| April/May 2005 Activities: Held organizational redesign workshop, April 20. The workshop, facilitated by Chet Warzynski of University Organizational Development Services, guided participants through a process of examining what services we offer or want to offer, what our various technical services providers (e.g., CTS, Mann, RMC) are doing today, and how we might reorganize services to maximize our effectiveness. A summary of results is available. Developed a first draft of the top level of an integrated but distributed CUL technical services organization. Through an all-CUL technical services staff survey, solicited comments and suggestions on the high-level organizational design. Held “Managing Transitions” workshop (pilot), led by Linda Bryan, for TS integration team members and members of TS survey team. Scheduled the workshop to be repeated for CUL technical services leaders and began to explore possibilities for offering the workshop to CUL technical services staff this summer. Continued analysis of Asia technical services workflows. Finalized plans for fiscal year 2005/06 support for Korean materials. Completed preliminary report for Japanese technical services workflow changes. Report progress and findings of first review of proposed organizational structure at all-staff meeting May 25.
Coming up in June: Establish the new, unified CUL technical services organization reporting structure. Begin work on new job descriptions, as applicable. Hold a “Managing Transitions” workshop for CUL technical services leaders (June 9). Continue analysis and modifications to workflows for Asia collections ordering and processing. Update technical services integration FAQ to respond to staff questions and concerns related to the new CUL-wide technical services organization. Begin planning to modify the TSWeb to reflect the CUL-wide, unified organization of technical services. Prepare a new charge, roster, and work plan for the 2005/06 Technical Services Web Site Maintenance Team.
March 2005 Activities: Held a “Future Search” workshop to solicit ideas and insights and set the direction for the future organization of CUL technical services. Followed up the Future Search workshop by evaluating and sharing results and deciding next steps. Planned and prepared materials for an organizational redesign workshop to be held April 20. Began to plan an approach to solicit input and advice on the TS integration from CUL technical services support staff. Set a date for the next all-staff TS integration meeting (May 25, 401 Warren Hall, with lunch—details to follow) Submitted a project status report on achievements to date for the university librarian. July 1 is still the goal for having the new technical services management team and organizational structure in place, but could slip some. Continued analysis of Asia technical services workflows; completed analysis and made recommendations for future support for Korean materials. Continued monitoring and refining new Vet, ILR, Mann and Asia technical services operations.
Coming up in April and May: Organizational redesign workshop, April 20. The workshop, to be facilitated by Chet Warzynski of University Organizational Development Services, will guide participants through a process of examining what services we offer or want to offer, what our various technical services providers (e.g., CTS, Mann, RMC) are doing today, and how we might reorganize services to maximize our effectiveness. Develop a first draft of an integrated but distributed CUL technical services organization. Solicit comments and suggestions from major stakeholders, including CUL technical services support staff. Continue analysis of Asia technical services workflows. Finalize arrangements for fiscal year 05/06 support for Korean materials. Report progress and findings of first review of proposed organizational structure at allstaff meeting May 25.
February 2005 Activities: In collaboration with staff inside and outside technical services, completed integrating print monographs processing for Mann Library (cutoff date was February 4 for CTS to begin ordering and receiving Mann print monographs). Carried out plans to relocate selected CTS, Wason and Echols staff members within Olin 110 and 107. Moves were completed on schedule February 25, 2005. Updated staff lists and contact information may be found at here. Following the transfer of Xin Li to a new job in IRIS, appointed David Banush to serve as acting head, CTS Acquisitions and Jim LeBlanc to serve as lead analyst for a comprehensive review of Asia technical services workflows. Held an open house for CTS, Mann and Kroch Asia staff. In collaboration with the Asia curators and Library Human Resources staff, finalized new job descriptions for several staff members who support technical services for Wason and Echols. Planned and organized a “Future Search” workshop to solicit ideas and insights and set the direction for the future organization of CUL technical services. For more information on the workshop, please visit this page. In keeping with the charge prepared by the TS Integration team, the CUL Barcode/RFID Task Force recommended a CUL-wide approach for the application and use of barcodes; TSEG approved the recommendations on Feb. 16.
Coming up in March: Hold “Future Search” workshop March 8; follow up by sharing results and deciding next steps for planning the future organization of CUL technical services. Continue analysis of Asia technical services workflows. Continue monitoring new Vet, ILR, Mann and Asia technical services operations and refine or take corrective action as required.
December 2004/January 2005 Activities: In collaboration with accounting services staff at CUL and Mann, completed integrating print monographs processing for Mann Library (cutoff date is February 4 for CTS to begin ordering, receiving, fast-cataloging, and physical processing of Mann print monographs). Drafted plans for integrating Kroch Asia technical services functions and selected staff members into CTS. Solicited input and advice on draft integration plans from Asia curators and faculty directors of East Asia and Southeast Asia Programs. Held initial meetings with Wason and Echols Collections staff members directly affected by the technical services integration. Gave a third public presentation on the technical services integration project (Dec. 17). This presentation covered changes to Kroch Asia technical services functions and reporting lines. Prepared and solicited input on time line for changing reporting lines and shifting locations of selected CTS, Wason, and Echols staff members. In collaboration with the Asia curators, created new job descriptions for several staff members who support technical services for Wason and Echols. Hosted coffee breaks for CTS/Asia staff who support the Wason and Echols Collections and who will now be working more closely together. Continued planning how to address SUNY requirements for expenditure reporting and technical services production statistics.
Coming up in February: Carry out time line to relocate selected CTS, Wason and Echols staff members within Olin 110 and 107. Target completion date for the moves is February 25, 2005. Under the leadership of Xin Li and Jim LeBlanc and in collaboration with Asia curators, affected staff, and other stakeholders in Olin, begin analysis of Asia technical services workflows. Hold an open house for CTS, Mann and Kroch Asia staff. Organize a planning retreat for the CUL technical services leadership, to be held the second week of March, to gather ideas and advice for a new CUL-wide technical services management team and reporting structure that establish “clear leadership and accountability for Library technical services within a physically distributed operation” (from the TS integration team charge).
October/November 2004 Activities: Integrated ILR technical services into CTS and Library Accounting Services (October25). In collaboration with accounting services staff at CUL and Mann, completed planning for Mann Library print monograph changes and began implementation. Hosted visit from Joyce Ogburn, University of Washington. See this page. Hosted organizational change workshop for selected ILR and CTS staff members. Worked with Cataloging Working Group to charge a group to assess current CUL barcoding practice and recommend a system-wide approach. To finish by Feb. 18, 2005. Continued planning how to address SUNY requirements for expenditure reporting and technical services production statistics. Gave a second all-staff presentation on the technical services integration project (Nov. 16). Arranged archives/manuscript training for redeployed staff member at ILR. Worked with Anne Kenney, David Block, Susan Markowitz and Sarah Thomas to plan the principal elements of technical services integration changes for Kroch Asia. Developed a communications plan, including a series of meetings with individuals and groups, to describe planned changes for Kroch Asia and solicit advice from Asia collections staff members and Asia faculty program chairs. Addressed open issue related to claiming for ILR orders. CTS completed processing of an ILR backlog of approximately 900 titles.
Coming up in December: Continue working on integration of Mann Library print monographs processing in CTS and Library Accounting Services. Target implementation date January 21, 2005. Carry out Asia communications plan, holding a series of meetings with affected individuals and groups, to discuss and solicit advice on technical services changes for Wason, Echols, and South Asia. Following the initial meetings, continue working with affected managers and staff members to begin preparing an implementation plan.
September 2004 Activities: Made first all-staff presentation Sept. 2 on the technical services integration. Held a Sept. 9 open house for Mann, Vet, ILR and CTS staff affected by the technical services integration. -
Integrated Vet technical services into CTS. Planned a joint Mann/CTS project to catalog and process the Huntington Free Library materials. DLIT staff, working in conjunction with CUL accounting, modified accounts payable transactions to University Accounting so that Vet invoices can be processed in endowed accounting, clearing the way for integration of fund accounting across contract college and endowed library units. Completed preparatory work for integrating ILR technical services into CTS. Gained approval to transfer responsibility for Catherwood fund accounting to CUL accounting office; minor details remain to be worked out. CTS cataloging began processing an ILR backlog of approximately 900 titles. Arranged for staff presentation and workshop to be given October 20 by Joyce Ogburn, Associate Director of the Libraries at the University of Washington, to share UW innovations in technical services and digital initiatives. Began identifying options for integration of Kroch Asia acquisitions operations not already handled in CTS. Provided estimates of quantitative impacts of technical services integration for Olin shipping and receiving, IRIS conservation, and CUL accounting office. Established sub-project teams to analyze and report on issues related to (1) bar-coding policy and practices and (2) SUNY requirements for expenditure reporting and technical services production statistics.
Coming up in October: Complete integration of ILR technical services into CTS. Plan integration of Mann print monographs operations into CTS. Begin joint Mann/CTS processing of Huntington Free Library materials. Host public presentation by Joyce Ogburn, Associate Director of the Libraries at the University of Washington, on UW technical services innovations and digital initiatives, followed by workshop for TSEG and TS integration team members (October 20). Plan next all-staff meeting to report progress on technical services integration project (tentative date Nov. 16). Continue updating project website and providing communications for affected individuals and groups.
August 2004 Activities: Created a project website to communicate with CUL technical services and other interested staff members and to share project documentation among the TSI team Completed an exercise to identify CUL staff members who will be affected by the project; this work is intended to support an ongoing communications program for soliciting input and keeping people informed. Created a project plan to identify steps, estimate a time line, and track the progress of the project. Began the transition of ILR and Vet technical services operations to CTS. Decided to move ahead with more detailed planning of shifting print monographs ordering, receiving, and fast cataloging to CTS. Obtained funding to complete the cataloging of ILR Ebert Foundation gift materials at Mann. Began considering the possibility of a joint Mann/CTS project to catalog and process the Huntington Free Library non-rare materials. Developed and announced a presentation on Sept. 2 on the technical services integration process.
Open issues: Coming up in September: First staff presentation Sept. 2 on the technical services integration process. Complete transition of Vet technical services operations to CTS. Continue progress on shifting ILR technical services operations to CTS. Develop a FAQ for the project website based on what staff members ask about. Continue soliciting input and providing communications for affected individuals and groups.
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