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Assignment 2:
A Program Budget for the Research & Genealogical Library of the
Burlington County Historical Society
for
INFO 640 902 : MANAGING INFORMATION ORGANIZATIONS
Drexel University
Mike Krasulski
By
Valerie Hines
VH45
VH45 Assign 2 : Budget
Table of Contents
Introduction .................................................................................................................................................. 1
Program Budget ............................................................................................................................................ 2
In Class Education ..................................................................................................................................... 2
Acquisitions / Preservations ..................................................................................................................... 3
Reference Services .................................................................................................................................... 3
New Services and Products ........................................................................................................................... 4
Cost Benefit Analysis ................................................................................................................................. 5
Requests for Salary Increases ....................................................................................................................... 6
Appendix A .................................................................................................................................................... 9
Appendix B .................................................................................................................................................. 10
Appendix C .................................................................................................................................................. 11
Appendix D .................................................................................................................................................. 12
Appendix E .................................................................................................................................................. 13
Appendix F .................................................................................................................................................. 14
Appendix G .................................................................................................................................................. 15
References .................................................................................................................................................. 16
VH45 Assign 2 : Budget
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Introduction
The resource center for this report is a Research & Genealogical Library for the
Burlington County Historical Society. The historical society’s mission is to encourage
education, acquire records, artifacts and articles, and interpret and share the area
history through programs and projects. The library houses many types of records in a
variety of media, including microfiche, disks, online databases, journals, vital
records, maps and archival resources that include photographs, deeds, rare books,
scrapbooks, and more. The library has three goals (1) to encourage historical study
and research, (2) to acquire and preserve records, artifacts, and articles of historical
interest, and (3) to support the historical society’s goal of interpreting and conveying
the historical legacy.
There is a new program being proposed in this budget. This is a two-part
program. The first part is a digitization of acquired items that includes scanning or
photographing unique books and other articles that have been acquired by the library.
For example, the library has acquired personal diaries that are unpublished, but are
an important part of the area history. The second part is a digitization of unacquired
items, such as family histories, photographs, and diaries, which are not owned by the
society. For example, a person may have a personal diary that has been passed down
through generations, but does not want to part with the diary. The society would
then be able to borrow the item and scan in the pages making it accessible to
researchers.
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The final section of this budget is a request for salary increases. The three
employees in the resource center have shown loyalty and commitment to the society.
A proposed increase of 4% of the library’s salary budget is requested. The 4%, or
$4,296, would be divided among the three staff members based on individual
performance and contribution to the library.
Program Budget
Description Line Totals In Class Education
Acquisitions / Preservations
Reference Services
TOTALS $ 355,122 $ 67,700 $ 119,909 $ 167,513
*For complete budget, see Appendix B
In Class Education
This program provides support for the historical society’s education program.
The members of the society make requests of books, articles, or artifacts. This
information is usually thematic and will be presented to school-aged children in either
school sponsored in-class programs or society sponsored in-house programs.
Occasionally, the information is used to support adult oriented in-house programs or
tours. Most of the material is located within the physical building or can be obtained
through a subscription database. These requests often require items to be
photocopied for distribution. Several times, library staff has been asked to join the
presenting person(s), necessitating some travel throughout the county.
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Acquisitions / Preservations
This program actively seeks to obtain and preserve documents and artifacts of
a genealogical and historical nature. These items are available for the society
members as well as the general public. Persons interested in genealogy are
encouraged to come and browse the records. The librarian has created a regularly
updated frequently-asked questions handout for persons doing research in the
physical records or online databases.
Reference Services
This program supports the society’s goal of interpreting and conveying the
historical legacy of the area by providing a more thorough search and retrieval
process than that provided in the In Class Education program. The society offers
walking tours of historical areas, such as Downtown Burlington City, and requests
detailed background information, in context, for the tour directors. Weekly email
updates are sent out with up-to-date tour dates, times, and expected attendance.
Also included in the emails are any new acquisitions, subscription services, and
helpful research tips and tricks.
As illustrated in Appendix C, shared costs have been allocated to all programs.
The excess costs from the In Class Education and Reference Services programs have
been re-allocated to the Reference Services program.
The library has three employees, a full-time librarian, a part-time library aide,
and a cleric liaison. All three staff members participate to different degrees in all
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three programs. The direct costs and expenses that relate to each program can be
seen in Appendix D. Here is a summary:
In Class Education $ 56,944 Acquisitions / Preservations $110,915 Reference Services $151,354
Direct costs do not include organizational overhead.
Indirect costs, organizational overhead, include supervisory and administrative
expenses. These costs have been calculated at 21% of the budget total ($171,000 x
21% = $35,910). These costs breakdown for each program as follows:
In Class Education $ 5,387 15% of budget Acquisitions / Preservations $14,364 40% of budget Reference Services $16,160 45% of budget
New Services and Products
There is a new two-part service being proposed in this budget. The first part of
the service is an in-house digitization project of acquired items, making those items
available online for researchers. The second part of this service is an in-house
digitization project of borrowed items, those that are not owned by the society or
physically housed in the society building. The digitization of acquired and borrowed
items will help the library and the society fulfill its mission of “encourag[ing]
historical study and research” and also of “preserv[ing] records, artifacts, and articles of
historical interest” (BCHS, n.d., para. 2).
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*For complete overview see Appendix E & F
Cost Benefit Analysis
The objective of this analysis is to determine whether one or both parts of the
proposed project should be undertaken. Digitizing of acquired items would save labor
hours; patrons would be able to research the online database quickly with minimal
librarian assistance. Digitizing of borrowed items would save labor hours; patrons
would have new resources online, freeing time for the library aide and clerk.
Step One: Cash Flow ~ Hours spent assisting patrons in the physical archives or
making inquires for special requests would be reduced significantly. This translates
into a conservative estimate of $23,000 per year.
Quick Project Overview : Two-Part Digitization Project
Project Name: Digitization of Acquired Items
Project Requested by: BCHS Chairperson
Project Manager: Librarian
Imposed Budget: 15,000$ (desired limit)
Imposed Delivery Date: January 1, 2010 (desired)
Estimated Cost: 14,650$
Estimated Delivery Date: March 15, 2010
Quick Project Overview : Two-Part Digitization Project
Project Name: Digitization of Borrowed Items
Project Requested by: BCHS Chairperson
Project Manager: Librarian
Imposed Budget: 5,000$ (desired limit)
Imposed Delivery Date: January 1, 2010 (desired)
Estimated Cost: 4,600$
Estimated Delivery Date: March 15, 2010
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Step Two: Costs & Benefits ~ Purchase of a scanner, online storage, training,
and maintenance are estimated at $19,250. The benefits include freeing up time for
the librarian, library aide, and clerk; and increasing access of materials.
Step Three: Savings ~ Total project costs are $20,000, ongoing benefits would
be $23,000 per years. The program would pay for itself within nine months
($23,000/$20,000 = 8.7 months).
Requests for Salary Increases
The final section of this budget proposal is a request for salary increase. A 4%
cost of living increase is requested, increasing the budgeted salary from $107,400 to
$111,696. This increase would be distributed to the three employees based on
performance evaluations.
Request for Salary Increase
Current Salary
Proposed Salary % Increase
Librarian 50,900
52,189 3%
Library Aide 32,000
33,718 5%
Clerk Liaison 24,500
25,789 5%
Total 107,400 111,696 4%
The STAR rating form in was used to evaluate each employee.
*For the complete form, see appendix G
STAR Rating Form for Library Employees
Ineffective Effective Highly Effective
1 2 3 4 5 6 7 8 9
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For the librarian, a 3% increase in salary is being requested based on a STAR
rating of 6. The librarian has been with the organization for 14 months and has a
pleasant manor and aptitude. She knows the purpose of the library and has worked to
strengthen her role in it. She uses the library aide and the clerk liaison effectively to
solve difficult research requests, and she works well with both.
For the library aide, a 5% increase in salary is being requested based on a STAR
rating of 8. The library aide has been with the organization for 10 years and has been
a tremendous asset. He knows the purpose of the library and has effectively
contributed to the library’s and the society’s success. He knows when and how to
raise difficult issues and often uses the librarian and clerk liaison in a team effort to
fulfill near impossible requests. He is very forthcoming with praise for his co-workers
achievements and appreciates others viewpoints. He has communicated effectively
and satisfactorily with all patrons that have made requests of or through him.
For the clerk liaison, a 5% increase in salary is being requested based on a STAR
rating of 7.5. She has been with the organization for 4 years and is a wonderful asset
to the library and a great compliment to the staff. She knows the role of the library
and can effectively communicate her part with unabashed enthusiasm. She defers
difficult requests to the librarian or library aide, but is always will to assist them in
those tasks, looking for an opportunity to improve her skills. She communicates
effectively in two languages, Spanish and English, and is very considerate of others
feelings and viewpoints.
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All three members of the library staff are hard-working, dedicated people who
strive to meet and exceed the goals of the library programs. The members of the
staff complement each other well; where one has a weakness another has strength.
They communicate well with each other, the society members, and with all of the
patrons, taking the time to ask the right questions so that the correct information can
be found. In short, all three deserve to be rewarded.
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Appendix A
Burlington County Historical Society
Mission Statement The mission of the Burlington County Historical Society is to encourage historical study and research; to acquire and preserve records, artifacts, and articles of historical interest; and to interpret the history of the area through education, programs, projects and pursuits in order to convey this historical legacy to current and future generations.
Vision The Burlington County Historical Society is dedicated to preserving and interpreting Burlington County's nationally significant history. We are committed to teaching that historic legacy. We intend to carry out this important work through partnerships with businesses as well as the community, educational, and governmental agencies. We seek support from a diverse, ever-growing network of members, volunteers and funding sources. Realizing this vision of the future will enable us to enrich the lives of current and future generations by giving them a greater appreciation for their heritage.
Acquired from <http://www.burlingtoncountyhistoricalsociety.org/aboutus.php> on October 31, 2009
Historical Library
Our library is host to volumes on the local area, with various rare and out-of-print books such as Smith's History of the Colony of Nova Caesaria or New Jersey, Schermerhorn's History of Burlington, N.J., and De Cou's Burlington, a Provincial Capital. Our collections include historical maps, deeds, scrapbooks, historical photographs, and much more. (More detailed information on our collections is compiled below)
Acquired from <http://www.burlingtoncountyhistoricalsociety.org/library.php> on October 31, 2009
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Appendix B
Program Budget for Research & Genealogical Library of the
Burlington County Historical Society
Description Line Totals In Class Education
Acquisitions / Preservations
Reference Services
Subscriptions and books 156,000
23,400
54,600
78,000
Supplies (including photocopies)
9,300
3,720
930
4,650
Phone, fax, postage 4,500
450
1,350
2,700
Staff travel 1,200
1,020
120
60
Salaries 107,400
21,480
32,220
53,700
Fringe benefits @ 38% 40,812
12,244
16,325
12,244
Organizational overhead @ 21% 35,910
5,387
14,364
16,160
TOTALS $355,122 $67,700 $119,909 $167,513
Goals:
Encourage historical study and research
Acquire and preserve records, artifacts, and articles of historical interest
Support historical society's goal of interpreting and conveying the historical legacy
Programs:
In Class Education
Acquisitions / Preservations
Reference Services
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Appendix C
Shared Costs Total Allocation
Salary Allocation Difference
In Class Education
Material Costs 40,834
40,834
Labor Costs 21,480
21,480
Allocated O/H 5,387
6,500
1,114
Program Subtotal 67,700
68,814
Acquisitions / Preservations
Material Costs 73,325
73,325
Labor Costs 32,220
32,220
Allocated O/H 14,364
20,467
6,103
Program Subtotal 119,909
126,012
Reference Services
Material Costs 97,654
97,654
Labor Costs 53,700
53,700
Allocated O/H 16,160
8,943
(7,217)
Program Subtotal 167,513
160,297
Resource Center Total $355,122 $355,122
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Appendix D
Direct Costs Line Totals In Class Education
Acquisitions / Preservations
Reference Services
Subscriptions and books 156,000
23,400
54,600
78,000
Supplies (including photocopies)
9,300
3,720
930
4,650
Phone, fax, postage 4,500
450
1,350
2,700
Staff travel 1,200
1,020
120
60
Subtotal 171,000
28,590
57,000
85,410
Salaries 107,400
21,480
32,220
53,700
Fringe benefits @ 38% 40,812
12,244
16,325
12,244
Subtotal 319,212
62,314
105,545
151,354
Organizational overhead @ 21% 35,910
5,387
14,364
16,160
Totals $ 526,122 $ 96,290 $ 176,909 $ 252,923
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Appendix E
Quick Project Overview : Two-Part Digitization Project
Project Name: Digitization of Acquired Items
Project Requested by: BCHS Chairperson
Project Manager: Librarian
Imposed Budget: $ 15,000 (desired limit)
Imposed Delivery Date: January 1, 2010 (desired)
Estimated Cost: $ 14,650
Estimated Delivery Date: March 15, 2010
Purpose:
The purpose of this project is to make one-of-a-kind items available
to all researchers while minimizing the potential damage of having
multiple people handling those items. This will assist in preservation
and research.
Initial Situation:
This items are currently stored in-house, limiting the number of
researchers who can use the items. It is believed that by creating
a digital copy of these items, it will allow more researchers, especially
those not in close proximity to the physical items, access to all items.
Current Situation:
Any persons interested in the items must either come in person or
make a research request to the librarian.
Goal:
To make all items available to all persons regardless of their
proximity to the library and to assist in the preservation of unique
items by limiting handling of said items.
Work Plan:
The librarian and assistant librarian will spend 10% to 20% of the
work week (4 to 8 hours per week) on the project. Work on this
project does not supersede work on the three current projects.
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Appendix F
Quick Project Overview : Two-Part Digitization Project
Project Name: Digitization of Borrowed Items
Project Requested by: BCHS Chairperson
Project Manager: Librarian
Imposed Budget: $ 5,000 (desired limit)
Imposed Delivery Date: January 1, 2010 (desired)
Estimated Cost: $ 4,600
Estimated Delivery Date: March 15, 2010
Purpose:
The purpose of this project is to make one-of-a-kind items available
to all researchers while minimizing the cost to the society. These
items will be on loan from the owners and will be returned after
being digitized.
Initial Situation:
The society currently has no records of items that are not physically
in its possession or available through online databases. Persons who
own the items of interest my want to share the items, but do not want
to relinquish possession.
Current Situation:
These items are not currently available for use.
Goal:
To make all items available to all persons while limiting acquisition
costs to the society. This will expand the genealogical history of the
area.
Work Plan:
The librarian and assistant librarian will spend time on the project
as items become available to the society. Arrangements will be made
between the librarian and the item owner.
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Appendix G
STAR Rating Form for Library Employees
Ineffective Effective Highly Effective
1 2 3 4 5 6 7 8 9
Unable to describe the purpose of the library and own the role on it.
Described the purpose of the library and his/her own role.
Described how role in library contributed to society success.
Did not display awareness of others' viewpoints.
Sometimes used others as problem-solving resources.
Raised and discussed difficult issues/requests.
Emphasized differences and criticized others.
Mentioned an awareness of others' viewpoints.
Viewed others as valuable problem-solving resources.
Unwilling to help patrons or respond to requests.
Worked well with others to complete requests.
Rewarded others when their efforts made substantial contributions.
Ignored disagreements in the group.
Related effectively to people of differing backgrounds and interests.
Consistently demonstrated an awareness of others' viewpoints and feelings.
Worked very effectively with people of differing backgrounds and interests.
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References
Burlington County Historical Society (BCHS), (n.d). Mission Statement. Retrieved October 31,
2009 from http://www.burlingtoncountyhistoricalsociety.org/aboutus.php