Lecture presented by Nap Apolinario at PAARL Seminar- workshop with the theme "Managing Today’s Learning Commons: Re-Skilling Seminar for Information Professionals" held on September 20-22, 2016 at the Crown Legacy Hotel, Kisad Road, Baguio City.

1. Nap Apolinario, Jr. © 2009-2016 1
Enhancing Writing Skills for Librarians
and Information Professionals
Philippine Association of Academic/Research Librarians, Inc.
Crown Legacy Hotel, Baguio City
Sept 20, 2016
Nap Apolinario, Jr.
Our Objectives
YOU should know how to
create an engaging project proposal
for a library-related project or program

2. Nap Apolinario, Jr. © 2009-2016 2
Schedule
• 9:00 – 10:30 AM Lecture
• 10:30 – 10:45 AM Q&A
• 10:45 – 11:00 AM Thinking Break
• 11:00 – 11:30 AM Workshop: Writing
• 11:30 – 12:00 NN Workshop: Presentation
Why do we need
library programs?

3. Nap Apolinario, Jr. © 2009-2016 3
CHANGE
“This is a remarkably challenging and
invigorating time to work in library and
information services.
The entire model upon which libraries
were established is being fundamentally
challenged by the digital revolution. This is not
only redefining the way that knowledge and
information is created and distributed, it is
also redefining the way that it is accessed and
used.” (Martyn Wade, 2012)

4. Nap Apolinario, Jr. © 2009-2016 4
“… library and information services must
respond by similarly challenging and redefining
their own ways of working – and achieve this at
a time when… there are significant reductions in
funding...
However, if libraries do not rise to this
challenge, they are likely to be increasingly
marginalized by commercial organizations which
can use the ubiquity of the internet to provide
services, without necessarily providing the
quality of content or equality of access.”
(Martyn Wade, 2012)
Why Do We Need Library Programs
• Strategic alignment
• Operating necessity
• Competitive necessity
• Sacred cow

5. Nap Apolinario, Jr. © 2009-2016 5
Library Programs
• Can you give examples of library programs in
your respective libraries?
Definition of a Project
• A project delivers unique results
• A project is temporary
– definite beginning and end
– the output usually outlives the project
• A project has progressive elaboration
– Details are broad at the start then become
more specific as the project progresses
Definition adapted from PMBOK Guide, 3rd Edition

6. Nap Apolinario, Jr. © 2009-2016 6
Projects & Operations
• Similarities
– Both are performed by people
– Both consume resources
– Both are planned, executed, and controlled
– Both have desired goals
• Differences
– Projects are temporary and unique. Operations
are ongoing and repetitive.
– Projects are terminated when the goal is
achieved. In operations, new goals are set when
goals are achieved.
Which of the Following are Projects?
1. Conducting an inventory count of the
collection
2. Cataloguing 20 books
3. Marketing library services
4. Learning commons duties
Project Operations
Conducting an inventory count for
the first time
Conducting the quarterly inventory
count
Cataloguing 20 books written in
a rare language
Cataloguing books everyday
Conducting an aggressive marketing
blitz to let people know of a newly
opened section of the library
Marketing library services through
announcements on Facebook,
Twitter, learning management
system/s, and bulletin boards
Renovating the library to
accommodate the learning commons
Day-to-day management of the
learning commons

7. Nap Apolinario, Jr. © 2009-2016 7
Where do we start?
Let’s write a project proposal!
Why do Projects Fail

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Project Proposal
• The terms of reference of the proposed
project
• Decision makers will use this as the basis for
their GO/NO-GO decision
• It is oftentimes considered as the
first cut of the project plan
• Includes the ff:
– Summary
– Rationale (problem or opportunity statement)
– Objectives and Output
– execution strategy, budget, resources needed,
schedule, risks
Components of a Project Proposal
Project Summary
Rationale
Objectives & Output
Scope
Resources
Schedule
Cost
Communications Plan
Risk Management Plan

9. Nap Apolinario, Jr. © 2009-2016 9
The problem or opportunity
You are a librarian at an arts and
engineering university and your library is
due for repair works and renovation.
You were tasked by the head librarian to
come up with a proposal to repair and
renovate the library.
Components of a Project Proposal
Project Summary
Rationale
Objectives & Output
Scope
Resources
Schedule
Cost
Communications Plan
Risk Management Plan
Project Summary
Title:
Description and objectives:
Duration:
Key Stakeholders:
Proposed Budget:

10. Nap Apolinario, Jr. © 2009-2016 10
The problem or opportunity
Let’s take advantage of the opportunity.
Let’s not just renovate but
let’s redesign the library!
Components of a Project Proposal
Project Summary
Rationale
Objectives & Output
Scope
Resources
Schedule
Cost
Communications Plan
Risk Management Plan
Project Summary
Title:
Project Evolve
Description and objectives:
The project aims to provide a redesigned library
which caters to the evolving needs of the
university’s students. Three new spaces will be
constructed within the current reference section.
Additionally, the whole library building will be
repaired and renovated.
Duration:
9 months
Key Stakeholders:
Head librarian, librarians and library staff, faculty,
students, 3rd parties (architect, contractor,
vendors)
Proposed Budget:
5,000,000 pesos

11. Nap Apolinario, Jr. © 2009-2016 11
Components of a Project Proposal
• Why is the project
needed?
• What is the problem
being addressed?
Project Summary
Rationale
Objectives & Output
Scope
Resources
Schedule
Cost
Communications Plan
Risk Management Plan
Components of a Project Proposal
EXAMPLE:
The library needs of our students are
evolving. Aside from needing a place
for research and accessing
information, students now need a
venue wherein they can think,
collaborate, communicate, and
create with their fellow students.
In addition, the library is in need of a
long due repair and renovation as
the building is already showing signs
of age and neglect.
Project Summary
Rationale
Objectives & Output
Scope
Resources
Schedule
Cost
Communications Plan
Risk Management Plan

12. Nap Apolinario, Jr. © 2009-2016 12
Components of a Project Proposal
• What are the outputs/
deliverables of the project?
• What impact or benefit will
the project have?
• SMART
– Specific
– Measurable
– Assignable
– Realistic
– Time-bound
Project Summary
Rationale
Objectives & Output
Scope
Resources
Schedule
Cost
Communications Plan
Risk Management Plan
Components of a Project Proposal
EXAMPLE: Project Evolve aims to redesign the
offerings of the library as well as repair and
renovate the library building.
The project will determine the needs of the
university population, plan ways of address
those needs, and address those needs.
Three new spaces will be created, specifically
the Fab space, the Collab space, and the Lab
space. The makerspaces are expected to
enhance the critical thinking, collaboration,
communication, and creation skills of the
students.
In addition, the rest of the library building will
undergo repair and renovation to keep the
building in excellent shape and to align its
design to the current architectural design
theme of the university.
Project Summary
Rationale
Objectives & Output
Scope
Resources
Schedule
Cost
Communications Plan
Risk Management Plan

13. Nap Apolinario, Jr. © 2009-2016 13
Components of a Project Proposal
• What are included?
• What are not included?
• Some tools for defining
and refining the project
scope:
– Product Analysis
– Stakeholder Analysis
– Work Breakdown
Structure (WBS)
Project Summary
Rationale
Objectives & Output
Scope
Resources
Schedule
Cost
Communications Plan
Risk Management Plan
Components of a Project Proposal
• Product Analysis
Redesigned library
1. Renovated
building and
rooms
2. Redesigned
library offerings

14. Nap Apolinario, Jr. © 2009-2016 14
Components of a Project Proposal
• Stakeholder Analysis
Redesigned library
1. Renovated
building and
rooms
2. Redesigned
library offerings
3. New
equipment
Components of a Project Proposal
• Work Breakdown Structure
– It subdivides the work into more manageable work
packages
– It breaks down the project deliverables into more
specific sub-deliverables with the associated work
packages
Redesignedlibrary
1.Renovated
buildingand
rooms
2.
Redesigned
library
offerings
3.New
equipment
1.1 Acquire
architect
and
contractor
services
1.2 Move
books,
shelves,
and
furniture/
equipment
1.3
Renovate
building
androoms
1.4 Move in
books,
shelves,
and
furniture/
equipment
2.1
Determine
needsof the
studentsand
facultyof the
university
2.2 Design
newlibrary
offerings
basedonthe
determined
needs
2.3 Develop
marketing
strategy
2.4
Implement
newlibrary
offeringsand
marketing
strategy
3.1 Discuss
eqptreqts
withthe
deanof the
coll.of engg
3.2 Acquire
equipment
3.3 Deliver
andinstall
new
equipment

15. Nap Apolinario, Jr. © 2009-2016 15
Components of a Project Proposal
• Work Breakdown Structure
2nd Level
1st Level
Redesigned library
1. Renovated
building and
rooms
2. Redesigned
library offerings
3. New
equipment
2nd Level
Components of a Project Proposal
• Work Breakdown Structure
3rdLevel
1. Renovated building
and rooms
1.1 Acquire
architect and
contractor
services
1.2 Move out
books, shelves,
and furniture/
equipment
1.3 Renovate
building and
rooms
1.4 Move in
books, shelves,
and furniture/
equipment

16. Nap Apolinario, Jr. © 2009-2016 16
Components of a Project Proposal
• Work Breakdown Structure
2nd Level
3rdLevel
2. Redesigned library
offerings
2.1 Determine
needs of the
students and
faculty of the
university
2.2 Design new
library
offerings
based on the
needs
2.3 Develop
marketing
strategy
2.4 Implement
new library
offerings and
marketing
strategy
Components of a Project Proposal
• Work Breakdown Structure
2nd Level
3rdLevel
3. New equipment
3.1 Discuss
equipment
requirements
with the dean of
the colleges of
engineering &
architecture
3.2 Acquire
equipment
3.3 Deliver and
install new
equipment

17. Nap Apolinario, Jr. © 2009-2016 17
Components of a Project Proposal
• Work Breakdown Structure
Redesigned library
1. Renovated
building and
rooms
2.
Redesigned
library
offerings
3. New
equipment
1.1 Acquire
architect
and
contractor
services
1.2 Move
out books,
shelves,
and
furniture/
equipment
1.3
Renovate
building
and rooms
1.4 Move in
books,
shelves,
and
furniture/
equipment
2.1
Determine
needs of the
students and
faculty of the
university
2.2 Design
new library
offerings
based on the
determined
needs
2.3 Develop
marketing
strategy
2.4
Implement
new library
offerings and
marketing
strategy
3.1 Discuss
eqpt reqts
with the
dean of the
coll. of engg
& archi
3.2 Acquire
equipment
3.3 Deliver
and install
new
equipment
Components of a Project Proposal
• Work Breakdown Structure (WBS) in outline format
1. Renovated building and rooms
1.1 Acquire architect and contractor services
1.2 Move books, shelves, and furniture/equipment
1.3 Renovate building and rooms
1.4 Move back books, shelves, and furniture/equipment
2. Redesigned library offerings
2.1 Determine needs of the students and faculty of the uni ersity
2.2 Design new library offerings based on the determined needs
2.3 Develop marketing strategy
2.4 Implement new library offerings and marketing strategy
3. New Equipment
3.1 Discuss equipment requirements with the dean of the college
of engineering and college of architecture
3.2 Acquire equipment
3.3 Deliver and install new equipment

18. Nap Apolinario, Jr. © 2009-2016 18
Refine the Scope
• Some reminders when developing the WBS
– Find the right level of detail which will work for
your project; Not too microscopic and not too
general
– Details can be progressively added as the project
progresses
Components of a Project Proposal
 Who will be involved in the
project and what will be their
responsibilities with the
project?
 How will they be organized?
 Steps
– List down the activities or work
packages from the WBS
– Assign resources to each work
package
– Develop project org structure
Project Summary
Rationale
Objectives & Output
Resources
Schedule
Cost
Communications Plan
Risk Management Plan
Scope

19. Nap Apolinario, Jr. © 2009-2016 19
Components of a Project Proposal
• Resources
Activity University
Librarian
Librarian
I
Library
staff
Janitorial
services
Others
1. Renovated building and rooms
1.1 Acquire architect and contractor services
X
1.2 Move books, shelves, and
furniture/equipment
X X X
1.3 Renovate building and rooms
Contractor
1.4 Move back books, shelves, and
furniture/equipment
X X X
2. Redesigned library offerings
2.1 Determine needs of the students and
faculty of the university
X Research
assistants,
Faculty,
students
2.2 Design new library offerings based on the
determined needs
X X
2.3 Develop marketing strategy
X
Components of a Project Proposal
• Resources
Activity University
Librarian
Librarian I Library
staff
Janitorial
services
Others
3. New Equipment
3.1 Discuss equipment requirements with
the dean of the colleges of eng’g & archi
X
3.2 Acquire equipment
College of
Engineering
3.3 Deliver and install new equipment
Vendors (c/o
College of
Engineering)

20. Nap Apolinario, Jr. © 2009-2016 20
Components of a Project Proposal
• Project OrganizationProject Summary
Rationale
Objectives & Output
Resources
Schedule
Cost
Communications Plan
Risk Management Plan
Scope
Project Manager/
Librarian I
Internal
Providers
External
Providers
Project Steering
Committee
Components of a Project Proposal
• What is the project
timeline and when will
important dates, such
as project milestones,
be completed?
Project Summary
Rationale
Objectives & Output
Resources
Schedule
Cost
Communications Plan
Risk Management Plan
Scope

21. Nap Apolinario, Jr. © 2009-2016 21
Components of a Project Proposal
• Steps
– Estimate effort and duration for
each activity
– Determine dependencies
– Draw the project network and
identify the critical path
– Review constraints and revise
the schedule as necessary
Project Summary
Rationale
Objectives & Output
Resources
Schedule
Cost
Communications Plan
Risk Management Plan
Scope
Components of a Project Proposal
• Schedule
– Estimate the effort and duration for each activity
– Research on Program Evaluation & Review Technique (PERT)
duration estimation methods
Activity Duration
2.1 Determine needs of the students and faculty of the
university
2 months
2.2 Design new library offerings based on the determined
needs
1 month
2.3 Develop marketing strategy
1 month

22. Nap Apolinario, Jr. © 2009-2016 22
Components of a Project Proposal
• Schedule
– Determine dependencies
Activity Duration Pre-
requisite
2.1 Determine needs of the students and faculty of the
university
2 months -
2.2 Design new library offerings based on the determined
needs
1 month 2.1
2.3 Develop marketing strategy
1 month 2.2
Components of a Project Proposal
• Schedule
– Develop the actual schedule
Oct
2016
Nov
2016
Dec
2016
Jan
2017
Feb
2017
Mar
2017
Apr
2017
May
2017
2.1 Determine needs of the
students and faculty of the
university
2.2 Design new library
offerings based on the
determined needs
2.3 Develop marketing
strategy

23. Nap Apolinario, Jr. © 2009-2016 23
Components of a Project Proposal
• Schedule
– Review constraints and revise schedule as
necessary
Oct
2016
Nov
2016
Dec
2016
Jan
2017
Feb
2017
Mar
2017
Apr
2017
May
2017
2.1 Determine needs of the
students and faculty of the
university
2.2 Design new library
offerings based on the
determined needs
2.3 Develop marketing
strategy
Components of a Project Proposal
• Assign costs to the following:
– Human resources
– Purchased, rented, or leased
equipment, materials, and
services
– Administrative expenses
Project Summary
Rationale
Objectives & Output
Resources
Schedule
Cost
Communications Plan
Risk Management Plan
Scope

24. Nap Apolinario, Jr. © 2009-2016 24
Components of a Project Proposal
• When/how often do we
update those concerned
(both internal and external
parties)?
• What do those concerned
need to know?
• Who is responsible for each
type of communication?
Project Summary
Rationale
Objectives & Output
Resources
Schedule
Cost
Communication Plan
Risk Management Plan
Scope
Components of a Project Proposal
• Sample Communication Plan
Stakeholder Information Needs Timing Medium
Head Librarian General project cost
schedule showing planned
vs. actual figures
•Monthly - Every 1st
Monday of the
month
•Written report
•Management
Meeting
General project progress in
a Gantt chart showing
planned vs. actual
activities
•Weekly – Every
Monday morning
• Written report to be
emailed
Issues affecting the
schedule and/or requiring
action from management
• Non-critical issues –
Weekly
• Critical issues - ASAP
•Non-critical - written
report to be emailed
•Critical – written or
verbal
Finance
Department
Detailed project cost
schedule showing planned
vs. actual figures
•3 days before any
major purchase
•Excel spreadsheet
(project cost
yymmdd.xls) to be
emailed

25. Nap Apolinario, Jr. © 2009-2016 25
Components of a Project Proposal
• Risks – an uncertain even or
condition which can have negative
or positive impact to the project if it
happens
• The Risk Management Plan details
how you will manage risks, both
good and bad
• Some sources of risk
– Poorly defined and/or
miscommunicated scope,
schedule, quality, cost, roles, etc
– Wrong estimates, human
uncertainties
– Changes in project scope,
schedule, environment
Project Summary
Project Rationale
Project Objectives & Output
Resources
Schedule
Cost
Communications Plan
Risk Management Plan
Project Scope
Components of a Project Proposal
• Other parts of a Project Proposal
– Procurement Plan
• Make or buy
• What type of contract/s will be used in procuring
products or services
• Procurement schedule
– Quality Plan
• Which quality standards are relevant to the
various elements of the project
• How will the project satisfy them
• Tools – research, benchmarking, cost-benefit
analysis

26. Nap Apolinario, Jr. © 2009-2016 26
Tips and Reminders
• GET MANAGEMENT SUPPORT: No one will move a
finger if management doesn’t support the project.
• PLAN AND SCOPE PROPERLY: The more time you
invest in planning, the better and less mistakes your
project will have. Do not skip the work breakdown
structure. Set deadlines.
• COMMUNICATE: Project stakeholders do not want to
guess what’s is going to happen in the project.
Provide and get feedback.
• CLARIFY ROLES: Make sure that roles are very clear
for each project team member
• BE REALISTIC!
How to make it more engaging?
• Make it short and sweet
– Provide summarized information;
– Do not put every detail in the body
• Aesthetically pleasing
– Easy to read formatting and layout
– Graphs and illustrations should be straight to the
point and easy to understand
• Grammatically correct
• Accurate content
• It should touch the heart

27. Nap Apolinario, Jr. © 2009-2016 27
Components of a Project Proposal
Project Summary
Rationale
Objectives & Output
Scope
Resources
Schedule
Cost
Communications Plan
Risk Management Plan
These are also
the components
of the project
plan!