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Strategies for Effective Budgeting and Communication in Library Projects

This project overview highlights the budget allocation and lessons learned during the procurement process for library resources. With a total project cost of $30,450, including contributions and grants, we examine the challenges faced in budgeting, such as overspending due to poor communication and difficulties in tracking funds. Key takeaways for future projects include the importance of early planning, clear workflows between libraries and bookstores, and defining success criteria in advance to avoid mistakes and ensure streamlined operations.

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Strategies for Effective Budgeting and Communication in Library Projects

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  1. Budget • Total Project Cost: $30,450 • Library In-kind Contribution 2,600 • Pledge from Cascade President/DOI 5,000 • Total request from GIF $22,850.

  2. Initial Budget Request

  3. 2-Hour Reserves Use, Sept

  4. 2-Hour Reserves Use, October

  5. 2-Hour Reserves, November

  6. 2-Hour Reserves, Dec

  7. 2-Hour Reserves, Fall Quarter

  8. Circulation per Title- Grant texts only

  9. “Sustainable” use, adjusted for errors

  10. All Reserve Use at all Campuses rose

  11. E-Books that were Required Texts

  12. Lessons learned in Purchasing • 85% of titles were known by the bookstore by the federal deadline of June. • Money was difficult to track and transfer from ASPCC to Library to Bookstore. • Poor communication led to overspending by about $1400 • Underestimated time to process- let acquisitions do it next time.

  13. Physical Processing • Hard to plan workflows- be flexible • Start as early as possible • Bookstore schedule and workflow doesn’t always jibe with library schedule and workflow • Library errors complicated bookstore staff’s life • Bookstore errors complicated library staff’s life • Finding temporary labor with reserves processing skills could be a problem

  14. Things Learned the Hard Way • Start as early as possible • Keep everyone informed (silos came into play) • Have acquisitions done by acquisitions • Define exclusions beforehand • DEFINE SUCCESS BEFOREHAND

  15. Success or Failure?

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