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Structuring a Research Service

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  • 1. 24th Annual IFLA Pre-Conference of Library and Research Services for Parliaments Ottawa, 6 to 8 of august, 2008
  • 2. STRUCTURING A Soledad Ferreiro / [email_address] RESEARCH SERVICE
  • 3. Petition from Congress Plan approved Model design / Pilot project for Committees Financial Support Permanent appraisal and upgrade Attitude of exploring alternatives STRUCTURING A RESEARCH SERVICE Issues to Discuss Our Experience
  • 4. Public policy / Legislative process Oversight Constituency Work Grassroots learning Parliamentary Diplomacy Opinion Shaping Issue activation Political education Local concerns in national spotlight Understanding your AUDIENCE Multiple roles and Moods ROLES MISSION PRODUCTS AND SERVICES ORGANIZATION PROCESSES INFRASTRUCTURE STRATEGY STAFF ISSUES CAPABILITIES LEARNED AFRAID Multiple Roles of MPs
  • 5. Who is she/he? A multi-tasked person … with multiple roles ... who lives day-to-day … faced by all sorts of issues … with little time … who needs support ROLES MISSION PRODUCTS AND SERVICES ORGANIZATION PROCESSES INFRASTRUCTURE STRATEGY STAFF ISSUES CAPABILITIES LEARNED AFRAID
  • 6. Understanding your AUDIENCE Multiple roles and moods Surprise! what is this? I need an informed opinion I have to defend my position I need to make a point I have to vote I need to communicate it to my constituency what do I lose or gain? What could I tell the press? I will be on a talk show I am giving a talk Moods ROLES MISSION PRODUCTS AND SERVICES ORGANIZATION PROCESSES INFRASTRUCTURE STRATEGY STAFF ISSUES CAPABILITIES LEARNED AFRAID
  • 7. GETTING STARTED THE MISSION ROLES MISSION PRODUCTS AND SERVICES ORGANIZATION PROCESSES INFRASTRUCTURE STRATEGY STAFF ISSUES CAPABILITIES LEARNED AFRAID
  • 8. A tool to empower MP’s and their communities An instrument for the creation, discovery and exploration of knowledge A social space to enrich their day-to-day activities and concerns Role of area MISSION CUSTOMERS ORGANIZATION INFRASTRUCTURE PRODUCTS AND SERVICES STAFF DEVELOPMENT WHERE WE ARE ROLES MISSION PRODUCTS AND SERVICES ORGANIZATION PROCESSES INFRASTRUCTURE STRATEGY STAFF ISSUES CAPABILITIES LEARNED AFRAID
  • 9. For Whom? and How? ROLES MISSION PRODUCTS AND SERVICES ORGANIZATION PROCESSES INFRASTRUCTURE STRATEGY STAFF ISSUES CAPABILITIES LEARNED AFRAID
  • 10. MPs and their staff Presidents of Senate and Lower House Legislative and Oversight Committees Political Committees District Offices Congress Personnel Net Citizens For whom? ROLES MISSION PRODUCTS AND SERVICES ORGANIZATION PROCESSES INFRASTRUCTURE STRATEGY STAFF ISSUES CAPABILITIES LEARNED AFRAID
  • 11. A Holistic approach that will respond to MPs concerns? (Analysis, references, loans, indications, speeches, press analysis, explanations of laws for citizens and Research) or only Research group … services and products distributed through different channels What and How? ROLES MISSION PRODUCTS AND SERVICES ORGANIZATION PROCESSES INFRASTRUCTURE STRATEGY STAFF ISSUES CAPABILITIES LEARNED AFRAID
  • 12. Confidentiality Opportunity Pertinence Equality of access Objectivity: scenario analysis Quality: research methods, validity property rights respect, multiple and transparent sources used Values ROLES MISSION PRODUCTS AND SERVICES ORGANIZATION PROCESSES INFRASTRUCTURE STRATEGY STAFF ISSUES CAPABILITIES LEARNED AFRAID
  • 13. Provide: Specialized advice and Reports Capabilities for dialogue with the Executive Early warning Raw information Possible roles for a new area MISSION CUSTOMERS ORGANIZATION INFRASTRUCTURE PRODUCTS AND SERVICES STAFF DEVELOPMENT WHERE WE ARE ROLES MISSION PRODUCTS AND SERVICES ORGANIZATION PROCESSES INFRASTRUCTURE STRATEGY STAFF ISSUES CAPABILITIES LEARNED
  • 14. Possible roles for a new area Support for oversight functions Aid for relationships with diverse publics International and national issue context Channel digital network conversations ROLES MISSION PRODUCTS AND SERVICES ORGANIZATION PROCESSES INFRASTRUCTURE STRATEGY STAFF ISSUES CAPABILITIES LEARNED AFRAID
  • 15. SERVICES AND PRODUCTS On demand or supply Oral and /or Written Political Advice, Round Table Discussions Reference descriptive analysis policy evaluation ROLES MISSION PRODUCTS AND SERVICES ORGANIZATION PROCESSES INFRASTRUCTURE STRATEGY STAFF ISSUES CAPABILITIES LEARNED AFRAID
  • 16. SERVICES AND PRODUCTS prospective analysis (future possibilities and/or probable scenarios) directed writing comparative law Macro Regional Trends Public Opinion Trends Country Profile in comparative context District Statistics ROLES MISSION PRODUCTS AND SERVICES ORGANIZATION PROCESSES INFRASTRUCTURE STRATEGY STAFF ISSUES CAPABILITIES LEARNED AFRAID
  • 17. legal scientific economic sociological government SERVICES AND PRODUCTS international political science engineering statistical geographical patterns and trends TYPES OF ANALYSIS ROLES MISSION PRODUCTS AND SERVICES ORGANIZATION PROCESSES INFRASTRUCTURE STRATEGY STAFF ISSUES CAPABILITIES LEARNED AFRAID
  • 18. reports, conferences, face-to-face, maps, graphic presentations, training, getting MP s staff started in facebook, blogs, etc. SERVICES AND PRODUCTS TYPES OF SERVICE online, cell phone, web services, paper, face-to-face, audio CHANNELS OF DISTRIBUTION ROLES MISSION PRODUCTS AND SERVICES ORGANIZATION PROCESSES INFRASTRUCTURE STRATEGY STAFF ISSUES CAPABILITIES LEARNED AFRAID
  • 19. ORGANIZATION Model By Subject, Disciplines, Committees, Services, Products Pros and Cons Roles, responsibilities and requirements What can and cannot be done Analysis of models in other Libraries (benchmarking). Listening Strategy Consultancy ROLES MISSION PRODUCTS AND SERVICES ORGANIZATION PROCESSES INFRASTRUCTURE STRATEGY STAFF ISSUES CAPABILITIES LEARNED AFRAID
  • 20. CUSTOMER MANAGEMENT SYSTEM Petition Promise according to negotiated conditions Delivery and Verfication of Satisfaction PROCESSES MAIN QUALITY CONTROL OF SERVICES AND PRODUCTS prior to delivery, work is checked by supervisors ROLES MISSION PRODUCTS AND SERVICES ORGANIZATION PROCESSES INFRASTRUCTURE STRATEGY STAFF ISSUES CAPABILITIES LEARNED AFRAID
  • 21. PROCESSES MAIN RESEARCH WORK Define research question; select sources; find proper analysis; analyze; redact; validate; feed repository; distribute, check experience KEY PERFORMANCE INDICATORS Type of customer, coverage, frequency, types of services/products, periodic reports, and alerts. ROLES MISSION PRODUCTS AND SERVICES ORGANIZATION PROCESSES INFRASTRUCTURE STRATEGY STAFF ISSUES CAPABILITIES LEARNED AFRAID
  • 22. INFRASTRUCTURE Web sources, free information or paid services: full text databases Journals, books, newspapers Repositories: cataloguing and retrieval Physical premises ROLES MISSION PRODUCTS AND SERVICES ORGANIZATION PROCESSES INFRASTRUCTURE STRATEGY STAFF ISSUES CAPABILITIES LEARNED AFRAID
  • 23.
    • Incorporate qualified existent staff
    • Hiring: acquire knowledge, experience, networks and flexibility
    • Train in-house in legislative management and processes
    • Promote collaboration and flexibility
    • Manage dynamics to stimulate involvement
    PERSONNEL STRATEGY ROLES MISSION PRODUCTS AND SERVICES ORGANIZATION PROCESSES INFRASTRUCTURE STRATEGY STAFF ISSUES CAPABILITIES LEARNED AFRAID
  • 24.
    • Develop special skills: vis-a-vis members
    • Understand the political arena and keep updated
    • Make Oral Presentations for Committees
    • Learn Protocols for Committee sessions
    • Responsiveness attitude towards the client
    • Be an educator
    STAFF CHALLENGES ROLES MISSION PRODUCTS AND SERVICES ORGANIZATION PROCESSES INFRASTRUCTURE STRATEGY STAFF ISSUES CAPABILITIES LEARNED AFRAID
  • 25. ON- GOING, COMPLEX ISSUES How are clients assessed? Partnering with external centers of expertise What are meaningful performance metrics? How to measure service/product impact? ROLES MISSION PRODUCTS AND SERVICES ORGANIZATION PROCESSES INFRASTRUCTURE STRATEGY STAFF ISSUES CAPABILITIES LEARNED AFRAID
  • 26. ANALYTICAL CAPABILITIES TO KEEP MPS UP-TO-DATE & INFORMED National and neighboring country issues Familiarity with new information and communications technologies Openess to social collaborative networks and conversations Strategies for anticipating public policy issues ROLES MISSION PRODUCTS AND SERVICES ORGANIZATION PROCESSES INFRASTRUCTURE STRATEGY STAFF ISSUES CAPABILITIES LEARNED AFRAID
  • 27. LESSONS LEARNED Low profile, Do not rush, Go slowly Let clients know about new services What is good today, might not be tomorrow Trust your experience and intuition Elevator Strategy Door to Door ROLES MISSION PRODUCTS AND SERVICES ORGANIZATION PROCESSES INFRASTRUCTURE STRATEGY STAFF ISSUES CAPABILITIES LEARNED AFRAID
  • 28.
    • AFRAID
    DO NOT BE ROLES MISSION PRODUCTS AND SERVICES ORGANIZATION PROCESSES INFRASTRUCTURE STRATEGY STAFF ISSUES CAPABILITIES LEARNED AFRAID Each MP is different. Nothing is fixed An attitude of on-going exploration is needed Constant adaptation of services and products Limits must be in place and enforced
  • 29.