Themes in Library
Technologies
Calendaring and Events Tools in Libraries
PPI (Please Publicize It) Technologies for the Modern Library
By
Albert Franklin Bakasara Kazooba

Research Methods
• Observation - First hand experience working
with the calendaring and events software/tools
• Statistics
• RSS feeds – Google Reader
• Surveys – Online (surveymonkey.com)
• Vendor websites – www.evancedsolutions.com

Introduction
• The old adage question; “if a tree falls in the
forest and there is no one to hear it fall, does it
make a sound?” Well, in this fast-paced
information environment, the answer may as
well be a resounding no! Yes, you have taken the
time to organize the children’s program, staff
workshop, team meeting, social event, etc, but if
it is not publicized, the effort is as good as
wasted!

What they are!
• These are technology tools used by libraries
to improve visibility and accessibility to
library events/services. Overall, each of
these tools offers a unique way to improve
service accessibility to library customers –
both internal and external.

Common Features
Some of the common features of these tools include – but are not limited to:
• Interactivity – these tools allow customers to interact with the library
administrators. For example, most room reservation and event registration
systems allow users to submit their individual requests and receive instant
feedback.
• User-friendly – most of them are built on easy to use and familiar interfaces,
like windows - with many of the same features that customers are already
accustomed to.
• Cost-effectiveness – The systems pay for themselves by generating income
and saving manpower hours.
• Equipment, Materials, and Cost tracking – These tools also give
administrators the ability to track equipment and materials – saving time and
money in the process. The three mention in this project, also have record and
calculate costs.
• Reports – They generate easy to use records/statistics for administrators that
are used to justify funding.

Library Meeting Room Reservation
Systems
There are so many calendar tools used to
schedule and publicize all sorts of functions in
libraries. For this assignment, I have defined
three types in this paper, but mainly focused on
one category – library meeting room reservation
systems.

Evanced Room Reserve System
• Evanced Room Reserve System is a product of
Evanced Solutions
• The company also has other library oriented
products like Summer Reader and the Evanced
Events Registration System

Major Aspects
• Interactive – the system allows customers to
submit their individual requests and receive
instant feedback.
• User-friendly - its built on a windows based
interface with many of the same features that
customers are already used to.
• Cost-effective – the system pays for itself in
saved manpower hours, record accessibility, and
reports accessibility.

Evanced Events Registration System
• This is another online-based product from
Evanced Solutions that is commonly used by
libraries to schedule training, community
outreach events. Like its sister product above it
has the same interactivity and usability features.

Compliance Suite’s Training
Management
• This is complete training management system
that combines the student registration with
human resource office and calendar functions.
Unlike the e-vanced products, this software
doesn’t have a SAAS component – but it can be
installed on the library system’s internal
network/intranet.

Main Components
• Schedule – the scheduling component of this software allows
administrators to manage course particulars like workshop titles,
trainers’ names and qualifications, and dates and times.
• Employee – under employee category, administrators access a
summary of the employees training history, which department
they’re stationed and any other administrative actions.
• Desktop/Calendar – In addition to functioning as a regular
scheduling calendar, the calendar interface of this software also
integrates links allow for easy navigation between the databases.
• Reports – the software provides an extensive list of reports for
managers to easily access – and if they so choose, they can
customize them, or even create their own reports.

How they fit the modern library
All the mentioned software/tools (and
numerous others out there) have basic common
functionalities that make them appealing to the
modern library. The major ones being –
• Saving resources (time and money),
• Helping to decentralize the library information
technology (IT) functions,
• Improving customer service, and assembling
accurate records for administrat.

Implementing these tools
• Stakeholder buy-in – to avoid resistance to
change and to provide for an easy transition for
older users
• Training – developing a unique strategy and time
frame for users. Ideally, they should be given
time to practice with the tool before full
implementation
• Evaluation – Matrixes should be developed early
to provide measurement points for benefits

Observations
• The tools have improved customer service
• Meeting room usage has almost doubled
• The tools have saved the library system
resources (both time and money)
• The reservation system had paid for itself in less
than six months!

The Usage Numbers
The jump in the room reservation numbers at the Prince George’s County Memorial Library
System after the switch to the evanced room reservation system. Mainly, because customers can
now reserve rooms online even when the library is closed!

Revenue Comparison Chart
Similarly, revenue doubled in the first three months of 2009 – compared to the same months at the
beginning of 2008
2000
JAN
1340
6600
FEB
2900
MAR 3800
1650
APR
MAY
JUN
JUL
AUG
2008 Revenues 2009 Revenues
SEP
OCT
NOV
DEC

Summary
The ability of libraries to adapt to new and emerging
technologies will be the key for their survival as relevant
players in the information age. But as we have shown,
the transition doesn’t need to be painful. In fact the
cost-cutting, efficiency, and improved customer services
are enough incentives for libraries to move ahead of the
curve. Yes, there are many considerations regarding
system compatibility, staff training, and even some
resistance from an aging librarian and customer base –
not to mention the budgetary constraints; but comparing
to the cost we’re already paying, a few dollars can yield
unimaginable results!

Resources Used:
• StatThe Prince George’s County Memorial Library
System –www.pgcmls.info
• The Evanced Solutions website -
www.evancedsolutions.com
• Surveys www.surveymonkey.com
• The Maryland Education Resources for Library (Merlin)
site - www.merlin.lib.md.us
• *The Google Reeder (RSS) feeds (most of them (on this
particular subject were blog commentaries were blog
commentaries with no clears citable articles.

Thank you
• Questions?