PowerPoint Presentation

Ten Strategies of Change Management in Technical ServicesAnne C. ElguindiAssociate Director, Virtual Library of Virginia (VIVA)

Kari SchmidtElectronic Resources Librarian and Acting Co-Director of Information Delivery Services, American University LibraryOur backgroundAmerican UniversityWashington, DC11,000 FTE, half graduateSocial Sciences focus83% of materials spending on electronic formatsVirtual Library of Virginia74 academic librariesCentral funding provided by the Commonwealth of Virginia, additional cost-sharing by membersGrounded in the coordinated collection development of online resources and an extensive resource sharing program

1. Document, document, documentKeep responsibilities clear and people accountableRevisit the documentation periodicallyExample: Charting out the simultaneous move to automated purchase order creation and shelf-ready cataloging and processingOrder codeWhat is it used for?Where do the records come from?How is the purchase order created?How is the purchase order approved?How is the invoice created?How is the invoice checked/approved?NAMUApprovalsOCLC WCP record loaded by WRLC (no overlay)Created by WRLC through the import and load of the bib recordsApproved by Acquisitions Coordinator upon notification by SuzanneUploaded to server by WRLC, loaded into Voyager by Acquisitions Coordinator (EDI)Checked over by Receiving Specialist, approved by Receiving CoordinatorStanding OrdersDownloaded by Searcher at original time of purchase order creationCreated by Searcher at time of setting up orderApproved by Searcher at time of setting up orderFor now, created by Receiving Coordinator upon books arrival. Soon, uploaded to server by WRLC, loaded into Voyager by Acquisitions Coordinator (EDI)For now, approved by one of the Coordinators, depending on creator of invoiceNAMU-EECHO EBooksOrder records through export from Blackwell CM, then overlayed by WRLCCreated by WRLC through the import and initial load of the bib recordsApproved by Searcher upon notification by WRLCUploaded to server by WRLC, loaded into Voyager by Acquisitions Librarian (EDI)Checked over by Acquisitions Librarian, approved by Receiving CoordinatorNAMU-FShelf-ready processed US Blackwell firm ordersOrder records through export from Blackwell CM, then overlayed by WRLCCreated by WRLC through the import and initial load of the bib recordsApproved by Searcher upon notification by WRLCUploaded to server by WRLC, loaded into Voyager by Acquisitions Coordinator (EDI)Checked over by Receiving Specialist, approved by Receiving Coordinator2. Make strategic compromisesYour people are your best resourceKeep it friendly, positive, and constructivePromote change, but pick your battles wiselyExample: Shift to shelf-ready record quality control in Acquisitions with documentation developed by a Cataloging Specialist.Copy Cataloging Cheat Sheet

If the following fields are present send book to Cataloging: 440490720830If the following fields are missing send book to Cataloging:050/0905056xx (meaning if there are no fields that begin with a 6)Check the encoding level:If it is not a full level record, send to Cataloging.

3. Library administration: communicate in both directionsKeep staff aware of holistic changes in the library and library administrations view - give context and be direct about the Directors visionInform library administration about the work in technical services and its challenges - advocate for and promote the work of your peopleExample: The University Librarian spending time at the Circulation and Reserves desks.

4. Give everyone a voice in the changes being madeLook for leaders at all levelsEncourage problem solving by naysayers

Example: A division-wide strategic planning initiative that involved all full-time staff.What actions can we take as a division to better respond to current trends in libraries and higher education?

CollectionsWorkflow and InfrastructureServicesDefining the LibraryThe Growth of Electronic ResourcesCross-Division InteractionShifts in Resource DescriptionExtend the ERMS across the division, using project-based training like the book weeding projectConsider alternate organizational models that are a better fit for our divisions changing collections and workflows.

5. Create capacity with an open viewBe creative with redistributing workConsider blended positions

Example: E-resources Catalogers job including work in Reserves.Digital Collections Cataloging Specialist

Functions:1. (45% of Time) Copy cataloging for various formats of library materials with a focus on digital materials such as databases, e-journals, and e-books. 2. (15% of Time) Partner with the Metadata Librarian, Cataloging Services Coordinator, and other units in the library to plan strategically for describing digital collections within the Digital Object Catalog and the Institutional Repository. Provide resource description of items within these collections, such as items digitized by Specials Collections or Honors Capstone papers by American University students. 3. (15% of Time) Partner with the Reserves Unit during their peak seasons of the academic year to load electronic reserves items into the Course Management System. Help this unit plan strategically for effective, retrievable storage of items that have been previously scanned. 4. (15% of Time) Edit or correct existing records to ensure the accuracy of the Voyager database. Correct problems that arise from previous record loads, standards revisions, record updates, or relocation of materials, or that are referred from other library units and users.

5. (5% of Time) Review processed library materials to ensure accuracy and completeness of cataloging record, call number, item record, and ownership marking, in order to assure users access to materials.

6. (5% of Time) Participate in meetings and prepare and update local practices documentation, as needed. 6. View change as a multi-year challengeBuild it into performance managementEmphasize the pilot nature of projects, build time for training and acknowledge that knowledge transfer takes a long timeAcknowledge interdependencies

Example: Include electronic resource work in as many technical services positions as possibleE-only Standing Order Project.

EBSCONet: Standing Orders License Analysis

Perpetual AccessAuthorized UsersILL Rights7. Acknowledge the burden and value of legacy print workPlan for an overall decrease in day to day print work while systematically integrating large print legacy collection projects

Balance ongoing print legacy work with current work and new projects

Plan for an overall decrease in day to day print work while systematically integrating large print legacy collection projects

Underscore value of staff working with print or on print legacy projects and use opportunities to publicly acknowledge successes

Example: Move to Off-Site Storage - Enabling the Creation of a Research Commons.8. Visualize workflowsPeriodically draw out and review workflows with staff to highlight interdependenciesSystems analysis approach have staff explain what they do and why to detect redundanciesCollaboratively develop efficiencies with existing workflows

Example: Corralling E-book Workflows using CORAL.

199. Inter-unit collaboration is criticalSchedule and attend inter-unit meetings

Work with Unit heads to identify areas ripe for cross-training

Create forums for staff to lead information-sharing sessions within technical services encourage participation by linking to performance managementExample: E-Resource ForumsILL trained in OCLC KB and e-resource troubleshooting issues.10. Promote a project management culturePrioritize projects with inter-unit dependencies Assign roles and duties among Units so staff must work collaborativelyMap out project steps, timeline, goals and organizational importanceDelegate project leadership duties, when appropriate

Example: Summon implementation.Questions?Anne C. Elguindi, Associate Director, Virtual Library of Virginia (VIVA), aelguind@gmu.edu

Kari Schmidt, Electronic Resources Librarian and Acting Co-Director of Information Delivery Services, American University Library, schmidt@american.edu