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LI815XA TECHNOLOGY PLAN

Coulbourne University Library


Three Year Technology Plan
Years covered by plan: August 1, 2012 until July 31st, 2015
Library: Coulbourne University Library
Library Director: Eric Coulbourne, MLS
Mailing Address: 5827 Biblio Way, Tucker, IN 47703
Phone: (555) 723-2129
Fax: (555) 723-2130
E-mail: librarydirector@cu.edu
Authors of Plan: Eric Coulbourne, Jayme Johnson, Amanda McCoy, Shelby Schellenger, and Sara
Worcester
Web Address: lib.cu.edu
Employer Identification Number: XX-XXXXXX
Mission Statement:
To provide services and information technology above industry standards to students and staff
of Coulbourne University. This library will provide the foundation on which the areas of excellence
within our university are built. Every effort will be made to include all types of students, reaching out
to them in a variety of ways. Training will be provided for staff and interested students, ensuring that
they will have access to resources that will keep them on the cutting edge of education
Technology History:
The decision was made in 2009 to seriously regard the possibility of RFID conversion in the
Coulbourne University Library. That year, research was done on the benefits and limitations of such
technology as well as what the librarys needs would be. In 2010, the decision was made to go forward
with writing up a proposal document with the understanding that standards were under development to
find a system that allows for self-check, improved circulation, improved security, time-saving in
inventory and shelf-reading tasks, with compatibility to the existing open-source ILS platform. Several
vendors offered solutions which met most of these goals. In 2011, 3M was selected as the vendor due
to their reputation and experience in the field.
Fund raising for this fairly massive project began in 2010 prior to vendor selection. Budget
items were initiated to spread out the initial costs between three years: 2010, 2011, and the 2012
budgets. In this way, the project doesnt cripple the operations, services, or programs offered through
attempting to budget the project through a single year. Standard training procedure was followed with
library staff representatives attending vendor training on operations of the upcoming RFID system.
These staff members returned and trained all library staff.
Primary entrance, circulation desk, elevator corridors, and technology labs are all currently
equipped with wide-angle security cameras which feed to a secured digital recording system in the IT
room. Records are kept for one week and then recorded over.
The following is an itemized list of specific technology related events that have occurred at the
Coulbourne University Library in the past few years.
All library staff have been trained in a large group setting by the vendor of each module upon

LI815XA TECHNOLOGY PLAN

implementation of said module.


Every software program in use by the library has an expert staff member assigned to it. This
staff member has spent considerable time in the study of the program in order to field any and
all inquiries from other staff members.
University faculty members have received one-on-one instruction in discipline-specific
electronic resources as requested.
Computers in public area upgraded last in 2007. All current software was upgraded as well as
any hardware that was deemed obsolete or aged. 5 new computers were added as well bringing
the total of public/student access computer to 15.
The library has used common social networking sites such as Twitter and Facebook to advertise
its services. The library has maintained an on-line catalog and website which are current and up
to date. Library services are currently only offered in the main branch library and college
specific libraries during posted hours.
Over the years the library has accumulated an impressive collection of electronic media
including music CDs, Audio books, movies, and ebooks. These items have had their own
sections, but are located seeming sporadically throughout the library.
Printing stations were upgraded to include EnvisionWare software to expedite printing.
2009 marked first consideration of RFID conversion.
2010 saw the formation of an RFID proposal and the beginning of budgeting for the large
project.
In 2010 Internet was upgraded to the highest possible speed available in the area.
2011 saw the approval of 3M as vendor for RFID equipment and services.
Wide-angle security cameras previously installed in tech labs, elevator corridors, circulation
desk, and main entrance. These cameras record to a secure digital storage with records kept for
one week.

Technology Goal Year 1 (2012):


1. Upgrade Tech Toolbox so that will include an adequate supply of:
1. Flash drives
2. Screwdrivers of various sizes (especially eyeglass size)
3. Cans of compressed air
4. Small, bright flashlights
5. Magnets (for picking up screws)
Proposed Budget: $200
2. Install 10 more computers in the public computer area. Install all the needed programs to the
computers.
Proposed Budget: $8500: This includes the cost of the computers and the software to be
installed on them.
3. Provide 2 more wireless access points in the library to increase the strength of the wireless
signal.
Proposed Budget: $500: For high speed wireless routers and installation.
4. Provide refresher training on each module utilized by the library for all library staff
1. Covers basic and advanced functions as well as any updates

LI815XA TECHNOLOGY PLAN

2. Provided by vendor
3. Large-group setting
4. Once per year
Proposed Budget: $4500
5. Install a Branch Anywhere Machine near the Student Union to provide Library services to
students 24/7 the machine will contain a collection of fiction materials, DVDs, video games,
and audio books. This technology will be reliant on RFID technology being complete. This
model was chosen because it is expandable so more items may be added as needed.
Proposed Budget: $115,000
6. Install a 5-42 inch television in the student union and in building lounges across campus
scrolling library events and services. The televisions will be networked to the library so it can
be controlled from an existing computer there.
Proposed Budget: $1875: Cost includes price of television and mount.
7. Produce a television commercial advertising the university library services to be aired on the
universities local television channel. This commercial will also be part of the events scrolled on
the television in the student union. We will use the universitys television production department
and theatre department for producing the commercial and actors. Students who participate will
receive a small stipend.
Proposed Budget: $2000
8. RFID Conversion will take place in two specific ways. Initial training and equipment
installation will occur prior to the beginning of the fall 2012 school semester. The existing
system will be used in tandem with the RFID enabled module (both rely on the same relational
database) until full conversion has occurred. Materials will be converted on a shelf-scheduled
basis during normal operations as well as conversion of all materials as they are checked back
into the library.
Purchase the development or support of RFID module for existing ILS system. Budget:
Initial- $8,000 Ongoing-$3,000
Purchase of two 3M Enhanced Pad Staff Workstation Model 896 for conversion and staffassisted circulation of both traditional and new RFID materials. Budget: $7200
Rent an additional four Model 896 Workstation units for a period of six months with an
option to extend rental for an additional four months. Budget: Initial- $2,400 Extension$2,400
Train student employees and other library staff in conversion process. Budget: Initial OnlyIncluded with purchase of equipment from vendor 3M. Training of new employees/staff
after initial conversion will be handled through normal staff training and as such will not
generate additional ongoing costs not already budgeted for staff training.
RFID tags for all physical collection ~700,000 items. Budget: $175,000
Purchase of one 3M SelfCheck System (R-Series), Kiosk design. Budget: $19,000
Purchase of one 3M RFID Detection System (series 9100) Dual Corridor Model. Budget
$17,000
Purchase of one 3M Digital Library Assistant units. Budget: $7,888
RFID Conversion Total Cost: $240,000 initial outlay with expected additional/ongoing

LI815XA TECHNOLOGY PLAN

costs of $20,000/year (Yearly budget moved from existing ILS and Security tag
maintenance budgets).
RFID Conversion Cost Breakdown: 2010-$60,000, 2011-$100,000, 2012-$80,000
Total Proposed Budget for 2012: $152,575

Technology Goal Year 2 (2013):


1. Conduct a survey of staff technology needs
1. Library IT staff will create the survey
2. Will be given on an annual basis
3. Survey results will guide future tech plans and purchases
Proposed Budget: $20: paper and ink
2. Install an additional self checkout station for the front atrium. A self checkout station will aid
the front staff during busy hours of the day and will allow the patrons to quickly check out
materials if the Checkout desk is busy.
Proposed Budget: $19,000
3. Create a computer work station where patrons will exclusively have access to OverDrive Media
Console. This station will enable students and faculty alike to acquire various types of
electronic media.
Proposed Budget: $1500: $1000 For the computer and software, $500 for additional upgrades
for the next few years.
4. If the branch anywhere machine near the Student Union has a checkout rate of more than 60
percent of its items we will install 2 more of the machines; one in an area near the dorms and
the other will be placed in another area on campus. If circulation of the machines items is
below 60 percent the purchase of the two new ones will be postponed for reconsideration in
2014, in this event funds would roll over into 2014.
Proposed Budget: $230,000: This is contingent on the previously installed machine being a
success
5. The catalog will be converted into a mobile site that can be accessed on all smartphones and
mobile devices. The universitys computer programming department will be paid to make the
catalog accessible on mobile devices.
Proposed Budget: $4000
6. RFID conditional additional equipment. If the conversion goes smoothly and conditions
warrant it, the purchase of an additional Digital Library Assistant and RFID tags for new
materials.
Proposed Conditional Budget: $7,888. Budget: $2,500
7. Extend security system to include additional security cameras and data retention. Specifically
to capture additional views of library entrances/exits and coverage of the installed Branch
Anywhere kiosk(s). Upgrade existing services with Skyway Security camera system from 16

LI815XA TECHNOLOGY PLAN

camera system to 24 camera system. One-time purchase and installation costs.


Budget: $5,000 equipment and $2400 installation.
Proposed Budget for 2013: $272,308
Technology Goal Year 3 (2014):
1. Buy 20 Apple iPads to provide students and faculty access to ebooks and other software and
apps that are pertinent to their courses. The iPads will be checked out with the stipulation that it
the iPad is not returned or damaged the person who checked it out will be responsible for its
replacement.
Proposed Budget: $10,000
2. Implement large-group training sessions on discipline-specific electronic resources for
university faculty.
1. Training led by library staff
2. One hour in length
3. Offered in early August
4. Condenses one-on-one training already in place
Proposed Budget: $100: This includes refreshments, napkins, and paper cups.
3. We will produce two videos of about 10-15 minutes apiece that will train users how to use
services. The first video will be a tutorial on how to use the catalog and the second will be a
basic introduction to databases. both will be available in digital format so they can be mounted
on the web. We anticipate that the cost will be less than an average training video as we will be
using the Universitys television production department and actors from the theatre department
to produce the final videos.
Proposed Budget: $14,000
4. Installation of branch anywhere additional machines, one in or near the dorms and the other at
another planned point on campus. This cost will only be incurred if it has been tabled in 2013. If
the machine in the student union is still not showing to be a success this may be cut from the
budget.
Proposed Budget: $230,000: This amount is only if this item has been tabled from 2013
5. If the first machine is still not shown as a success a portion of the funds allocated for the
machines will be used to produce a television commercial which will run on the universitys
channel and the networked television screens. We will use the Universitys television production
department and theatre department to create this commercial
Proposed Budget: $2000: This is contingent on the failure of the branch anywhere machines
6. Purchase of an additional 10,000 RFID tags to represent growth or replacement of materials.
Renewal of RFID software support agreements and equipment service agreements.
Proposed Budget: $2,500 and $12,000 respectively.
Proposed Budget for 2014: $270,600

LI815XA TECHNOLOGY PLAN

Staff Training:
Staff training is currently conducted in-house by library staff members designated as experts
on individual programs in a large group setting. One-on-one training is provided on an as needed basis.
These experts have been trained by the vendor or have attended off-site training in these areas.
Evaluation:
Evaluation of RFID technology success will be accomplished through the use of both patron
and staff satisfaction surveys in addition to the purely numeric information generated by the system
itself in regard to circulation numbers, utilization of equipment, etc. Security technologies will be
evaluated by comparison of before and after statistics regarding measures of losses and reports of other
criminal activity resolved. Branch Anywhere kiosk(s) evaluation will be through student satisfaction
survey and automatically collected usage data. Training evaluations will occur through staff feedback
and demonstrated proficiency in trained topics.
Appendix:
When our group first started discussing the project we were about to undertake, it seemed most
natural for us to create an imaginary library that largely mimicked the William Allen White Library on
the Emporia Campus. By utilizing WAW as our inspiration, it was convenient to research said library
and utilize its example as a basis for our project. Various types of technologies were researched for this
project. We all used various websites as a starting place for our research, but some also called
companies to acquire additional information and estimates of prices. By taking advantage of these
professionals, we were able to put accurate information into our plan.
In order to distribute the work load as evenly as possible among the group members, we initially
broke the project into five categories; outreach, physical collection, digital collection, tech training, and
information commons. These categories evolved over time as we realized that we had left out areas
that needed attention and those who had topics that were relatively easy to address took on additional
responsibilities to pull their weight. This was the main problem within our group; we tried to assign
various sections without truly having an understanding of the scope of the project. As previously
stated, we were able to conform and see that all areas were covered, but for a time there was some
confusion. Ultimately, we feel that we included topics relevant to Coulbourne Library that would
benefit the patrons and staff.
In the past, many of us have successfully used Google Docs to complete a group assignment
and we quickly decided to use this as our collaborative platform. We started by making an outline of
the assignment and each group member then filled in their respective areas. After all of the members
added their information, the editor then standardized the format and saw that all of the information was
compatible. This group worked quite well together, covering for each other's short-comings while also
allowing individuals to be creative and ultimately making a practical Technology Plan.

LI815XA TECHNOLOGY PLAN

7
References

3M. (2012). 3M library systems: RFID, security, self-checkout for public & academic libraries.
Retrieved from http://solutions.3m.com/wps/portal/3M/en_US/3MLibrarySystems/Home/
Au Yeung, S. C. (2001, April). Gavilan college library; library technology plan 1999-2003. Retrieved
from http://www.gavilan.edu/library/techplan.html
BroDart. (2012). 3m v2 selfcheck system with firewall protection. Retrieved from
http://www.shopbrodart.com/equipment/security/self-checkout/
Central Florida Media & Advertising News. (2011, March 8). How much does it cost to make a tv
commercial?. Retrieved from http://mausmediagroup.wordpress.com/2011/03/08/how-muchdoes-it-cost-to-make-a-tv-commercial/
Edwards, S. & Fortune, M. (2008). BIC e4libraries project: A guide to RFID in libraries. Retrieved
from http://www.bic.org.uk/files/pdfs/090109%20library%20guide%20final%20rev.pdf
Gutierrez, A. (July 26, 2012). Information about ESU library [phone call]. Head of Systems and
Technical Services - William Allen White Library.
How much does a training video cost?. (2012, Jul 2012). Retrieved from
http://www.digicast.com.au/blog/bid/88451/How-much-does-a-training-video-cost
Humphrey, M. (July 26, 2012). Pricing information about 3M products [phone call]. Sales
Representative - 3M.
OverDrive. (2012, July 24). Device resource center. Retrieved from
http://www.overdrive.com/resources/drc/
SCC. (2004, September 7). Library information technology plan. Retrieved from
http://www.solano.edu/tech_learn_resources/techplan/library.html
Sceptre 42" lcd 1080p. (2012, July 23). Retrieved from http://www.walmart.com/ip/Sceptre-42-ClassLCD-1080p-60Hz-HDTV-X425BV-FHD/16878627
Sevcik, P. (2010). ISO RFID standards [presentation slides]. Retrieved from
http://www.niso.org/apps/group_public/document.php?document_id=3895
Skyway Security. (2012). G-Max 24 channel PC digital video recorder. Retrieved from
http://www.skywaysecurity.com/24-ch-h-264-pc-based-security-camera-system/

LI815XA TECHNOLOGY PLAN


State of self service. (2010). Retrieved from http://www.libraryjournal.com/lj/home/885275264/state_of_self-service_2010_do-it-yourself.html
UFL. (2008, December 9). The urbana free library technology plan. Retrieved from
http://www.urbanafreelibrary.org/about/public/pdf/Tech Plan 2008-2010.pdf
WRLS. (2011, June 21). The cost of public computer access. Retrieved from
http://www.wrlsweb.org/2011/06/costs-public-computer-access/

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