Topic 2 第二讲： Planning and Project Management 计划及项目管理 Peter Sidorko, Deputy University Librarian University of Hong Kong Libraries and Diana Chan, Associate Librarian City University of Hong Kong Library Virtual and Physical Libraries in the 21 st Century: Challenges for Library Leaders
Outline 概要 Planning 计划 p HKUL planning/project cycle 香港大学图书馆的 计划/项目周期 p Project Management (Institutional Repository example) 项目管理(机构典藏的例子) p Group Assignment 小组作业 p Session wrap up – benefits of planning and project management 本节总结 ─ 计划及项目管 理的好处 p
Planning 计划
Planning 计划 p p p Planning is the conscious predetermination of courses of action. 计划是有意识的预定行动方案 Making things happen that may not have. 使可能不会发生的事情发生 Attempting to control the future. 尝试控制未来 The function of everybody in the library. 图书馆所有人的职能 A process of logical decision making 合逻辑的决策过程
Planning for 各方面的计划 : p p Direction 方向 Consistency 一致性 Innovation 创新 Action 行动 p p Efficiency 效率 Performance 绩效 Evaluation 评估 Change 转变
Strategic planning 策略规划 p Strategic planning is a model of planning that places greater emphasis on creativity, innovation and intuition, where events are anticipated rather than reacted to. 策略规划是一个更侧重于创造，创新和直觉的计 划模式，在此过程中，我们会对事情作出预测而 不是作出反应。
Strategic planning steps 策略规划步骤 p p p p Establish the ground rules (participation, task force, timeline, etc) 基本规则 (参与、 作小组、进度表等等) Develop mission statement 立下使命宣言 Conduct an environmental analysis (eg, PETS) 进行环境分析( 例如，政治、经济、技术及社会文化) Resource analysis (strengths, weaknesses - SWOT) 资源分析 (优劣机危) Identify strategic issues (library’s future) 找出策略议题 (图书馆的未来) Define future strategies (where library is going) 定出未来策略 (图书馆往哪走？) Decide on programs (how to get there – projects) 定出方案 (如何到达那裹 ─ 各项计划) Implement and plan to evaluate (success? ) 实行和计划评估 (成功与否？)
Strategic planning elements 策略规划的要素 Mission 使命 Vision 愿景 Goals 目的 Objectives 目标 Actions, change and innovation through Projects 透过项目而来的行动，转变和创新
The Mission 使命 p Establishes the purpose of the organisation: 确定机构存在的目的 Why does the library exist? 图书馆为甚么会存在？ ? ?
In Pursuit of its vision, it is HKUL‘s mission to provide collections and services that will enable the University: 为了达成愿景，香港大学图书馆立下使命，致力提供馆 藏和服务以助大学达到以下目标 p p To advance constantly the bounds of scholarship, building upon its proud traditions and strengths. 秉承以往卓越传统与优势，不断扩阔学术领域。 To provide a comprehensive education, developing fully the intellectual and personal strengths of its students while developing and extending lifelong learning opportunities for the community 提供全面的教育，充分发展学生的才智及个人潜能，并为 社会人士开拓终生学习的机会。 n etc, etc 等等
The Vision p Brief, practical, forward-looking statement of desired outcomes 简明的、实际的、可预见的目标陈述 : What will the library look like in 5 years? 5年后图书馆会如何?
HKUL Vision 香港大学图书馆的愿景 p The University of Hong Kong’s Libraries seeks to sustain and enhance the University’s excellence as an institution of higher learning, as a pre-eminent international university in Asia, and to provide outstanding teaching and world-class research support collections and services so as to produce well-rounded graduates with lifelong abilities to provide leadership within the societies they serve. 香港大学图书馆致力协助大学达成其抱负： 香港大学，学术殿堂；追求卓越，科教兴邦；群伦领袖，启 向导航；享崇誉于国际，为亚洲之荣光；建科技之宏宇，拓 学问之新疆；育才并重德智，树人以作栋梁；得天下英才而 施教，授终身学习之良方。
Goals目的 p Further define and form a critical part of the mission statement. 进一步确定和构成使命宣言的重要部分 Reflect the general direction of the library. 反应图书馆的整体方向
HKUL Goals (Strategic Directions) 香港大学图书馆的目的 (策略方向) 1. 2. 3. 4. Support academic excellence 提升学术 力求卓越 Support University efforts to expand its global presence and visibility 提升国际地位与形象 Partner with society and serve the community 与社会携手并进，服务社群 Develop and support "The University Family” 发展及维系「大学大家庭」的构思
Objectives目标 p Provide measurable outcomes for the goals. 依据目的，制定可测量的成果指标 Means by which goals are seen to be achieved. 让人看得见目的已达成的方法
Objectives should be目标必须是 : p Specific 具体的 n who, what, when, where, why, how 何人，何事，何时，何地，为何，如何 Measurable可测量的, p Attainable 可达成的 , p Realistic, and 实际的，及 p Timed 有时效性的. p SMART!!
HKUL Goals & Objectives (samples) 香港大学图书馆的目的和目标 (例子) Goal: Support academic excellence 目的：提升学术 力求卓越 Objective: Create a Knowledge Bank which gathers into one online database self help and training materials for patron use. (PROJECT) 目标：设立知识银行将自助及培训资料收集到一个在线数据库供用 户使用 (项目) Goal: Partner with society and serve the Community 目的：与社会携手并进，服务社群 Objective: Cooperate with the Faculty of Law in the creation of an online Hong Kong Basic Law collection. (PROJECT) 目标：与法律学院合作创立在线香港基本法馆藏 (项目)
Objectives目标: … become projects. Projects need managing! ……变成项目。 项目需要管理！ How do we decide our objectives/projects at HKUL? 香港大学图书馆如何设定目标/项目？
HKUL planning/project cycle 香港大学图书馆的计划/项目周期
1 ENVIRONMENTAL SCANNING 7 Evaluation and Reporting 评估及报告 环境扫描 Brainstorming For New Objectives 为新目标集思广益 (PETS, SWOT) 6 Implementation & Service Modification 2 Analysis & Selection of Objectives 执行及改良服务 分析及选择目标 3 Establishing Project Teams, Outcomes, Timelines, 5 Recommendations Budgets设立项目小组， 建议 结果，时间进度， 经费 4 Investigations 研究
Environmental scanning 环境扫描 p p Libraries operate in unique environments 图书馆在独特的环境中运作 These affect the way a library performs, the services it provides and the markets in which they operate. 这些环境会影响图书馆的表现、提供的服务及其运作的市 场。 As these evolve, their impact will vary over time. 由于环境的演变，其影响将随时间而变。 Therefore, it is necessary to scan the environment regularly. 因此，我们需定期地对环境作出分析。
SWOT analysis as a planning and change tool 优劣机危的分析作为计划及转变的 具 p p Strengths and Weaknesses (internal) 优势和劣势(内部) Opportunities and Threats (external) 机会和危机(外部)
STRENGTHS WEAKNESSES 优势 劣势 S-O (pursue W-O (overcome opportunities that fit weaknesses to pursue OPPORTUNITIES strengths) opportunities) 机会 优势 -机会 (寻 求配 劣势-机会 (克服劣势寻 求机会) 合优势 的机会) THREATS 危机 W-T (reduce impact of S-T (use strengths to weaknesses to reduce overcome threats) 优势 -危机 (利用优 劣势-危机 (减轻劣势的 势克服危机) 影响以降低危机)
PETS Environmental Scan 环境扫瞄 Political 政治 p Economic 经济 p Technological 技术 p Socio-cultural 社会文化 p
Political environment 政治环境 Technological Environment 技术环境 Your Library 你们的图书馆 Socio-cultural Environment 社会文化环境 Economic Environment 经济环境
2003 OCLC Environmental Scan: Pattern Recognition 2003 OCLC 的环境透视：认清前景趋势 “provides a high-level view of the information landscape, intended both to inform and stimulate discussion about future strategic directions” 对信息状况发表深入的见解，以期让读者了解未来策略的方 向并激励这方面的讨论 1. Research & learning (Political) landscape 研究和教学状况 1. Social landscape 社会状况 2. Economic landscape 经济状况 3. Technology landscape 技术状况 http: //www. oclc. org/reports/escan/
Horizon Report, 2007 (NMC & EDUCAUSE) “seeks to identify and describe emerging technologies likely to have a large impact on teaching, learning, or creative expression within higher education. ” 通过发扬信息技术的高明用途来促进高等教育 p Technologies to Watch 观察中的科技 n User-Created Content 用户制作内容 n Social Networking 社交网络 n Mobile Phones 手提电话 n Virtual Worlds 虚拟世界 n The New Scholarship and Emerging Forms of Publication 新的学习成果与出版物的发行方式 n Massively Multiplayer Educational Gaming 大型多人教育游戏
Brainstorming/scanning for new Objectives/projects 集体思考/审视新的目标或项目 p p p Conducted by each Department 在各部门中进行 Ideas for their department and others 就自己部门及其它部门的构思 Ideas suitable for each of the 4 Goals (strategic directions) 适合上述４个目的（策略方向）之构思
Environmental scans : HKUL Brainstorming 环境扫瞄：港大图书馆的集思 Year 年度 Number of ideas generated “Just do its” or “Don’t do its” Accepted into Strategic Plan 构思項目總数 “尽管去做” 或“不要做” 2002 -2005 215 179 36 2006/07 266 239 27 2007/08 240 225 15 纳入策略计划
How to do a library environmental scan 图书馆怎样做环境扫瞄 p p p p Find someone else who has done it (eg, OCLC) 找一个曾做过环境扫瞄机构 (例如：OCLC） Maintain awareness of professional developments 保持对专业发展的认识 Maintain political awareness (local and beyond) 保持政治觉知性（本地及以外的） Attend conferences, courses, seminars etc 参加会议，课程，研讨会 Talk to colleagues 与同事讨论 Read lots 多阅读 Look at what the competition is doing – borrow liberally. 看看竞争环境 – 开放地借鉴
HKUL Staff Activity 港大职员 活动 02 -03 03 -04 04 -05 05 -06 06 -07 International conference 26 27 27 19 20 7 3 28 49 33 0 9 0 13 25 12 15 9 8 8 0 2 1 3 1 216 79 124 137 286 229 373 国际 会议 Local conference 本地会议 HKUL conference 港大图书馆 会议 HKUL Leadership Institute 港大图书馆领导 研修班 Courses - formal (degree/diploma etc. ) 课程 – 正式 学位/文凭等） Courses – informal (in-house training etc. ) 课 程 – 非正式内部培训 等） TOTAL 总计 261 135 189
HKUL planning/project cycle 香港大学图书馆的计划/项目周期 1 ENVIRONMENTAL SCANNING 7 Evaluation and Reporting 评估及报告 环境扫描 Brainstorming For New Objectives 为新目标集思广益 (PETS, SWOT) 6 Implementation & Service Modification 2 Analysis & Selection of Objectives 执行及改良服务 分析及选择目标 3 Establishing Project Teams, Outcomes, Timelines, 5 Recommendations 建议 4 Investigations 研究 设立项目小组， 结果，时间进度， 经费 Budgets
Remember 请别忘记: Objectives become projects. Projects need managing! 目标变成项目。项目需要管理!
Project Management (for an Institutional Repository) 项目管理 (机构典藏)
Project Management 项目管理 Objectives, characteristics, structure 目标, 特色, 架构 p Project Management 项目管理 n Definition 定义 n Planning 计划 n Implementation 执行 n Completion 完成 p Group Assignment 小组作业 p
Objectives of Project Management 项目管理的目标 p p p Better skills in managing projects 提高项目管理技巧 Develop realistic timelines 制定实际进程 Manage expectations 管理可预测的事情 Avoid problems with mismanaged projects 避免因项目管理不当而产生问题 Better delegation of responsibilities 更有效地授予责任
Project characteristics 项目特式 p A task of finite duration 有限时间内的任务 p p Not a permanent activity 并非永久的活动 Produces a new product, service or other result. 制造一个新的产品，一项新的服务或其它成果.
Project structure 项目架构 p p p Project leader – the person responsible for the overall planning execution of the project 项目领导 ─ 负责整体计划执行项目的人 Project team – other individuals assigned to work on the project 项目小组 ─ 其它获分派项目 作的成员 Champion or sponsor 项目负责人或赞助人 Stakeholders 相关利益者 Customers 顾客
Project Management for an Institutional Repository 机构典藏项目的管理 p What is an institutional repository? 甚么是机构典藏？ p. A “digital collection capturing and preserving the intellectual output of a single or multiuniversity community”. 收录及保存个人或大学社区人士的学术成果的数字馆藏 - adopted from “The case for institutional repositories: a SPARC position paper” prepared by Raym Crow. - <http: //www. arl. org/sparc/IR/ir. html>
Project Management 项目管理 1. 2. 3. 4. Definition 定义 Planning 计划 Implementation 执行 Completion 完成 Definition Planning Implementation Completion
Definition Planning Implementation Completion Identification 确定项目 p Charter (Purpose, objectives, scope and deliverables) 项目章程 (目的，目标，范围，项目成果) p Life cycle (phases, kinds of results, major review points) 项目生命周期（阶段，各类结果，重点评估） p
Definition p Planning Implementation Identification 确定项目 n To create a scholarly Institutional Repository 创立一个机构典藏 Completion
Definition p Planning Implementation Completion Purpose 目的 n To create a permanent record of the scholarly output of an institution 为机构的学术成果建立一个永久的记录
Definition p Planning Implementation Completion Objectives 目标 n To provide long-term access to your scholarly output. 为学术成果提供长期存取的方法 n To promote your work and earn recognition for you and the University. 宣传你们的 作并为图书馆和大学赢取声誉 n To provide alternate platform to publish your work in e-format and so gain a wider access. 提供另一个平台让作者以电子格式出版著作从而获得更多读者 阅览 n To serve as a resource to support teaching and learning of the University. 作为一项支持大学教学的资源
Definition p Planning Implementation Completion Scope - academic or research in nature, may include: 范围 – 学术或研究性质，可包括: n n n n Journal articles 期刊文章 Conference papers 研讨会论文 Talks and presentations 讲座及演讲 Technical reports 技术报告 Working papers 作报告 Theses and dissertations 学位论文 Student projects and awards 学生习作及奖项 The format of the files can include text, PDF, powerpoint, picture, photograph, audio and video clipping 档案格式可包括文本文件，可携式文件格式，powerpoint，图画，照片， 影音檔
Definition p Planning Implementation Deliverables 项目成果 n Number of items by when 固定时间内完成的成果数量 n Annual growth rate 年增长率 n Collection growth milestones 馆藏增长的里程碑 n Awareness in the university community 大学社区内的认知度 n Events 活动 p Internal: An Award Certificate Ceremony 对内: 颁发证书仪式 p Internal: Anniversary Celebration 对内: 周年志庆活动 p Internal: Sharing sessions 对内: 分享会 p External: An Annual Meeting for Partners 对外: 合作伙人年会 Completion
Definition p Planning Implementation Completion Life Cycle 生命周期 n Phases 阶段 Each Academic Year as a life cycle 每一学年作为一个生 命周期 p Promotion period 宣传期 p Collection and harvesting period 採收期 p Metadata creation 建置诠释资料 p Events 活动 p n Major Review points 重点评估 Each semester 每学期 p What works? (opt out strategy) What doesn’t work? 甚么 作? (撤退策略) 甚么行不通? p
Definition Planning Implementation Completion Identify tasks 确定任务 p Sequencing and developing a timeline 作排序及制定时间表 p Resources 资源 p
Definition p Planning Implementation Completion Identify tasks 确定任务 n n n Server setup and software selection 设置伺服器及选择软件 Promotion 宣传 Harvesting and collecting papers from faculty 从学院採收著作 Ascertaining archiving right with publishers 与出版人核实典藏权 Obtaining approval from authors 取得作者的允诺 Creating metadata, indexing, scanning, uploading 建置诠释资料， 索引， 扫瞄，上载
Definition p Planning Implementation Completion Identify tasks 确定任务 n Server setup and software selection 设置伺服器及选择软件 p open source software and with OAI-PMH interface 开放源码软件及OAI-PMH界面 § EPrints and DSpace § Fedora p Commercial software 商业软件 § CDL on bepress
Definition p Planning Implementation Completion Identify tasks 确定任务 n Promote to faculty/students and University 向学院/学生及大学宣传 What to promote – perceived benefits, messages 宣传甚么 – 认知利益，信息 p How to promote – Channels, methods, 如何宣传 – 途径，方法 p When to promote – periodic, when they file annual research report 甚么时候宣传 – 定期的，当他们将年度研究报告存档的时候 p
Definition p Planning Implementation Completion Identify tasks 确定任务 n Harvesting and collecting papers from faculty 从学院採收著作 p Strategies in collecting papers 收集著作的策略 1. Self Submission 自动递交 2. Website (Departmental, Personal, RC) 网站 3. Library Collection – conference proceedings, theses, archives 图书馆馆藏 – 研讨会论文集 4. Databases, E-journals & Open Access Publications 资料库, 电子期刊及开放式存取出版物 5. Publishers 出版商 6. Liaisons with Faculty & Departments 联络学院与 部门 7. Public Relations 公共关系
Definition p Planning Implementation Completion Identify tasks 确定任务 n Ascertaining archiving right with publishers 与出版人核实典藏权 p Check with The Ro. MEO Publisher's Copyright Listings at SHERPA summarizes many of such policies 可查核SHERPA的Ro. MEO计划提供的出版社清单，内有 很多这方面政策的描述
Definition p Planning Implementation Identify tasks 确定任务 n Obtaining approval from authors 取得作者的允诺 p Designing approval form 设计允诺书 Completion
Approval Form at City. U 城市大学的允诺书 p Authors grant the Library rights to disseminate their works to the university and public by signing an Approval Form 作者透过签署允诺书赋予图书馆权 力在大学及向公众传播他们的作品 p Royalty free 免版税 p Non-exclusive right 非专属权
Definition p Planning Implementation Completion Identify tasks 确定任务 n Creating metadata, indexing, scanning, uploading 建置詮釋資料， 索引， 扫瞄，上载
Definition p Planning Implementation Completion Sequencing and developing a timeline 作排序及制定时间表 n Gantt chart – a format for displaying schedule information 甘特图 - 展示时间进度的格式 p Provides visual clarity and information density 提供视觉清晰及具信息密度的效果 p Can add or change information in the chart and see the result at once (what if scenarios) 可在图表上增加或更改数据，然后即时看到结果(假设分析方案) p Tracks progress 跟踪进展 p Horizontal axis represents time 水平轴代表时间 p Vertical axis represents tasks 垂直轴代表任务 p Task bars 任务条 p Dependency links 依赖连接 p Milestone marks 里程碑
Definition p Planning Implementation Completion Resources 资源 n People 人材 p n Equipment 设备 p n System staff, subject/liaison staff, data entry staff 系统馆员, 学科/联络馆员, 资料输入员 Server, software 伺服器, 软件 Costs 经费
Definition p p p Planning Implementation Completion Follow the plan (Gantt chart) 依照计划 (甘特图 ) Communications 沟通 n External vs internal promotion 对外与对内的宣传 n Within the project team 项目小组内 n Regular updates 定期提供最新信息 n Develop documentation 建立文件 p Guidelines, policies, criteria, procedures, scope, format, access 指引, 政策, 准则, 程序, 范围, 形式, 途径 Monitor need for changes 监察改变的需要
Promotion at City. U 城市大学的宣传方式 banners posters pamphlets
Sharing Session at City. U 城市大学的分享会
Definition p p Completion Number of items, access and download statistics, faculty’s participation 项目数量，阅览及下载统计，学院参与 Transfer to someone for maintenance 转移给负责维修保养的人员 n p Implementation Validate success 确证项目成功 n p Planning Becomes someone’s regular routine 变成其它人的日常 作 Outstanding issues 未完的议题 Next steps 下一步骤
Collection Growth Milestones at HKUST 香港科技大学的馆藏增长里程碑 83 Research Centers 79 Univ. Archives 50 IOP papers 142 conference papers 35 papers with publishers' permission 96 CS papers 110 theses + 211 working papers 53 patents 116 papers from faculty websites 105 CS technical reports
Monthly Access at HKUST IR (May ‘ 03 to Jan ’ 07) 香港科技大学的每月机构典藏阅览次数 Note: "Item viewed": Access to metadata "doc access (all)": Access to documents "doc access (robot excluded)": Non-Robot Access to documents Source: HKUST Library
Group Assignment 小组作业 p Imagine your team members are the librarians of one university library. You need to develop a Gantt Chart for a scholarly institutional repository with the following components and examples: 假设你们的组员是一所大学图书馆的馆员。你们需要以下 列的元素和例子制定一个学术机构典藏的甘特图 n p Tasks, sequencing, timeline, resources 任务， 作排序，时间进度，资源 Your team needs to report after 30 minutes 贵组需于30分钟后报告讨论结果
Key lessons: Benefits of planning and projects 重要经验：计划及项目的好处
Planning provides 计划可提供: p p p p organisational direction 组织的方向 consistency within the organisation 组织内的一致性 an opportunity staff involvement in their future 员 参与未来发展的机会 an opportunity for staff to share values, ideas etc 员 分享价值，意见的机会 transparency within the library and beyond 馆内外的透明度 a framework for financial expenditure 财政支出的结构 a framework for decision making 决策制定的架构
Planning 计划: p p p Provides a framework for evaluation 提供评估的架构 n Service 服务 n Staff 员 Allows for continuity in development 容许持续发展 Enlists support of stakeholders 獲得相关利益者支持 Enables innovation through 透过下列方式促进创新 p environmental scanning and brainstorming 环境透视及集思广益 p new projects 新项目 A catalyst for continuous, sustainable change 不间断的，持续转变的催化剂
Benefits of project management: 项目管理的好处 Better skills in managing projects 提高项目管理技巧 p Develop realistic timelines 建立实际时间表 p Manage expectations 管理期望 p Avoid problems with mismanaged projects 避免因项目管理不当而产生问题 p Better delegation of responsibilities 更有效地授予责任 p
Benefits of project management: 项目管理的好处 Applies structured techniques to facilitate a more efficient approach to planning an executing a project 运用建构技巧以助采取更有效的方法去计划和执 行项目 p Applies organizational structure 运用组织架构 p A more analytic approach 更着重分析的方法 p
Thank You! Peter and Diana
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