ENVISIONING AND INTEGRATING NEW CATALOGING WORKFLOWS ALA Midwinter

ENVISIONING AND INTEGRATING NEW CATALOGING WORKFLOWS ALA Midwinter 2012 Cataloging Norms Interest Group Susan A. Massey Head of Discovery Enhancement University of North Florida Thomas G. Carpenter Library

SSLLI PROJECT 2010 -2011 Sunshine State Library Leadership Institute (SSLLI)* http: //dlis. dos. state. fl. us/bld/leadership/institute. cfm “The primary goal of the Institute is to assist in preparing library leaders to provide the highest quality library services to the citizens of Florida in the most effective and innovative manner that will meet today's needs and tomorrow's challenges. ” *Funded by an LSTA grant

MY SSLLI PROJECT Cataloging Department Reorganization Review • Workflow charts • Task analysis and procedures • Staff competencies and task assignments • Revise workflows and processes • Recommend changes for efficiency and effectiveness Propose • Submit to Head of Technical Services for approval • Implement approved changes • Staff training for new skills and workflows Complete • Complete SLLII Project Report within class timeline

WHY? �Shrinking staff over 3 yrs �New workflows at UNF �External changes Objective: Create efficiencies to free staff time for new workflows and projects.

Getting Started Prepare staff for change Request feedback Market ideas continually Gather data for decisions Create aids to communicate

Getting Started: Prepare Staff Psyches � Assess staff readiness for change � Build bridges, not barriers � Engage in values discussions Stressed spelled backward is dessert

Getting Started: Prepare Staff Psyches � Provide tools for understanding � Be transparent � Care courageously Circle of Concern Circle of Influence

Getting Started: Gather Data for Decision-making Decide what data you need Map out the future Ask staff to participate Keep the goal in mind Analyze current processes Organize the information Seek best practices of others

Getting Started: Create Textual and Visual Communication Aids �Workflow charts �Timelines (use Excel) �Statistical tables �Fit the data to the method �Visuals tell the story faster, better

Workflow Chart

Task Analysis

Task Analysis Discoveries � There were 46 workflows involving up to 57 competencies. � Workflows with the most total competencies also required the most unique skills (ex. : media). � The total number of competencies did not reflect workflow complexity (ex. : bound-with volumes). � Workflow groupings could occur many configurations with different unique skills (ex. : gov docs).

Cataloging Statistical Trends Cataloging Total 30000 28000 26000 24000 220000 18000 16000 14000 12000 10000 1999/2000/01 2001/02 2002/03 2003/04 2004/05 Total 2005/06 2006/07 2007/08 2008/09 2009/10

Acquisitions Budget Trends Non-Continuing Resources Trends $500 000, 00 $450 000, 00 $400 000, 00 AUDIO-VISUALS $350 000, 00 BACKFILES-ALL FRMT. BOOKS-APPROVAL BOOKS-ORDERED $250 000, 00 CURRICULUM $200 000, 00 DOCUMENTS $150 000, 00 MISCELLANEOUS SOFTWARE $100 000, 00 Linear(BOOKS-APPROVAL) Linear(BOOKS-ORDERED) $50 000, 00 10 9/ 20 0 9 8 /0 20 07 7 6 /0 20 06 5 /0 20 05 4 /0 20 04 2 3 /0 20 02 1 /0 20 00 00 20 19 9 9/ /9 9 $0, 00 19 98 Axis Title $300 000, 00

Acquisitions Budget Trends Continuing Resources Trends $900 000, 00 $800 000, 00 $700 000, 00 CD-ROMS NEWSPAPERS ELEC. RESOURCES $500 000, 00 SERVICES $400 000, 00 STANDING ORDERS SUBSCRIPTIONS $300 000, 00 SUBS-MICROFORM $200 000, 00 Linear(ELEC. RESOURCES) Linear(SUBSCRIPTIONS) $100 000, 00 10 9/ 20 0 8 9 /0 20 08 7 /0 20 06 6 5 /0 20 04 4 3 /0 20 02 2 1 /0 20 00 00 20 19 9 9/ /9 9 $0, 00 19 98 Axis Title $600 000, 00

GETTING STARTED � Prepare staff psyches for change � Gather data for decision -making � Create textual/visual communication aids � Market ideas to staff and administrators � Request feedback � Repeat, repeat

GETTING STARTED � Prepare staff psyches AND FINALLY. . . for change � Make � Gather data for decision recommendations -making � Obtain admin approval � Create textual/visual � Set policy communication aids � Communicate decisions � Market ideas to staff internally/externally and administrators � Document processes � Request feedback � Train staff � Repeat, repeat � Implement change

Recommendations 1. 2. 3. 4. 5. Change department name to Discovery Enhancement Reorganize positions into primary assignments Rearrange workflow shelves Coordinate more efficiently with acquisitions and processing functions Explore using vendor order records and shelf ready materials

Recommendations 6. 7. 8. 9. Initiate a Kwik. Cat workflow for monographs Begin using macro software for repetitive tasks in local cataloging system Review and adjust the vendor MARC government documents workflow Reformat documentation while rewriting it for new workflows

Recommendation: Change Department Name � Names change the way we think about ourselves and our behavior � Name should reflect mission and values � Name should point toward future directions � Tool for marketing to staff and administration � Public services focus on Discovery Systems � Opened doors to new involvements in library

Recommendation: Reorganize by Primary Assignments POSITION Senior Library Services Associate #1 PRIMARY ASSIGNMENT Kwik. Cat Senior Library Services Associate #2 Gov Docs Senior Library Services Specialist Special Formats Original Cataloging Librarian Media Dept. Head/Original Cataloging Librarian Electronic Resources TASKS INCLUDED IN PRIMARY ASSIGNMENT 80% of Monographs in General Collection and Oversize ADDITIONAL EXPERTISE Maps Marcive record loads US Docs Monographs US Docs Microfiche US Docs Reference US Docs CDROM US Docs Hearings Fla Docs OPPAGA Media CD Media DVD Media VHS Gen Coll CDROM Periodicals/General Microfilm Curriculum Materials Complex Monographs (15%) Reference/Priority Different editions Added Copies/Vols Pre-1985 Monographs Special Coll Monographs Original Cat CD Original Cat DVD Original Cat VHS Original Cat CDROM Original Curriculum Databases Theses Dissertations Honors Projects Scores Serials Original Cataloging of serials in all locations 5% of Monographs Record Load Profiles Online Materials in Locations all Theses TASKS INCLUDED IN ADDITIONAL EXPERTISE US Docs Maps Non-Gov Maps Map Brochures Atlases Children's Fiction and Non-Fiction Textbooks Books w/CDROMs Theses Dissertations Honors Projects Digitized Collections Metadata Monographs Original Cataloging of Monographs in all locations

Recommendation: Coordinate Efficiently with Other Departments • Reference/Liaisons • Gov Docs • Acquisitions • Cataloging • Preservation • Processing • Circulation • Reserve

Obtain Administrative Approval Changes implemented immediately • Department name change • Positions reorganized • Workflow shelves rearranged • Communication flag implemented Changes in progress • Gov Doc vendor record workflow review • Reformat documentation

Obtain Administrative Approval Conditional changes • Macros still under consideration • Vendor order records & shelf ready books Change on hold • Kwik. Cat workflow

Obtain Administrative Approval SURPRISE! New position: Metadata Librarian

Implementation Phase • Set policy and a start date Policy • Communicate decisions • Document process Prepare • Train staff • Obtain feedback Process • Ongoing attention to impact of change

Challenges of Change �New workflows = new issues �Ongoing process refinement �Impact of external environment �Staff reactions to change

Comments? Questions? Susan A. Massey Head of Discovery Enhancement Thomas G. Carpenter Library University of North Florida susan. massey@unf. edu