Essential Technology Planning for Public Libraries: Ensuring Future-Ready Services

1. Technology Planningfor Public Libraries Systems Managers Exchange 02.06.2003 South Carolina State Library

2. The W’s • What? • Why? • Who? • When? • Where?

3. What Is a Technology Plan? • “A technology plan identifies what systems and services will fulfill your library’s mission and best meet user needs.” (Cohn, Kelsey & Fiels, 21) • A framework for the evaluation of services and products • A strategy that includes goals, objectives and a timeline

4. Why Do We Need a Plan? • Required for Funding – LSTA, E-Rate, etc. • Relates technology goals to institutional goals • Permits ownership by outside partners • Crucial in obtaining special funding • Demonstrates proactiveness • Writing & revising plans keeps libraries on task

5. In a Nutshell • “Planning will give library managers, staff, board members, funding bodies, and community members a common understanding of how technology will be used to enhance and expand the services and programs offered by the library.” (Mayo & Nelson, xv)

6. Who Should Develop the Plan? • Library Director • Representatives from: • Automation Services • Technical Services • Public Services • Financial/Budget Department • Outside Consultant • Other Partners

7. Major Caveat • The Technology Plan must not be developed in a “vacuum” • “Small” systems can work with the State Library or partner with another system

8. When Should We Review Our Plan? • All the time  • A technology plan should be reviewed and evaluated frequently • In the past, plans were written for 3 or 5 years • To keep pace today, 24 months is optimum! • Keep your plan current

9. Where Should the Plan Reside? • One copy should be filed with the State Library • The Director should have a copy • The Board should have a copy • The Planning Committee should have a copy

10. First Things First • Who are the major stakeholders? • The people you serve • The people who provide your library services– staff, employees and volunteers • Funding &/or governing agencies—institutions that have an interest in your library • What are the existing programs and services and the technologies that support them? • What are your present and future needs? Gather supporting data

11. Major Stakeholders • Some of these people will make up your planning committee • Some of these people will provide input, formally or informally • Some stakeholders will present requirements, such as E-Rate and LSTA • Get these folks on board at the beginning

12. Existing Programs and Services • There are 4 basic functions of libraries in the electronic age: • Providing access to local resources • Offering access to remote resources • Facilitating offsite access to local & remote resources • Providing access to training and assistance (Planning for Automation, Cohn, Kelsey & Fiels)

13. Describing Existing Technologies • This is an inventory. Identify: • Existing automated services • Data files (bib records, patron records) • Computer & peripheral hardware • Telecommunications & connectivity • Application & operating system software • Track each area on a spreadsheet.

14. Gathering Data; Assessing Needs • Talk to your stakeholders… all of them • Analyze data on existing use • User surveys can solicit needs • Find out what other peer libraries are doing • Talk to the State Library

15. Preparing and Writing • Where do we want to go? • How much will it cost? • How and When will it be implemented? • How will we measure success?

16. Where Do We Want to Go? • Review the library’s mission statement and vision • Based on the mission and the input from your stakeholders, develop • Goals • Objectives • Actions

17. How Much Will It Cost? • Develop a Budget • Include initial costs, recurring costs, and additional costs • License fees, upgrades, maintenance fees • Identify “categories of expenditures” • Remember, 1-Time Money Does Not Cover Recurring Costs! • Develop a Timetable for Implementation

18. Basic Components of the Plan • An Executive Summary • Background Information • Current State of Technology • Library’s Technology Plan and Budget • An Evaluative Plan

19. Executive Summary • Synopsis of the plan’s major recommendations and conclusions • May range from 1 – 2 paragraphs to a full page, depending on the length of the plan • Hits the highlights • Can be used alone as a handout to stakeholders

20. Background Information • An overview of the library, its mission, and the community it serves • An overview of how the plan was developed • Can credit the members of the planning committee

21. Current State of Technology • Describes the existing technology the library uses to support its services • Inventory of specific technologies • May include a narrative, or for a library with very little technology, this part may be only narrative • Can be a list of items with number of each

22. Current State, 2 • Inventory should include: • Hardware • Integrated systems • Software applications • Printers, copiers, modems, fax machines, microfilm readers, hubs, CSU/DSUs, routers, scanners, terminals, PCs… it’s all technology! • Staff skills should also be inventoried

23. Current State, E-Rate Style • E-Rate Technology Plans should also include: • Telecommunications Services • Internal Connections • Internet Access • Staff Training!

24. Library’s Tech Plan & Budget • Vision • Goals and Objectives for Improving Services • Technology Needs and Action Plan • Staff Training • Proposed Budget • Timeline

25. Evaluation • How will you measure success? • Methodology and timetable for keeping the plan current • Obtain the needed resources • Implement the timeline • Monitor implementation and make adjustments as needed

26. What Is a Good Plan? • Was it implemented? • Did it help you to secure the resources you needed? • Did it provide sufficient direction to select, acquire & succesfully install the technological improvements outlined in the plan? • Did it make a difference to your users? (Cohn, Kelsey & Fiels, 73)

27. What Makes a BAD Plan? • One that’s either not implemented, didn’t get you the resources you needed, or didn’t produce an impact on your users • Other characteristics: • Does not explain why you want or need the equipment or services • Does not relate to the library’s mission • Does not match the technology to the needs of the users • Does not present all the information a reader needs • No logical structure or flow to the narrative

28. Print Resources • Writing and updating technology plans : a guidebook with sample policies on CD-ROM . John M. Cohn, Ann L. Kelsey, and Keith Michael Fiels, 1999 • Wired for the future : developing your library technology plan. Diane Mayo and Sandra Nelson ; for the Public Library Association, 1999 • Planning for integrated systems and technologies : a how-to-do-it manual for librarians. John M. Cohn, Ann L. Kelsey, and Keith Michael Fiels 2001

29. Internet Resources • “Google It” – library technology plan • State Library’s E-Rate page • http://www.state.sc.us/scsl/erate.html • USAC Schools & Libraries Division • http://www.sl.universalservice.org/apply/step2.asp • BellSouth Education Gateway • http://k12.bellsouth.com/index.html

30. Disclaimer • Much of the information in this presentation has been selected from two sources. Please do not quote from this document. Refer to the following sources for complete context: • Writing and updating technology plans : a guidebook with sample policies on CD-ROM . John M. Cohn, Ann L. Kelsey, and Keith Michael Fiels, 1999 • Wired for the future : developing your library technology plan. Diane Mayo and Sandra Nelson ; for the Public Library Association, 1999