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The impact of reorganization on staff: using the core competencies as a framework for staff training and development

The impact of reorganization on staff: using the core competencies as a framework for staff training and development



The Colorado State University Libraries Collections and Contracts Division reorganized in July 2012 and was renamed Acquisitions and Metadata Services. This reorganization was necessary to address the ...

The Colorado State University Libraries Collections and Contracts Division reorganized in July 2012 and was renamed Acquisitions and Metadata Services. This reorganization was necessary to address the gradual attrition due to retirements and the subsequent elimination of many of these positions. In the past, expertise within a given area often resided with one individual, but after the reorganization, it became essential for staff to be cross-trained. With the rapid development of electronic collections, it also became apparent that one or two people could not handle the entire workload.

Training staff requires different approaches based on their experience and skills. There are new staff who have some related experience, but new duties are often unfamiliar. At the same time, there are staff who are transitioning from managing print serials, to assisting with electronic resources. These staff also need guidelines to attain competency with the newly required duties. Even though NASIG's Core Competencies for Electronic Resource Librarians targets professional librarians, they also provide a valuable framework for not only training new staff, but developing competencies in more experienced staff. The Core Competencies also assist electronic resource managers to take stock of their staff's current competencies, evaluate what is needed, and coach staff to acquire new skills, and therefore, continue to develop. This presentation explores how the Core Competencies were used to develop a training program for new staff as well as expanding roles of more seasoned staff.

Rachel Erb
Electronic Resources Management Librarian, Colorado State University



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    The impact of reorganization on staff: using the core competencies as a framework for staff training and development The impact of reorganization on staff: using the core competencies as a framework for staff training and development Presentation Transcript

    • + The Impact of Reorganization on Staff: Using the Core Competencies as a Framework for Staff Training and Development Rachel A. Erb ERM Librarian, Colorado State University
    • + About Colorado State University Libraries
    • + CSU Libraries: Mini-Profile  ARL  Serve student FTE: 22,885  Holdings include more than 2 million books, bound journals, and government documents.  46,000 electronic journals and 530,000 e-books  107 support staff
    • + Staff at Colorado State University Libraries: Brief Overview of Staff  Non-MLS staff in the Libraries are either categorized as:  State classified OR  Administrative Professional (AP)  State classified staff have most positions in the Libraries  LT1-LT3  General Professionals (GP)
    • + Pre-Reorganization
    • + Pre-Reorganization Environment  Technical Services Functions—2 departments  Collections and Contracts  Metadata and Preservation Services
    • + Pre-Reorganization Organization Chart: Collections and Contracts C&C Assistant Dean College Liaisons Coordinator College Liaisons C&C Coordinator ERM Librarian E-Res. Acq. LT3 Print Serials LT2 Print Serials LT1 SFX LT2 Gov. Docs LT1 Assessment LT3 Monographs LT3 Monographs LT2 Monographs LT2
    • + Pre-Reorganization Organization Chart: Metadata and Preservation Assistant Dean Digital Library & e- Publishing Services Metadata & Preservations Services Coordinator Metadata Librarian Metadata LT3 Metadata Librarian Digital Services Librarian DS LT3 DS LT2 DS LT2 DS LT1 Digital Services Librarian IR Librarian
    • + Why Reorganize? IT Task Force report outcome, 2010 Staff attrition
    • + Reorganization Committee Members  Co-Chairs, Assistant Dean for Scholarly Communications and Assistant Dean for Digital Library and e-Publishing Services  Coordinator for Collections and Contracts  Coordinator for Metadata and Preservation Services  Metadata Librarian  ERM Librarian
    • + Reorganization Objectives  Operations must reflect our current expenditures which are mostly electronic  Determine optimal utilization of staff  Identify functions or tasks that can be discontinued, combined, or automated.
    • + Reorganization Review: July 2011- October 2011  Position descriptions reviewed  Analysis of current operations  Invited guests from each division to attend discussion meetings  Two organization charts proposed
    • + Reorganization Immediate changes
    • + Immediate Organizational Changes  Collections Coordinator position was divided into two coordinators  Collections Coordinator  Coordinator for Acquisitions and Metadata Services (AMS)  Departmental merger  Other factors beyond official changes
    • + Reorganization Organization Chart: Departmental Merger Assistant Dean Digital Library & E-Publishing Services Metadata and Preservations Coordinator Digital Services Librarian LT3 LT2 LT2 LT2 (upgrade) Digital Services Librarian Data Management Librarian (formerly IR) Metadata Librarian AMS Coordinator ERM Librarian E-Res. Acq. LT3 Print Serials LT2 Print Serials LT2 (upgrade) SFX LT2 Gov. Docs LT1 Monographs LT3 Monographs LT2 Monographs LT2
    • + Combating the Corrosive Effect of Reorganization  Staff involvement in reorganization discussions prior to reorganization  Post-reorganization individual meetings conducted by Assistant Dean Digital Library and E-Publishing Services  No layoffs
    • + Reorganization and the Influence of NASIG’s Core Competencies on Restructuring Staff Positions
    • + E-Resources/Serials LT3: Position Analysis and Impetus for Change  Invoicing  Obtaining price quotes  Processing subscription agent renewals  Main liaison for subscription agents  Monitors serials/e-resources budget  Assist with print claiming  Supervision
    • + E-Resources/Serials LT3 Position Upgraded to ERM Administrative Professional  Why?  NASIG’s Core Competencies made us realize the following:  Former position was too print-focused  Narrow scope of duties  Classified system too rigid  Technology awareness required
    • + ERM Operations: Refined Org. Chart ERM Librarian SFX LT2 ERM AP Serials LT2 Gov Docs LT2
    • + NASIG’s Core Competencies: Brief Refresher 1) Lifecycle 2) Technology 3) Research and Assessment 4) Effective Communication 5) Supervising and Management 6) Trends and Professional Development 7) Personal Qualities
    • + Application of NASIG’s Core Competencies: AP Position  Position description  LT3 work + tech skills/awareness + analytical skills + soft skills  Lifecycle (LT3)  Serials and ER Acquisitions  Records management (limited to updating order records)  Lifecycle (AP)  Order records  Assist with budget management  ERMS
    • + Application of NASIG’s Core Competencies: AP Position  Technology (AP)  ILS  Open URL  Proxy Server  Electronic Data Interchange (EDI)  Research and Assessment (AP)  Excel and Access  Resolving billing problems  System analysis for troubleshooting
    • + Application of NASIG’s Core Competencies: AP Position  Effective Communication  Supervision  Trends and Professional Development  Personal Qualities
    • + ERM AP Training  Training Plan*  Flowcharts of processes*  Process maps*  Instruction (formal and informal)  Meetings/Coaching Sessions  Learn by doing
    • + Training Plan Sample: ERM AP Objective Job Duties Trainer/Consultant Resources Obtain a general understanding of the Electronic Resources Lifecycle Assist with overseeing the day to day aspects of the ER lifecycle ERM Librarian 1) Techniques for Electronic Resource Management http://library.hud.ac.uk/wikiterms/Main_Page 2) AMS Flowcharts a) Ordering print serials b) Ordering electronic serials c) Ordering databases Attain mastery of the fiscal cycle Actively participate in Materials Budget Group Meetings; Closely monitor fiscal calendar to ensure department is on track ERM Librarian/AMS Coordinator 1) Fiscal Calendar T Drive:MaterialsBudgetGroup->fiscalyearcalendar.docx Understand the purpose and function of an ERMS and how it relates to workflows Utilize ERM to obtain relevant ER information ERM Librarian ERMS: the need and realization http://www.exlibrisgroup.com/files/Publications/ERMSystems.pdf III Manual—for functionality issues Field Guides: http://lib.colostate.edu/staffwiki/index.php/Serials:ERM_Field_Guides Understand the complex nature of license agreements and serve as backup for license status questions Maintain awareness of licenses tracked via project management software (TeamLab) ERM Librarian Licensing FAQ: http://ucblibraries.colorado.edu/services/electronic.htm CSU’s ER Portal: https://eresrouces.teamlab.com/
    • + Training Flowchart: Sample
    • + Process Map: Obtaining Invoices
    • + Rethinking the ERM AP Position: “Everything-but-the Kitchen-Sink Job?”  http://www.forbes.com/2010/03/03/looking-for-work-job-search- openings-forbes-woman-leadership-careers.html  Review position description
    • + SFX LT2: Position Analysis Results  Narrowly focused position prior to reorganization—KB management (SFX)  Position not fully utilized
    • + SFX LT2 Role Compared With NASIG’s Core Competencies  Technology (SFX)  Lifecycle  Technology  Research and Assessment  Effective communication Current Skills Skill Gaps
    • + SFX LT2: Immediate Changes  MARCIt! loading moved from (Metadata and Preservation Services) Metadata LT3 (Metadata and Preservation Services) to SFX LT2  Proxy services (WAM) migrated from LTS to ERM Librarian and SFX LT2  Troubleshooting Ticketing Service
    • + SFX LT2 Training: Lifecycle  Acquisitions  Millennium Acquisitions module  Access  MARCIt! loading  Future training: 2014-2015  Processing serials invoices in MilAcq  Tracking unit costs  Assist with serials subscription service renewals
    • + SFX LT2 Training (NAISG’sCC):Technology  EZproxy  Troubleshooting ticketing system  Future training: 2014-2015  Database of Databases (MetaLib)  Discovery services  Electronic data interchange (EDI)
    • + SFX LT2 Training (NASIG’s CC): Research and Assessment  Training in managing ticketing system (co-managed with ERM Librarian)  Variety of troubleshooting experience  Future training 2014-2015  Troubleshooting FAQ’s  Ticketing system administration
    • + Serials LT 2, Lead Check-in Training: Lifecycle  Acquisitions  Invoicing  Cataloging  Print monographs and serials  Future training: 2014-2015  Copy cataloging of electronic resources
    • + Outcomes and Future Directions
    • + Outcomes  Department’s role is more focused  Acquisitions  Better balance between print and electronic resource management  Building capacity  Several staff received upgrades  Cross-training in digital unit  Copy cataloging for archives Successes Discontinued.. For Now
    • + Further Refinement: FY15  ERM Administrative Professional  Electronic Resources Acquisitions Administrative Professional  Reorganization within department is still in process  Other upgrades?
    • + Questions? Rachel A. Erb ERM Librarian Colorado State University rachel.erb@colostate.edu