Skip to Search

 

Management Information Gathering Report
March 17, 2006

Word Version

 

Task Force

Betsy Simpson, Chair, Shelley Arlen, Will Chaney, and Jan Swanbeck

Charge

The collection and dissemination of the information necessary to manage the Libraries is currently driven by outside agencies. Calls from library organizations (primarily ARL), UF administration, and whatever happens to be provided by such agencies as FCLA and UF Finance & Accounting are the primary constituent forces. By information, we mean useful data, including but not defined by what is commonly called “library statistics.”

Our top priority must be to collect and report the information needed to properly manage the Libraries, as defined by the Library managers. To this end, you are charged with interviewing every department head, and at least one unit manager of each department, to determine 1) the information they feel is needed but not currently available; 2) information available but not currently in a readily usable form; and 3) information they are currently required to provide but for which they see no practical application. This is not intended to be a survey of every Library employee, but please speak to as many people as seems necessary to be confident that the results will represent all major data sources of interest.

Assemble the results of those interviews, tabulated by department, and report the results to the Directors by 17 March 2006. The information will be used to structure our data gathering and reporting mechanisms.

Report

The task force met with department and unit heads from late February to mid March.  In some cases interviews were conducted by e-mail because of difficulties with scheduling face-to-face meetings.  As a prompt, task force members provided the following list of examples and encouraged wide-ranging discussion.  While the focus was on information needs deriving from specific management roles, some staff also offered insights based on participation in library committees and other groups.

 

Per the charge, below are links to the departmental responses regarding information that is not currently available or not easily accessible with the very few comments made about required information that has no apparent practical application.  Bill Covey indicated he would conduct the interviews with the Business Services Office and Facilities/Planning Department.

It is probably not surprising that there is a lot of overlap in the departmental responses in that all managers would benefit from improved access to personnel, budget, and collections information.  Some of the information requested by staff may already be available.  Creating a virtual space that links out to key data sources, including those identified below among others, might assist staff in finding needed information. 

 

Collection Management Division

Collection Management Department

Special and Area Studies Collections Department

Public Services Division

Access Services Department

Government Documents Department

Humanities and Social Science Services Department

Marston Science Library

Support Services Division

Business Services Office

Facilities/Planning Department

Human Resources Office

Systems Department

Technology Services Division

Acquisitions and Licensing Department

Cataloging and Metadata Department

Digital Library Center

Preservation Department

 

 

Collection Management Division

Collection Management Department

Interviews with Shelley Arlen, Chair, Frank DiTrolio, Vernon Kisling, and Peter McKay

Personnel:

  • easily available position descriptions
  • vacation/sick time of employees
  • improved and useful PeopleSoft
  • language expertise of staff
  • names of mentors and their mentees
  • staff member listing with Committee commitments (each semester)

Budget:

  • Aleph reports for collection mgmt
  • easy access to complete materials budget (including percentage allocated, spent, encumbered, etc.)
  • monthly reports to selectors and bibliographers on available balances in funds
  • Serials Acquisitions reports similar to those that were available in Arrow (listing of serial titles currently received (by fund) with latest payment information and date)
  • reports from Serials Acquisitions to selectors when a subscription cost of a title on their fund goes up 10% or more

Equipment/Supplies: 

  • Web list of supplies available for order, monthly report of departmental supply funds available

Collections:

  • subject coverage (percentage of total collection by call numbers)
  • access to a list of titles in pre-order by fund and title
  • ability to get quick call number statistics in a particular call no. range by titles and volumes
  • annual report of total funds spent on collection by call number
  • monthly ILL title listing by call number (one for serials, one for books) as well as an annual list of journal titles most requested (with total funds spent on these)
  • monthly circulation statistics by call number ranges
  • storage titles that have met the criteria of 5 retrievals and which will be sent back to their appropriate library collections
  • New Title listing and link from the library home page
  • # missing/lost by call number range and location, average title cost by subject area

User Stats:

  • detailed Web analytics (visits to Web pages, referring pages, and much more) - "We did get this from the LiveStats software.  It is very valuable for developing, maintaining, and updating Web pages."
  • database usage statistics - "We need to know which databases are being used, how many searches are conducted, and how many full-text articles, reports, etc are being viewed and downloaded."
  • Aleph reports:  run circulation reports in Aleph by subject/call number to find out what patrons are checking out (monthly)
  • list of staff who are administrators for databases and which databases they are responsible for

Grants:

  • periodic reports on upcoming grants of interest to staff, with websites and forms
  • periodic reports on ongoing library grants—what and who is involved 

License Agreements:

  • note on serials title records if title cannot be cancelled or if special requirements for cancellation exist according to license agreement
  • # users allowed information on whether or not documents can be sent to non-UF persons (via IM or ILL)

Communications:

  • a Monday morning weekly “events calendar” posted via email to alert/remind all staff of what’s going on that week—meetings that are open to all staff. ("information that can be gathered from conference room reservations calendar in Outlook.  This should also detail upcoming deadlines like Annual Reports, Evaluations, Annual Activities Rpt, etc.")
  • quarterly reports to selectors on what Web links need to be updated on their Web pages

             

Special and Area Studies Collections Department

Interviews with Robert Shaddy, Chair, and Richard Phillips

Personnel:

  • easily available position descriptions
  • vacation/sick time of employees
  • improved and useful PeopleSoft
  • OPS tracking

Budget:

  • Aleph reports for collection management
  • improved Aleph reports similar to the ARROW reports
  • easy access to complete materials budget with information on percentage allocated, spent, encumbered, etc.
  • monthly reports of available balance in materials budget by fund code

Equipment/Supplies:

  • online list of supplies available for ordering

Collections:

  • access to a list of titles in pre-order by fund and title
  • total volume/title counts by location
  • ability to get quick call number statistics in a particular call no. range, by titles and volumes
  • monthly statistics on ILL books loaned (from Area Studies)

User Stats:

  • circulation counts by call number [Special Collections keeps its own user stats.]

Grants: 

  • periodic reports on upcoming grants of interest to staff with Web sites and forms
  • periodic reports on ongoing library grants (what and who is involved, funding level, source, amount expended, proposal examples)

License Agreements:

  • online access

 

Public Services Division

Access Services Department

Interviews with Lori Driscoll, Chair, and Michelle Foss

Personnel:

  • link to job descriptions
  • training information (tracking who’s been trained on what)
  • easy access to the following: salaries, sick leave, vacation, years of employment, and hire and promotion dates

 

Budget:

  • bi-weekly OPS tracking with a breakdown by employment category (OPS, CWSP, student OPS)
  • materials budget information for books, serials, e-resources, and a combination of ILL costs and copyright fees
  • supply budget managed at library, not departmental level
  • separate ILL costs (IFM, SHARES, invoices, copyright) in readily usable form ["These separate costs do not reflect the needs of the department."]

 

Equipment/Supplies:

  • repair history
  • life expectancies
  • warranties
  • scheduled replacement dates
  • what is stocked in supplies 

 

Collections:

  • # of purchases and average title cost by subject area in readily usable format
  • # titles and #volumes ["(must do hand count because Aleph doesn’t yield this data) Our ARL stats are EXTREMELY inaccurate because of this – off by about 100,000 titles that were probably withdrawn over the years and not counted; missing/lost by call number range and location – this requires FCLA to create a special report.  They have not produced a regular missing report in 2 months based on new parameters.  WorldCat records for the UF collection are not up to date and inaccurate which throws off ILL requests and processing."] 

User Stats:

  • annual circulation counts by call number and location
  • Web page hit counts
  • easy-to-access public workstation logins (yearly)
  • type of reference questions (yearly)  

 

Grants:

  • general information on grants for Library Council and available to all librarians in a centralized location on the Web

 

License Agreements:

  • # of users allowed
  • maintenance fees
  • purchase parameters (e.g. both print and electronic required)
  • details of agreement especially useful for E-Reserves and ILL
  • specific workstation licenses in the department

 

Other:

  • readily usable Library Council goals and progress throughout the year
  • LIBQUAL+ survey and focus group results in a database that can be manipulated to study data across studies (for example, satisfaction with ILL services and patron’s comments)
 

Information with no apparent practical application:

  • "User Stats:  Circulation stats should continue to be generated yearly and not monthly.  These stats require massaging of the Aleph reports to get ARL-reportable stats.  To do it for every location, every month, would be very labor intensive and time consuming.  It will not change the way business is done at Circ.  If we want to look at changing our hours, we could go back retrospectively and generate statistics at any time.  But even then, gate count and computer use would need to be considered."

 

Government Documents Department

Interviews with Jan Swanbeck, Chair, and Joe Aufmuth

Personnel:

  • online position descriptions
  • sick and vacation leave
  • accurate tenure and promotion dates for faculty
  • tracking who has been trained on what within your department  

 

Budget:

  • accurate and more frequent tracking of OPS budgets
  • departmental supply budgets including information on how much, what has been ordered, cost and current balance
  • regular reports on materials budget for individual funds (what has been ordered, date of receipt and current balance)

 

Equipment:

  • warranties
  • repair history

 

Collections:

  • how much was spent and for what title
  • breakdown of e-resource collection to determine which selector is responsible for what items 

 

User Stats:

  • hit counts/visits data ["This is the only way to determine if a web site is being used – surveys do not work and are labor intensive.  Grant reports require usage statistics if money is given for web development.  The hit counts should include client IP to see who is using the sites.  The number of public workstation log-ins would be useful."]
  • circulation counts by call number range and location
  • ability to track chat reference statistics automatically ["consider purchasing a software package that produces the statistics that were available with RefExpress"]
      

Grants:

  • support for the Grants Database now in development
  • better information for grant managers on costs related to personnel, budget and equipment, as well as what product was produced, who has a copy and how the product is distributed

 

License Agreements:

  • contact for the license and who is able to generate user stats for that license
  • number of users allowed
 

Humanities and Social Science Services Department

Interviews with Jana Ronan, Acting Co-Manager, Robena Cornwell, and Iona Malanchuk

Personnel:

  • important T&P dates for faculty

 

Budget:

  • clarification as to application deadlines, deadlines for OPS paperwork (esp. knowing early payroll deadlines before week it affects), specifically FWSP student assistants because the financial aid Web site is not always clear
  • summary of the overall total library budget and expenditures including grants awarded and any additional funding (from where and to be spent on what) 
  • what’s been ordered, how much we paid for it, and an expected delivery date

 

Equipment/Supplies:

  • clarification on who/where to ask for what
  • priority list or long range plan for the replacement of equipment, furniture and carpet in the branches
 

Collections:

  • long-range plan to deal with space issues in the branches
  • priority list of reclass projects that includes the branches
  • better information on the ordering and purchase of electronic packages that result in money being taken from individual continuations funds ["we don’t get that information until it is a fait accompli"]

User Stats:

  • support for a Web page counter
  • accurate gate count of people to see who is in the building and when for planning purposes

 

Grants:

  • support for the examples provided by the task group (i.e., funding level, source, amount expended, proposal examples)

License Agreements:

  • support for the examples provided by the task group (i.e., # users allowed, maintenance fees, purchase parameters (e.g., both print and electronic required))

Other:

  • notifications re. new bibliographic instruction handouts
  • notifications re. PR products such as the READ posters
 

Marston Science Library

Interview with Carol Drum, Chair, who reported on a departmental meeting discussion

Personnel/Budget: 

  • OPS tracking system ["Marston duplicates the effort by tracking its own OPS budget."]

 

Collections:

  • collection statistics from Acquisitions and Cataloging ["MSL keeps collection statistics – should be done by Acquisitions and Cataloging.  Materials reporting in Aleph is much worse than in Notis."]
  • better statistics on the use of serials and books

 

User Stats:

  • "The accuracy of reference statistics is questionable (use a sampling method).  Are the statistics being analyzed?  They should be used internally, not just for ARL."
  • Web page hits
  • database use statistics

 

Information with no apparent practical application:

  • number of empty drawers and shelves

Support Services Division

Human Resources Office

Interview with Brian Keith, Head

Personnel:

  • information currently tracked in Green Monster available for reports including extracting data plus date of termination, evaluation dates (last and next), if on probation and end date, address, retiree status if applicable, emeritus status if applicable, degree tracking
  • tracking sabbatical and professional development dates
  • DROP participation and dates
  • in-house training database (attendance, instructor, session name/date/length) with automated enrollment and record of attendance at UF led sessions
  • online tracking of position postings and recruitment process
 
     

Systems Department

Interviews with Will Chaney, Debra Fetzer, Winston Harris, and Tom Minton

Personnel:

  • list of all PeopleSoft roles held by an individual
  • accurate and detailed mapping as to what PeopleSoft roles make what functions and choices appear on an individual’s Portal menu
  • departmental computer access needs for students and new hires
  • Systems Liaison training tracking
  • calendaring database

Budget:

  • OPS tracking including hiring/termination dates and work permit information
  • order tracking
  • VISA purchases

Equipment/Supplies:

  • database to track equipment purchases
  • better system for reserving equipment
  • better system for reserving classrooms
  • snail mail delivery to door
  • better system for broadly informationrming staff about server problems

User Stats:

  • Web statistics including information on the browsers used to access the library's site, the links chosen off of the site, and Web site visits data

License Agreements:

  • software license tracking
  • warranty tracking

Other:

  • database driven Web pages (i.e., announcements and notices)

 

Technology Services Division

 

Acquisitions and Licensing Department

Interviews with Michele Crump, Chair, and Steve Carrico, Doug Kiker, Suzanne Kiker, Lawan Orser, and Jack Waters

Personnel:

  • staff leave balances (incl. balances for appraisal period on appraisal forms)
  • job descriptions (easy to access and update)
  • individual staff training records
  • criteria for determining salaries at time of hire
  • interviewing/hiring guidelines (e.g., how many and which categories of candidates must be interviewed)
  • skill sets per staff level
  • process for requesting salary adjustment to address salary inequities within unit/department
  • correct departmental setup in PeopleSoft
  • organization charts for each library department
  • list of foreign language experts in library  

Budget:

  • department supply budget
  • access to type of budget information included in the 2006 Serials Cancellation project
  • budget breakdown by aggregator package
  • cataloging cost data
  • tracking rate of expenditures for continuations throughout year (incl. projections)   [Acquisitions resorts to Aleph ARROW and macros to produce Current Acquisitions Report
  • Note: Acquisitions has a shared OPS tracking database with Cataloging.

Equipment/Supplies:

  • centralized inventory of computers and printers (incl. age, life expectancy)
  • warranty information
  • online equipment/supply request system (along lines of SysRequest)
  • instructions re. contact chain (i.e., when to contact vendor directly, when/who to contact in Business Services Office)
 

Collections:

  • detailed subject specific counts for purchases and receipts
  • shelf-ready projection data
  • e-resource titles and counts (periodicals, serials, databases, e-books)
  • standing order titles and counts 
  • Note: Acquisitions has a statistics database shared with Cataloging for recording monthly productivity data.

User Stats:

  • circulation stats by call number range and location (loans, missing, lost)
  • in-house e-resource stats for comparison to vendor data

Grants:

  • workshop on how to find sources and apply
  • annual report of library grant activity (incl. grant abstract, staff involved, status)

License Agreements:

  • online access to licenses
  • fee structure for licensed resources
  • legal counsel contact information
  • long term access rights
  • ILL privileges
  • indemnity clause
  • copyright information
  • tax information

Communications:

  • process for staff to submit questions/suggestions anytime
  • some type of prompt to notify staff that Library Council (and other committee) minutes have been posted

Other:

  • desire expressed to minimize the time spent collecting print-based statistics in order to focus more on e-resource statistics

 

Cataloging and Metadata Department

Interviews with Betsy Simpson, Chair, and Tatiana Barr, Jason Fleming, Jimmie Lundgren, Doug Smith, Priscilla Williams, and Naomi Young

Personnel:

  • staff leave balances (incl. balances for appraisal period on appraisal forms)
  • salaries and OPS hourly rates
  • benefit calculations
  • job descriptions across library for comparison purposes
  • individual staff training records
  • student pay level guide
  • staff to contact information for each department (similar to Acq/Cat Staff to Contact)
  • staff/student Aleph userid list

Budget:

  • department supply budget
  • materials budget information for projecting OPS needs 
  • Note: Cataloging has a shared OPS tracking database with Acquisitions.

Equipment/Supplies:

  • online supply and special order request forms
  • online access to list of available supplies and equipment (including warehoused furniture, cabinets, etc.)
 

Collections:

  • # titles and adds cataloged by a number of variables such as location, call number, language, level of difficulty, etc.
  • Note: Cataloging is in the process of implementing a workflow and report mechanism to collect this data.  In addition, Cataloging has a statistics database shared with Acquisitions for recording monthly productivity data.

User Stats:

  • ability to track use of catalog, including clicks from catalog records to e-resources

Grants:

  • proposed and awarded grants with details (e.g., funding agency, PI, etc.)

License agreements:

  • license restrictions related to bibliographic record sharing
 

Digital Library Center

Interview with Erich Kesse, Director

Collections/User Stats:

  • Note: Erich referenced DLC Statistics, which is currently being revised to add requirements for use reporting needed by the library, state, and ARL as well as production object, equipment and personnel tracking to bring together information about what is scanned, what it is scanned or digitally modified with (hardware and software) and who did the work (at what times)
 

Preservation Department

Interviews with Cathy Martyniak, Chair, and John Freund and Bobby Parker

Personnel:

  • master calendar (merge Public Folder calendar with Important Dates)
  • faculty information (tenured/tenure track, rank, research interests, area of expertise, CV)
  • list of experts (e.g., Excel)
  • record of staff committee appointments (list by committee and by employee)
  • volunteer form for staff to indicate committee interests
  • staff leave balances (incl. balances for appraisal period on appraisal forms)

Budget:

  • Binding fund budget access for unit head

Equipment/Supplies:

  • warranty and service contract information for equipment (e.g., freezer)
  • system for tracking equipment orders (including dates, vendor, cost) with annual cumulation
  • internal mechanism for tracking bindery use of barcodes

Collections:

  • currently subscribed serials by location

User Stats:

  • stats for digitized material (use statistics in addition to #pages scanned, etc.)

Grants:

  • tracking database with current and past grant information

License Agreements:

  • long term access rights

Systems Liaison:

  • checklists for setting up computers and software
  • training for new liaisons

 

 

University of Florida Home Page