentactivitiesandcurrentgoalsandtargets.Afterextensivediscussion,weconcludedthatperhapsthissectionhassomeoverlapwiththenextsection.
‐ Robyndescribedafewcurrentmeasurementsofperformancebeingimplementedbytheaccessservicesdepartment.
Discussquestionsunder“gapanalysis”.
Wedecidedtoendourdiscussionuntilournextmeeting,whichwescheduledforTuesday,October26at8:00pm.
NEXTMEETING:AdobeConnect,10/26/10at8:00pm
WICHITASTATEUNIVERSITYLIBRARY–RESERVEDEPARTMENTSTRATEGICPLAN 33
MMMeeeeeetttiiinnngggMMMiiinnnuuuttteeesss–––111000///222666///111000“““NNNeeewwwPPPrrriiiooorrriiitttiiieeesss”””
Location:viaAdobeConnectPreparedby:KathrynPatrickMemberspresent:RobynTiemeyer,HillaryMcHenry,andKathrynPatrickwereinattendance;Deedra
Tottenwasabsent.Goals:
Draft“newpriorities”section‐ StrategicProfile‐ FutureVision‐ StrategicInitiatives
Business
KathrynconfirmedthattherewasworklefttobedoneontheCurrentRealitysection.Robynsuggestedthatthesectionbefinishedonthewiki,andthatthegroupmoveon.Thegroupagreed.
Hillaryexpressedsomeuncertaintyinhowtobeginonthissection.Robynsuggestedsomeresourcestohelpusmoveforward.
KathrynaskedaboutthegoalsandinitiativesoftheWSUlibraryingeneral.Robynpostedlinkstotherelevantlibrarydocuments.
Draft“newpriorities”section.
‐ KathrynaskedaboutthegoalsandinitiativesoftheWSUlibraryingeneral.Robynpostedlinkstotherelevantlibrarydocuments.
‐ Basedonthelinkedresourcesandthepreviouslydraftedsections,webegantopiecetogetherthedraftoftheStrategicProfile
‐ Thegroupidentifiedinitiatives,andbeganformingspecificgoalsandobjectives.
Kathrynsuggestedadjourning,andwaitingtofine‐tunetheinitiativesduringthenextmeeting.
ThenextmeetingwasscheduledforTuesday,Nov.2at8:00pm.HillarysaidthatshewouldcontactDeedratomakesurethatshecouldmakeit.
Kathrynconfirmedthatshewouldputourprogressonthewiki.
NEXTMEETING:AdobeConnect,11/02/10at8:00pm
34 WICHITASTATEUNIVERSITYLIBRARY–RESERVEDEPARTMENTSTRATEGICPLAN
MMMeeeeeetttiiinnngggMMMiiinnnuuuttteeesss–––111111///000222///111000“““NNNeeewwwPPPrrriiiooorrriiitttiiieeesss”””
Location:viaAdobeConnectPreparedby:KathrynPatrickMemberspresent:Allmembersinattendance.Goals:
Finishdrafting“newpriorities”section.Business
Robynthankedthegroupfortheirwork,andconfirmedthatwewereontrack.
DeedraTottenvolunteeredtodesignacoverpageandmakesurethatthefinaldraftlookedprofessional.
Finishdrafting“newpriorities”section.
‐ Hillaryaskedaboutincludinganinitiativetobringinnewtechnology;Kathrynsuggestedinsteadhavinganinitiativetopreparethewayviaresearch.Hillaryagreed,andsuggestedaddinggrantresearch,toprovidefundingfornewtechnology.
‐ Hillarycalledforclarificationtotheinitiativeregardingstatistics.Thegroupdecidedtocombinethestatisticstracinginitiativewithaninitiativecallingforareductionofrelianceonpaperintheworkflow.
‐ Thegroupdiscussedwhethertoincludeinitiativesforwhatthedepartmentisalreadydoing,decidedfromtheassignmentdescriptionthatitwasacceptable.
‐ KathrynaskedforclarificationregardingtheSMARTgoalapproach.‐ Weremovedaninitiativeregardingthereservesfunctionofthedepartmentsincewedidnotneedtofocusmoreonthatarea.
Kathrynaskedaboutthedepartmentbudgetforthenextmeeting;Robynreportedthatthedepartmentbudgetiswrappedupwiththerestofthelibrary’s.Wedecidedthatwewouldestimateasbestwecould.
Hillarysuggesteddividingthedraftedsections,eachpersonpolishingasectionwithinthenextcoupleweeks.Weagreed;sectionswereassignedasfollows:
‐ Org.Profile–Deedra‐ Prep/Planning–KP‐ CurrentRealities–Robyn‐ NewPriorities–Hillary
Kathrynsuggestedmeetingtwiceperweek,toensurethatwewouldbefinishedwithtimetoedit.Weagreed.
Robynvolunteeredtowriteuptheexecutivesummary.Kathrynvolunteeredtoworkonconcludingremarks.
NEXTMEETING:AdobeConnect,11/07/10at8:00pm
WICHITASTATEUNIVERSITYLIBRARY–RESERVEDEPARTMENTSTRATEGICPLAN 35
MMMeeeeeetttiiinnngggMMMiiinnnuuuttteeesss–––111111///000777///111000“““AAAccctttiiiooonnnPPPlllaaannn”””
Location:viaAdobeConnectPreparedby:KathrynPatrickMemberspresent:Allmembersinattendance.Goals:
Begindraftingthe“actionplan”section.Business
Begindrafting“actionplan”section.‐ Thegroupdiscussedthepurposeofthissectionanditsrelationtothe“newpriorities”section.‐ Robynaskedtoclarifyhowlongofatimeperiodthetimelineshouldcover;wedecidedon3years.
‐ Hillaryreportedthattieredtablescostanywherefrom$70‐$250.Wedecidedtoleavespecificnumbersforthebudgettothewiki.Hillaryaddedthatweshouldkeepcreative,low‐costsolutionsinmind.
‐ Wediscussedwhatshouldgointhissectionvs.whatshouldgoin“contingencies”.‐ Hillaryaskediftherewasacameraavailableforcreatingonlinecontent;Robynconfirmedthatthereis.Deedrasuggestedaddingsignagetoourmarketingefforts.
‐ Robynexplainedthedepartmentscurrentprocedureforstatistics,andhowitcouldbeimproved.‐ Robynnotedthatshewouldbepostingsomearticlesforreferencesoon.‐ Wediscussedhowtoensureaccess;integratedseveralsolutionsintotheinitiativeandgoals.
WeagreedtomeetagainonSunday,November10th,at8:00pm.
NEXTMEETING:AdobeConnect,11/10/10at8:00pm
36 WICHITASTATEUNIVERSITYLIBRARY–RESERVEDEPARTMENTSTRATEGICPLAN
MMMeeeeeetttiiinnngggMMMiiinnnuuuttteeesss–––111111///111000///111000“““AAAccctttiiiooonnnPPPlllaaannn”””
Location:viaAdobeConnectPreparedby:KathrynPatrickMemberspresent:Allmembersinattendance.Goals:
Continuedraftingthe“actionplan”section.Business
Robynwashavingtroubleaccessingthewiki;everyoneelseconfirmedthattheywereableto.Robynsaidthatshewouldtryfromanothercomputer.
Continuedrafting“actionplan”section.
‐ Wediscussedameasurableobjectiveforweeding;Hillarysuggestedmakingabouthowoftenweedingwascompleted,ratherthanabouthowmuchwasremovedfromthecollection.Weagreedthatthiswasareasonableobjective.
‐ Hillarysuggestedusingfreedupspacetocreateareasforgroupwork;weagreedthatthiswouldbeagreatuseofthespace.
‐ Robynsuggestedevaluatingwhathighenrollmentdepartmentsneedintermsoftechnology.‐ WediscussedtheroleoftheSystemsdepartmentoncampus.‐ DeedrasuggestedreorderingthegoalsunderInitiative5.
WeagreedtofinishthesectiononSunday,November14at8:00pm.
Wedecidedtosetadeadlineforpolishingoursections.Kathrynsuggestedthe21st,HillarysuggestedthatweshouldfinishbeforethatweekendsothatwecouldlookovertheresultsinourSundaymeeting.Weagreedonthe19th.
NEXTMEETING:AdobeConnect,11/14/10at8:00pm
WICHITASTATEUNIVERSITYLIBRARY–RESERVEDEPARTMENTSTRATEGICPLAN 37
MMMeeeeeetttiiinnngggMMMiiinnnuuuttteeesss–––111111///111444///111000“““AAAccctttiiiooonnnPPPlllaaannn”””
Location:viaAdobeConnectPreparedby:KathrynPatrickMemberspresent:Allmembersinattendance.Goals:
Finishdraftingthe“actionplan”section.Business
Finishdrafting“actionplan”section.‐ Robynsuggestedcollaboratingwithotherlibrarydepartmentsonfunding.‐ Undermonitoring,Robynsuggestedthatshortenedlibraryhourscouldimpactusagestatistics;weagreedtomovethattocontingencies.
‐ Deedraaskedifwewouldcreateanactualtimeline,orifitwouldberedundantwiththetiminginformationineachgoal.Weagreedthatitwouldbeusefultohave.Hillaryvolunteeredtopullonetogether.
‐ Robynsuggestedincludinganannualreviewundermonitoring.‐ Sincethesectionwentsosmoothly,weagreedtomoveontoContingencies.
Begindrafting“contingencies”section.
‐ Hillarysuggestedincludingtheinterimdean’shopesforastafflounge‐ RobynremindedusthatanewdeanshouldbeinplacebyJuly.Also,shepointedoutthedifficultiesthatcouldbecausedbystaffturnoverorreallocation.
Hillaryremindedusthatweneededtoassembleabudget.Robynsuggestedthatweallworkonitonthewikithatweek.WedecidedtomeetagainonWednesday,November17at8:00tofinishtheContingenciessection.
NEXTMEETING:AdobeConnect,11/17/10at8:00pm
38 WICHITASTATEUNIVERSITYLIBRARY–RESERVEDEPARTMENTSTRATEGICPLAN
MMMeeeeeetttiiinnngggMMMiiinnnuuuttteeesss–––111111///111777///111000“““CCCooonnntttiiinnngggeeennnccciiieeesss”””
Location:viaAdobeConnectPreparedby:KathrynPatrickMemberspresent:Allmembersinattendance.Goals:
Finishdraftingthe“contingencies”section. Brainstorm“concludingremarks”.
Business
Robynreportedthatshehadstartedthebudgetpageonthewiki.
Finishdrafting“contingencies”section.‐ Wediscussedthelikelihoodofeachcontingency.
Brainstorm“concludingremarks”.
‐ HillarybroughtupseveralpointstobeincludedintheConcludingRemarks..‐ Kathrynaskedif,forthepurposeoftheassignment,wecouldassumethatwehadreceivedallnecessaryapprovals;weagreedthatthatwouldbefine.
Deedrareportedthatshewasstillplanningonillustratingabeforeandafterfloorplan.Wediscussedtheworkdonesofaronthetimeline.Hillaryexpressedconcernthatthebeginningofthefirstyearhadmoretodothattherestofthetimeperiod;weagreedthatshewouldkeepworking,andifitstillseemedunevenwhenshehadgonethrougheverything,wewouldreviseasneeded.Wediscussedhowwewouldbringtogetherandformatthedifferentsections.Deedrasaidthatshewasstillwillingtoheadthat.Wediscussedfileformat,andagreedtocreatethedocumentinWordforeaseofediting,andthenconvertto.PDFforsubmission.Wediscusseddoingourpolishedsectionsinwordratherthanonthewiki,sothatformattingwouldbeeasier.Hillaryremindedusthatweneededtocreateanarrativeoftheteamprocess.Deedravolunteeredtostartadraft.Wediscussedthepresentation,anddecidedthatwewoulddiscussfurtherinthenextmeeting.WesetournextmeetingforSunday,November21at8:00.
NEXTMEETING:AdobeConnect,11/21/10at8:00pm
WICHITASTATEUNIVERSITYLIBRARY–RESERVEDEPARTMENTSTRATEGICPLAN 39
MMMeeeeeetttiiinnngggMMMiiinnnuuuttteeesss–––111111///222111///111000RRReeevvviiieeewww
Location:viaAdobeConnectPreparedby:KathrynPatrickMemberspresent:Allmembersinattendance.Goals:
Reviewthepolishedversionsof:organizationalprofile,planning/preparation,currentreality,andnewpriorities
Decidewhowillpolishtheactionplanandcontingencies. Reviewtheexecutivesummaryandotherremainingwork.
Business
Robynreportedthatshehadstartedthebudgetpageonthewiki.
Reviewthepolishedversionsof:organizationalprofile,planning/preparation,currentrealityandnewpriorities.‐ Intheorganizationalprofile,wediscussedhowtoincludetheorgchart,anddecidedthatanappendixwouldbemostappropriate.
‐ Inpreparation/planning,thegrouppointedoutseveraltypographiccorrections.Wealsodiscussedtherolesofeachgroupmember,tryingtofindawaytoaccuratelyconveytheworkdonebyeachperson.
‐ Incurrentreality,wedecidedonachangeinformattingthatwouldtakesometimetofix;Robynagreedtoworkonitfurtherandbringitbacktothenextmeeting.
Decidewhowillpolishtheactionplanandcontingencies.
‐ Hillaryvolunteeredtolookovertheactionplanandcontingencies
Reviewtheexecutivesummaryandotherremainingwork.
‐ Thegroupproposedminoreditstotheexecutivesummary.AftersomediscussionitwasdecidedtoleaveinareferencetotheUniversity’s“ReshapingandRebuilding”initiativebutwithacitationlinkingtomoreinformation.
Deedrareportedthatshehadstartedtheteamnarrative,butwouldkeepworkingonit.Deedraaskedustotakealookatthefloorplanshecreated.WeagreedtomeetagainTuesdayat8:00pm.
NEXTMEETING:AdobeConnect,11/23/10at8:00pm
40 WICHITASTATEUNIVERSITYLIBRARY–RESERVEDEPARTMENTSTRATEGICPLAN
MMMeeeeeetttiiinnngggMMMiiinnnuuuttteeesss–––111111///222333///111000RRReeevvviiieeewww
Location:viaAdobeConnectPreparedby:KathrynPatrickMemberspresent:Allmembersinattendance.Goals:
Reviewthepolishedversionsof:currentreality,newpriorities,actionplan,contingencies,andconcludingremarks
Reviewthebudgetandtimeline Discusswhatstillneedstobedone
Business
Reviewthepolishedversionsof:currentreality,newpriorities,actionplan,contingencies,andconcludingremarks
‐ Thegroupdiscussedfinal,polishingchangestobemadetoCurrentReality.‐ WebrainstormedhowtofinalizethemodelsthatHillaryincludedinNewPriorities,andsuggestedseveralminorrevisions.
‐ ThegroupsuggestedseveralminorrevisionstotheActionPlan,andrecommendedthatheadingsbeincludedintheperformancemanagementsub‐section
‐ Incontingencies,wediscussedwhethertoleaveinthe''pressuretoutilizespaceinotherways''contingency,asitseemedunlikelytoaffectthings;weoptedtoreviseitandleaveitin.
‐ Wereviewedconcludingremarks,makingminorrevisions.
Reviewthebudgetandtimeline.‐ Notmuchworkhadbeendoneonthebudget,soHillaryproposedthatweworktogethertolisttheline‐items,andthenshewouldfillitintomorrow.Weworkedtogethertodevelopthefulllist,anddiscussedwhatresourceswereneededforsignstobeincludedaspartofdisplays
‐ Forthetimeline,wediscussedwhenafiscalyearruns,andwhetherweshouldusethatoracalendaroracademicyear.Weagreedonkeepingthefiscalyear.
Robynpointedoutthattheassignmentstates:''Asthelibrarian/archivistofalibrary/archiveofyourchoiceyouarerequiredtosubmitastrategicplanforapprovalbyyourBoardofTrusteesoradministratorbeforeyousubmityourbudget.Yourtimelineforsubmissionofthestrategicplanandbudgetis12months.(Yourtime,staff,andfundsarelimitedbutrealisticforalibrary/archiveandsizeofyourchoice.)''andaskedforclarificationastowhetherthatmeantthatouractionplantimelinewassupposedtobeonly1year.Weagreedthatitinsteadmeant:intheory,youwouldhave12monthstocreatethestrategicplanandgetalltheapprovalsKathrynaskedifwewouldbeabletofinishoveremail/wiki/discussionboardorifweshouldmeetagain.Weagreedtomeetagainat8:00pmonSundaythe28th
NEXTMEETING:AdobeConnect,11/28/10at8:00pm
WICHITASTATEUNIVERSITYLIBRARY–RESERVEDEPARTMENTSTRATEGICPLAN 41
MMMeeeeeetttiiinnngggMMMiiinnnuuuttteeesss–––111111///222888///111000FFFiiinnnaaallliiizzzaaatttiiiooonnn
Location:viaAdobeConnectPreparedby:KathrynPatrickMemberspresent:Allmembersinattendance.Goals:
Reviewthecompileddraft Discusswhatstillneedstobedone
Business
Reviewthecompileddraft
‐ WebeganbylookingoverthefinishedGroupNarrative,andapprovedthatasfinal.‐ Deedrasaidthatshehadnotchangedanytextintheminutes,thoughshehadalteredtheformatting;weagreedthatitlookedgood.Kathrynsaidthatshewouldhavethismeeting'sminutesreadytobeincludedASAPafterthemeeting.Robynwasconcernedthattheheadingsmightnotbealignedproperly,butthatwasdeterminedtobeduetodifferingversionsofWord.DeedraaffirmedthatshewouldsubmitasaPDFtopreventsuchproblems.
‐ UnderPlanningandPreparation,KathrynaskedforHillary'sworkonthebudgettobeincluded.‐ Deedraaskedwhatshouldbeincludedasreferences;Robynpointedoutthelistonthewiki.Wediscussedwhethertoincludeworkswehadconsidered,butnotciteddirectly,anddecidedtoleavethem.Aftertheformattingwascorrected,weapprovedthatsection.
‐ Fortheoneremainingholeinthebudget,Kathrynsuggestedsettlingona24”monitor.Wedecidedonthenumbersforeachitem,andcalculatedatotal.
‐ Deedraaskedaboutafewunclearly‐labeleditemsinthe“before”floorplan;Robynreportedthattheywereemptydesks.
‐ Weapprovedthenewprioritiessection,andthenewheadingsDeedrahadaddedintheactionplan.Someadjustmentsweremadetotheresourcesbulleteditems.
‐ Wereviewedthetimeline,andHillarypointedoutadiscrepencyinthetitlepage'syears.Kathrynsuggestedadding“begindraftingnextstrategicplan”toyear3.
‐ Weapprovedthe“after”floorplan.
Discusswhatstillneedstobedone
‐ Kathrynaskedifweshoulddividesectionstomakepowerpointslidesofandpresenton;weagreedthatthatwouldwork.Hillaryrecommendedthatsomeonemakeatemplateslidetomakecombinationeasier.
‐ KathrynaskedaboutmeetingbeforeclassonFriday;RobynandDeedradecidedtotrytocomeinearly(KathrynandHillaryarealreadyinEmporia,andcancomeearly).Weshouldbeabletomeet5:15orso.
‐ Wediscussedhowtodividetheslides,anddecidedon:Kathryn:summary(.5‐1min)
42 WICHITASTATEUNIVERSITYLIBRARY–RESERVEDEPARTMENTSTRATEGICPLAN
Deedra:(4‐5min)org.profileprep/planningcurrentrealityHillary:(10min)newprioritiesactionplanRobyn:(4‐5min)budgettimelinecontingenciesKathryn:(2‐3min)concludingremarksappendices
‐ Hillaryagreedtocreateatemplateslide;Robynagreedtocompiletheslides.‐ RobynaskedthatslidesbecompletedbyThursdaysoshehastimetocompile
WICHITASTATEUNIVERSITYLIBRARY–RESERVEDEPARTMENTSTRATEGICPLAN 43
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ThroughouttheprocessofthisassignmentTeamWichiporiahasgrowntogetherasagroup.Throughdiligence,strongleadership,teamwork,andcommitment,ourteamhasachievedincreatinganappropriateandrealisticstrategicplan.Ourgrouphasdeveloped,fromthe“formingstage”,madeitswaythrough“storming”,onto“norming”andeventually“performing”.Forming
• Discussedunderstandingoftheassignment• Determinedmainfocusofourorganization• Delegatedleadership• DecidedtoholdmeetingsonAdobeConnect• Determinedmeetingtime
Storming
• Developedteamname• Developedworkprocessplan(workcollaboratively,setgoalsforeachmeeting,etc.)• Eachmeeting,weenteredthestormingstagetodraftthestrategicplancollaboratively.
Norming
• Dividedtasksamonggroupmembers.• Communicatedthroughtheteamwiki,fileexchange,email,anddiscussionboard.
Performing
• Eachweek,allgroupmembersexhibitedasenseofhonestyandsensitivityingivingconstructivefeedback.
• Madeuseofgroupmember’sskillstocreateafinishedqualityproduct.
Fromtheearliest“forming”stageofourgroup,allmembersagreedwewantedtoselectanorganizationthatoneoftheteammembershadapersonalconnectionto.Oneofourgroupmembersexpressedagreatneedforastrategicplanatherownplaceofwork,andwealldecidedthatitwouldbetheperfectopportunityforustoapplywhatwelearnaboutstrategicplanning.AllgroupmembersunifiedtowardthegoalofcreatingarealisticandappropriateplanthatcouldbeputintoplaceattheWichitaStateUniversity’sAblahLibraryReserveDepartment.
Arrangingmeetingswasnotadifficulttaskforourgroup.Everymemberexhibitedflexibilityandwillingnesstoworkaroundeachother’sschedule.Becauseofthis,wewereabletomeet(throughAdobeConnect)onaverageonceaweek.
Thescopeofthisassignmentseemedtobeextensive,andweknewitwasgoingtobeadauntingtask.However,throughclearplanningandcommunicationwewereabletoourkeepmomentumgoing.Thatbeingsaid,communicationwasadefinitestrengthofourgroup.Weemployedtheuseoftheteamwiki,fileexchange,Emailanddiscussionboardtoensureallmemberswereinformed.Communicationtrulymadeourteamworkwelltogether,andultimatelycreateaviablestrategicplan.