Brandeis University Library & Technology Services. Program Plan FY2012

Transcription

1 Brandeis University Library & Technology Services Program Plan FY2012

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3 Brandeis University Library & Technology Services Program Plan FY2012 Waltham, Massachusetts

4 Copyright 2011 Brandeis University Avamar is a registered trademark of EMC Corporation. CBORD and CS Gold are registered trademarks of The CBORD Group, Inc. DSpace is a registered trademark of the DSpace Foundation. Echo360 is a registered trademark of Echo360, Inc. Maximo is a registered trademark of International Business Machines Corporation. MicroStrategy is a registered trademark of MicroStrategy Incorporated. Moodle is a registered trademark of the Moodle Trust. Oracle and PeopleSoft are registered trademarks of Oracle Corporation. PowerFAIDS is a registered trademark of the College Board. T2 Flex is a trademark of T2 Systems, Inc. QR Code is a registered trademark of Denso Wave Incorporated. ScienceDirect is a registered trademark of Elsevier B.V. Skype is a trademark of Skype Limited or other related companies.

5 Contents Introduction... 6 Governance Preparing for the Future Program Plan Structure Learning, Teaching, and Scholarship... 8 Ongoing Work Initiatives for FY Staff Involved Scholarly Information Resources Ongoing Work Initiatives for FY Staff Involved Support Services Ongoing Work Initiatives for FY Staff Involved Project Management Ongoing Work Initiatives for FY Staff Involved Business Systems Ongoing Work Initiatives for FY Staff Involved Technology Infrastructure Ongoing Work Initiatives for FY Staff Involved Information and Data Security Ongoing Work Staff Involved

6 Introduction The Brandeis mission statement identifies the University as a community of scholars and students united by their commitment to the pursuit of knowledge and its transmission from generation to generation. Library & Technology Services (LTS) supports the University s mission by enhancing learning, teaching, and scholarship and supporting operational decision-making, planning, and analysis in collaboration with faculty and administration. Governance Library & Technology Services seeks advice from a variety of groups when prioritizing and planning activities. The Library & Technology Services Advisory Committee advises the Vice Provost for Library & Technology Services and Chief Information Officer on the activities of LTS. The committee includes representatives from the Arts and Sciences, the graduate schools, and the undergraduate and graduate student bodies. 1 Faculty and staff members of the committee are appointed by the Provost; student members are appointed by their respective governance organizations. Where faculty interest is high, Information Resource Working Groups are developed, with appropriate representation from the Arts and Sciences and the graduate schools, to provide advice regarding the development and assessment of information resources. The Student Library Advisory Committee advises LTS leadership on information resources, research assistance, and the library user experience. The Teaching with Technology Committee informs LTS services at the intersection of pedagogy and technology. The Information Security Advisory Committee governs the LTS information security program, maintaining information security policy and best practices and conducting regular education and awareness programs. The Project Review Advisory Council prioritizes projects, helping align projects requiring LTS involvement with the University s mission. LTS staff members play key roles on crucial campus committees, including the Committee for the Support of Teaching and the Provost s Advisory Committee on Assessment. 1 Current membership: Jonathan DeCoster (Graduate Student), Richard Gaskins (American Studies), Perry Hanson (Library & Technology Services), Tim Hickey (Faculty Senate and NEASC), Catherine Mann (International Business School), Leonard Muellner (Classical Studies), Sharon Reif (Heller School), Nancy Scott (Fine Arts), Robert Sekuler (Neuroscience/Psychology), Michaele Whelan (Rabb School), and Lois Widmer (Library & Technology Services). 6 Brandeis University Library & Technology Services

7 Preparing for the Future Technology is evolving at blinding speed, and this onslaught of technological change profoundly affects the ways in which people access information: from anywhere, on more types of mobile devices than ever before, at all hours of the day, and, of course, all on their own. As information becomes more ubiquitous (resources being increasingly available online), the academic library must shift its focus away from being the sole provider of information resources to acquiring and maintaining selective and specialized local collections. Cloud Sourcing Moving commonplace applications to the cloud, where they can be delivered and upgraded without local resources, allows LTS to focus on the solutions that make Brandeis unique and offer a competitive edge. The University s recent move to and calendar solutions provided by Google Apps for Education is one example of cloud sourcing. LTS is regularly asked to provide software solutions for Brandeis departments. In the past, this meant creating custom software applications. Today, the cloud often makes it possible for LTS to turn to outside firms for these solutions. Program Plan Structure This document highlights the ways in which LTS serves the community through ongoing service delivery and specific initiatives planned for FY2012. It seeks to communicate about initiatives that provide new and improved services to the Brandeis community and to depict the scope and complexity of the projects, services, and responsibilities that LTS undertakes to serve the community. The core services outline used in the LTS Strategic Plan, FY2010-FY2014, provides the structure for the description of ongoing services and the initiatives for FY2012 that make up this Program Plan. Program Plan FY2012: Introduction 7

8 Learning, Teaching, and Scholarship Promoting learning requires a variety of support services and staff members with particular areas of training and focus. In an era of deep and inexorable curricular change, these staff members become even more crucial as their experience is required not just to support traditional ways of learning, teaching, and scholarship, but also to understand evolving needs and promote a vision of the future of learning services. Vision Be an integral part of the University academy by partnering with faculty members to support their teaching and scholarship and have a shared vision for the future of learning at Brandeis. Mission Engage with faculty, researchers, and students to understand the fundamentals of their work. Model effective uses of technology in learning and teaching activities and propose new ways for LTS services to facilitate learning and teaching. Teach skills needed for lifelong learning, including information research skills, critical thinking skills, computer skills, and media skills. Provide a rich variety of expert assistance to faculty, staff, and students as they engage in learning, teaching, and scholarship. 8 Brandeis University Library & Technology Services

9 Ongoing Work Online course management software support Support Brandeis University s Learning And Teaching Technology Environment (LATTE) and the nearly one thousand courses it offers each semester by performing tasks from maintaining the necessary infrastructure to fielding routine user support requests. Instructional technology support Provide course-related technology assistance to faculty and students in person, by phone, and over . Research and become expert in the latest instructional technology tools and methods. Manage software licenses, hardware, and equipment. Instruction program Collaborate with faculty to develop and deliver instruction sessions on the use of information resources and instructional technologies. Offer each first-year student a session on basic research skills as a part of the First- Year Library Instruction Program (FLIP). Other sessions, prepared in consultation with faculty members teaching upper-level courses, explore information resources more deeply within a specific subject area. Collaborate with faculty and administrators to design new ways to teach information literacy in a digital age. Recent pilots include intensive, semester-long media literacy immersion courses, group research workshops, and project studios. Teach traditional workshops for faculty and students on topics ranging from introductions to new information resources to how-to seminars on using interlibrary loan services. Program Plan FY2012: Learning, Teaching, and Scholarship 9

10 Initiatives for FY2012 Inter-institutional Collaboration in Learning, Teaching, and Scholarship Enhance services and increase our knowledge and perspective by identifying peer institutions with similar challenges in learning, teaching, and scholarship and developing shared services or mutually-supportive learning networks. Initiative Partner with peer organizations to define, understand, and respond to shared needs in key areas by: Developing a digital citizenship curriculum with partner schools. Collaborating with Wellesley College and Wheaton College to explore shared needs and activities. 10 Brandeis University Library & Technology Services

11 AV Services for Curricular Instruction Provide audiovisual services that enhance curricular instruction by preparing and publishing online video and audio files; providing and operating portable audiovisual equipment during curricular lectures and seminars; and lending audiovisual equipment to Brandeis community members and assisting with its use. Initiatives 1 Improve the provision of online video in order to help Brandeis community members record, edit, and provide online video by: Consulting with community stakeholders to determine video needs. Identifying and evaluating technology solutions, in consultation with stakeholders. Implementing new video systems that meet campus requirements. 2 Establish a program of support for web conferencing in order to assist community members in support of learning, teaching, scholarship, and University business by: Studying past requests for assistance with Skype and other conferencing tools. Identifying community needs for web conferencing assistance. Integrating web conferencing with traditional video conferencing. Developing and promoting the support program. Program Plan FY2012: Learning, Teaching, and Scholarship 11

12 Classroom Technology Systems Provide audiovisual systems in campus classrooms and seminar rooms by designing, recommending, installing, and maintaining classroom technology systems and by assisting faculty and other Brandeis community members in their use of these systems. Initiatives 1 Renew AV systems in University lecture halls and classrooms to provide up-to-date audiovisual capabilities for Brandeis faculty and lecturers by: Developing plans for classroom AV renewal. Implementing classroom AV renewal plans throughout FY Provide lecture recording systems in select Brandeis classrooms in order to enable easy recording of in-class lectures by: Consulting with faculty to determine requirements for creating and sharing lecture recordings. Investigating lecture recording systems. Undertaking pilot lecture recording systems in select Brandeis courses and classrooms, including a pilot of the Echo360 lecture capture system. 12 Brandeis University Library & Technology Services

13 Critical Literacies Instruction In collaboration with faculty, define and teach skills needed to navigate the information environment by providing training for first-year and upper-division graduate students in research across the information ecosystem, information evaluation, and communication practices and tools; providing graduate students with key skills and concepts related to their status in seeking master s or doctoral degrees, and as teaching fellows; and exploring new formats and structures for this instruction. Initiatives 1 Define new library instruction programs by: Reviewing the current library instruction program and developing programs for underserved audiences. Developing a digital citizenship curriculum with partner schools. Developing new library instruction programs to address upper-level students information and media literacy needs. Reviewing instruction in primary source research and seeking expanded faculty collaboration. 2 Provide enhanced storage for curricular video in order to offer real-time storage and retrieval of video for course projects by: Developing a project plan for system implementation. Implementing a storage system. Reaching out to Brandeis faculty whose students create video projects. Assisting students making use of enhanced storage. Program Plan FY2012: Learning, Teaching, and Scholarship 13

14 Information Resource Assistance Ensure that faculty and students have timely access to information resources that support learning, teaching, and research activities by providing a staffed service desk at which Brandeis community members may request assistance with information research; offering specialized assistance in the discovery and use of primary source materials; partnering with other institutions to develop information collection collaboratively; and providing resource-sharing services such as interlibrary loan. Initiatives 1 Promote new and enhanced information resources, increase awareness and use of these resources, and engage with the community about needs for these resources by: Developing a liaison outreach program. Conducting outreach to academic departments throughout the year. Engaging in discussions with faculty and graduate students about their academic needs collaboration. 2 Establish a new platform for the discovery of scholarly digital information resources in order to ensure the best user experience for Brandeis students and scholars by: Developing requirements for a web-based discovery platform, evaluating options, and engaging with the community to select a platform. Implementing a discovery platform and promoting it to the Brandeis community. 3 Update LibGuides by: Reviewing and updating online reference guides to make them as helpful as possible. 4 Provide valuable, timely research assistance for students and scholars by: Assessing existing library research assistance. Studying faculty and student needs for library research assistance. Developing a plan for service improvements. 14 Brandeis University Library & Technology Services

15 Library Experience & Operations Provide a high-quality experience for Brandeis community members who use the Goldfarb, Farber, and Gerstenzang Libraries by making ongoing improvements to library study spaces; continually improving public services for the community; ensuring that library facilities are open to the Brandeis community during established operating hours; providing a staffed service desk at which community members may check out library materials and receive assistance with borrowing transactions during established operating hours; managing and maintaining library facilities; providing late-night operating hours for quiet study; providing extended operating hours during final exam time; and providing vended photocopying services. Initiatives 1 Improve navigation throughout the Goldfarb and Farber Libraries in order to enhance community access to books, equipment, and services by: Investigating Brandeis community usage patterns. Improving signage throughout library facilities. 2 Develop a plan to provide study spaces and service areas that meet community needs by: Investigating the elements that create quality, highly satisfactory study spaces. Assessing effectiveness of library service desks. Determining the proper mix of on-site and online services. Identifying the appropriate distribution of public computing within the libraries. Evaluating methods for providing and supporting mobile computing within the libraries. Program Plan FY2012: Learning, Teaching, and Scholarship 15

16 Online Information Environment Design and support online access to information resources, whether owned by Brandeis or not, by designing, maintaining, and supporting a digital asset management system for Brandeis-created content (Brandeis Institutional Repository) and discovery systems, including LouFind and Brandeis Scholar; creating metadata for information assets; and digitizing rare and special resources from the Brandeis collections. Initiatives 1 Outsource hosting and maintenance of DSpace institutional repository by: Promoting DSpace s new features and opportunities to Brandeis scholarly community. Creating a community group interested in data curation. Identifying and collecting new data sets as proof of concept. 2 Help faculty and students find and use scholarly information with smart phones and other mobile devices by: Providing online library resources for mobile devices. Identifying appropriate content and services to provide for mobile devices. Developing implementation and outreach plans. Implementing new mobile services. Conducting outreach to the community. Piloting QR Codes as part of information outreach. 16 Brandeis University Library & Technology Services

17 Online Instruction Environment Develop, support, and maintain the Learning And Teaching Technology Environment (LATTE), integrating a variety of services necessary to learning, teaching, and scholarship by providing a secure learning management system; developing features in response to community need and changes in learning, teaching, and scholarship; and providing specialized software applications in response to community need. Initiatives 1 Renew LATTE in order to continue support of the online activities of the nearly one thousand courses it offers each semester by transitioning to a new learning management system platform by: Researching Moodle 2.0 learning management system. Organizing a faculty committee to vet a test implementation of Moodle 2.0. Implementing LATTE 2.0 based on Moodle 2.0 software. Continuing to provide a program of exceptional support for faculty, staff, and students using the LATTE 2.0 online learning environment. 2 Update teaching with technology web pages, making them as helpful as possible, by: Reviewing instruction-related web pages for relevance and accuracy. Providing new overview information on teaching and learning technology solutions and social networking resources. Developing a plan for providing comprehensive reports from the integrated library system and other library applications. Program Plan FY2012: Learning, Teaching, and Scholarship 17

18 Teaching and Learning Consultation Provide consultation in the discovery and use of information resources and multimedia tools in the curriculum by collaborating with faculty to explore thoughtful integration of technology, multimedia resources, and information resources in the curriculum; assisting faculty and students with curricular projects that involve video and audio production; developing online documentation to assist in the use of tools and resources; providing learning opportunities to faculty seeking to engage with new technologies and pedagogies; and working with faculty to understand the current needs of the teaching and research environment. Initiatives 1 Promote new teaching with technology ideas in order to help the community engage with new technologies and ideas that promise to improve teaching and learning by: Developing and proposing a course on Learning in the Digital Age with community partners. Developing and proposing a pilot course designed around the ipad as a learning and communication platform. Conducting an outreach program around social media to popularize ways to use social media tools effectively in teaching and learning. 2 Research community needs in key areas in order to better inform future LTS services by: Conducting comprehensive assessment of community teaching with technology needs, reporting on findings, and using data to inform teaching with technology strategic planning. Reviewing the Bioinformatics Program and Department of Anthropology curricula, faculty research, fields of study, and co-curricular activities to look for new ways to propose library and technology services. Reviewing all Geographic Information Systems (GIS) initiatives and support on campus, understanding growing curricular need, and proposing new ways to envision or provide GIS support. 18 Brandeis University Library & Technology Services

19 Staff Involved Perry Hanson Vice Provost for Library & Technology Services and Chief cer Chief Information Secur cer Project Management Policy, Planning, and Research University Archives and Special Collections Information security program Project management Policy, planning, and research Archival services Networks & Systems Administrative and Library Information Systems Resource Management and Assessment Integrated Services Technology infrastructure services Internet Telephony & Emergency messaging PeopleSoft systems Departmental systems Data warehouse Data reporting Library systems Content management system Information resources management Budget management Facilities management Assessment Computer help and repair Classroom technology Circulation and equipment loans Research assistance Scholarship and teaching support Instruction Program Plan FY2012: Learning, Teaching, and Scholarship 19

20 Scholarly Information Resources Selecting and managing scholarly information resources is essential to ensure access to the resources best suited to the needs of Brandeis community members. Although the digital format has become the dominant dissemination medium, print and other physical formats must not be discounted. In the current complex environment of ownership versus subscription, digital versus physical, Open Access versus restricted, LTS thoughtfully balances all needs within the constraints of the acquisitions budget. Vision Support scholarly research by facilitating access to the widest possible array of information and technology resources. Mission Provide timely and efficient access to information resources in all formats, regardless of ownership. Provide responsible stewardship for information and intellectual content that enhances the University s learning, teaching, and scholarship activities. Use technology resources efficiently and effectively to support research activities. 20 Brandeis University Library & Technology Services

21 Ongoing Work Research assistance services Consult with members of the community on in-depth research questions. In the Goldfarb Information Commons, staff members are available to provide research help nearly 100 hours each week. Develop subject-specific research guides to help students begin the research process. Reference and instruction services for archives and special collections Respond to frequent requests for information from Brandeis faculty, staff, and students and from researchers throughout the world. Develop instructional exhibits and conduct classroom instruction, training sessions, and outreach activities. Information resource development Collaborate with faculty members to develop information resource collections. Participate in collection development programs with other institutions. Manage both local collections and resources in the cloud, especially as information is increasingly available in digital formats. Information resource acquisition and vendor relations Acquire materials in various formats to support curricular instruction. Establish and maintain relationships with a large number of information vendors. Manage consortial relationships for group purchases of electronic resources. Devise an approval plan a profile of titles the library would typically purchase according to collection development policies that vendors use to identify books for batch shipment to the library. Serials and electronic resource management Manage the acquisition, payment, receipt, cataloging, and binding of print journals. Manage a growing number of electronic journals and databases, including conducting statistical analysis of usage information for these electronic resources. Monitor resources purchased as part of large aggregated packages. Program Plan FY2012: Scholarly Information Resources 21

22 License and contract negotiation Negotiate for favorable licensing and contract terms and establish complex legal contracts with information providers and print and electronic publishers. Metadata and item processing Catalog materials in all formats and languages. Contribute cataloging records to an international database of bibliographic records. Provide consultation and training in metadata formats; process newly-delivered materials. Withdraw volumes that have been removed from the LTS collections and update bibliographic records. Course reserves Place items on reserve for courses at the start of each semester and, following a special process, place items personally owned by faculty members on reserve. Monitor reserve requests for copyright compliance and work with faculty to obtain copyright permission when required. Preservation Perform a variety of book repairs to ensure access to heavily-used resources, focusing efforts on rare and unique materials that require physical treatment but are also being examined and prepared for digitization. Serve as a resource for preservation issues with respect to non-print materials, brittle paper, and mold infestation. Digital projects Manage projects that digitize materials. Establish digital policies and procedures. Consult with faculty and administration on guidelines for the Brandeis institutional repository. Develop, maintain, and organize the open-source digital asset management system. 22 Brandeis University Library & Technology Services

23 Copyright assistance Provide assistance and training to faculty and students on copyright issues. Advise staff about the copyright implications that accompany requests from library patrons. Resource sharing and interlibrary loan Work closely with libraries in the Boston Library Consortium and with a variety of national and international resource sharing groups. Verify requests submitted by Brandeis researchers and identify lenders that are able to supply the requested resources. Locate materials requested by partner institutions and determine whether and under what conditions they can be lent. Manage a document delivery service for students studying abroad. Archives and special collections management Acquire, preserve, and provide access to primary source materials in all formats, including the University s historical records, a broad range of manuscripts, rare books, and visual materials. Provide intensive research assistance for physical and digital materials. Conduct educational, outreach, and promotional efforts. Provide digital access to selected archival and special collections materials, select materials for digitization, and manage digital projects. Track provenance, acquisition, and disposition of archival and special collections. Oversee copyright permissions and protection of confidential information. Apply for and administer grants to support projects involving resource discovery, digitization, or archival reformatting and preservation. Contribute to the development of related policies and procedures. Records management Provide basic advice to departments, offices, and faculty on the management and disposition of University records and personal papers. Program Plan FY2012: Scholarly Information Resources 23

24 Initiatives for FY2012 Management of Resources Procure books, journals, and digital and multimedia information resources to support the University mission by creating orders, receiving materials, and processing invoices; managing vendor-outsourced approval plan for the core monograph collection; managing the library mailroom; allocating and tracking complex budgets for information resources; reconciling University accounting and local budget reports; and providing management reports. Initiatives 1 Educate the community about author rights by: Improving copyright information on the LTS website. Educating the community about copyright, Creative Commons licenses, and fair use. 2 Increase access to e-resources in electronic databases and other hidden materials by: Providing pertinent records in LouFind. Evaluating the program of ILL requests moved to immediate purchase instead of borrowing. Re-evaluating current approval plan, moving some subjects to patron-driven acquisitions. Re-evaluating monograph approval plan for migration to electronic format in selected subjects. Developing Open Access data management requirements, especially during October Open Access week and as part of Boston Library Consortium strategic initiatives. Maximizing access to our unique primary-source materials and fostering their effective and creative use in the service of scholarship, research, and teaching. Continuing and expanding collaborative programming that connects archival and special collections materials and services with other areas of the University. 3 Investigate new video streaming resource opportunities. 4 Develop an acquisitions budget analysis & reporting plan. 5 Work with liaisons and faculty to remove print JSTOR titles in order to allow for more flexibility in the stacks and space in the library for student study. 24 Brandeis University Library & Technology Services

25 Management of Electronic Resources Manage and support electronic and subscription resources by negotiating licenses and terms of use for electronic resources; managing ordering, renewal, payment, and receipt of subscription resources; creating and maintaining databases with technical and bibliographic information; performing technical configuration of multiple systems and resource records; and performing complex troubleshooting and support to ensure continuous access to e- resources. Initiatives 1 Evaluate and promote e-resources by: Evaluating developments in lending e-books. Running trials of several options. Monitoring and evaluating best e-book models for the community. Renegotiating Elsevier ScienceDirect agreement. Expanding electronic interlibrary loan rights through license negotiations. 2 Integrate ScholarStats into assessment practices and increase quantitative and qualitative assessment overall as part of the selection process. Program Plan FY2012: Scholarly Information Resources 25

26 Management of Physical Collections Manage physical collections, including archival and historical materials, by acquiring, processing, and cataloging Brandeis archival materials; prioritizing, selecting, and cataloging special collections materials; maintaining off-site storage; binding print journal issues; preserving and repairing physical volumes; processing incoming volumes with labels, security slips, and bookplates; and ensuring that library print materials are properly shelved and organized. Initiatives 1 Transition the science monograph collection to the Goldfarb Library in order to provide improved access by: Developing guidelines for ongoing management of science materials. Conducting outreach to the campus community. Working in close collaboration with science faculty to identify obsolete or littleused items in the science collection. Creating space for the science collection in the Goldfarb Library. Transferring science materials to the Goldfarb Library. Defining requirements and processes for ongoing collection of data (collection management and selection and de-selection criteria). Evaluating and installing additional compact shelving in the Gerstenzang Library for storage and retrieval of little-used materials. 2 Evaluate and restructure library collections in order to tailor them to serve the University s academic mission best by: Conducting a comprehensive review of library collections. Streamlining collections to meet the University s academic needs better and permit the creation of additional high-quality study space. 26 Brandeis University Library & Technology Services

27 Staff Involved Perry Hanson Vice Provost for Library & Technology Services and Chief cer Chief Information Secur cer Project Management Policy, Planning, and Research University Archives and Special Collections Information security program Project management Policy, planning, and research Archival services Networks & Systems Administrative and Library Information Systems Resource Management and Assessment Integrated Services Technology infrastructure services Internet Telephony & Emergency messaging PeopleSoft systems Departmental systems Data warehouse Data reporting Library systems Content management system Information resources management Budget management Facilities management Assessment Computer help and repair Classroom technology Circulation and equipment loans Research assistance Scholarship and teaching support Instruction Program Plan FY2012: Scholarly Information Resources 27

28 Support Services Faculty, staff, and students rely on technology as never before. Members of the Brandeis community use desktop and laptop computers, mobile devices, and video equipment in their day-to-day work. LTS support services ensure that this technology infrastructure best serves the needs of community members. Vision Provide superlative, seamless, user-centered services. Mission Provide access to information, technology, and human resources that support learning, teaching, and scholarship. Assist faculty, staff, and students in their use of these resources. 28 Brandeis University Library & Technology Services

29 Ongoing Work Management of technology in classrooms and clusters Install, maintain, and support equipment in classrooms, clusters, labs, and other public computing spaces. Update or refresh a portion of this equipment including audiovisual components, computers, network equipment, and security systems annually and according to established standards. Inspect each classroom s audiovisual system before each semester begins, refreshing computer software and installing additional software to ensure that classroom equipment is ready for use by instructors. Visit each classroom throughout the academic year to examine installed audiovisual components and computers and solve any problems. Perform routine maintenance on mobile and fixed equipment. Support for teaching with classroom technology Develop documentation and train instructors on the use of classroom technology and equipment. Offer each faculty member training on the use of classroom technology at the start of each semester. Respond daily to calls for assistance and deliver mobile equipment to rooms without fixed installations. Publications Publish documents that explain policies and procedures and update LTS information in student and faculty handbooks, both on an annual basis. Provide information about LTS services, computer recommendations, explanation of computer use policies, and related information for a mailing for new students. Library circulation Check materials in and out and answer general questions throughout the year. Maintain, evaluate, and troubleshoot the patron-records database on the Aleph system. Develop, administer, and evaluate borrowing policies for the libraries. Program Plan FY2012: Support Services 29

30 Develop print and web materials describing circulation and reserve services. Develop training procedures; educate LTS staff; create internal documentation; schedule, supervise, and train students. Maintain, evaluate, and troubleshoot all check-out, return, and reserves systems. Manage and improve all workflow processes enabling circulation, reserve, stacks maintenance, and shelving accuracy. Reshelving and stacks maintenance Keep library collections in order and available. Develop collections collaboratively. Administer all stacks maintenance processes. Facility management Maintain the Goldfarb and Farber Libraries. Organize and provide access to facility keys and work with a facilities administrator to troubleshoot issues. Maintain individual research spaces and administer locker, carrel, and research rooms. Administer, evaluate, and develop guidelines for library use. Technology support Answer technology questions in person, by phone, and over , responding to each request for help within 24 hours. Provide purchase consulting to the community and offer assistance to academic department IT staff. Manage technical projects intended to improve the computing environment. Computer refresh program Provide replacement computers to faculty and staff on a four-year cycle. Engage with academic and administrative departments to determine their computing needs, purchase large numbers of computers, prepare them for use, and deploy them. 30 Brandeis University Library & Technology Services

31 Initiatives for FY2012 AV Services for Campus Events Deliver audiovisual services and online video and audio files that support events organized by campus departments and centers by providing and operating portable audiovisual equipment during meetings, conferences, lectures, and other events; lending audiovisual equipment and assisting with its use; recording video and audio at campus events; preparing and publishing online video and audio files; and assisting Brandeis community members with projects that involve video and audio production. AV Services for University Senior Management Deliver audiovisual services that support the efforts of University senior management by providing and operating portable audiovisual equipment during meetings and other events; lending audiovisual equipment and assisting with its use; maintaining an inventory of audiovisual equipment; and supporting desktop videoconferencing equipment. Computer Refresh Program Provide an up-to-date desktop computer for each faculty and staff member on a regular schedule by deploying new desktop computers and monitors to replace existing equipment; migrating data and applications from each existing computer to its replacement; providing desktop computers to newly hired faculty and staff as needed; and tracking and managing deployed computer equipment. Initiative Re-engineer the provision of computers for faculty and staff in order to provide enhanced computing by: Deploying a range of computers, including desktop and mobile options. Evaluating next-generation desktop computing technologies. Enabling community members to back up valuable documents and data securely. Program Plan FY2012: Support Services 31

32 Computer Help Assist faculty, staff, and students in solving problems with computers, Brandeis network services, and Brandeis telephones by providing computer assistance in person, by phone, and over to faculty, staff, and students; providing basic help for faculty and students using core University systems, including sage and LATTE; assisting Brandeis community members using public computer labs in the Goldfarb and Farber Libraries; and providing fee-based computer repair services. Initiatives 1 Improve the LTS website in order to provide easy-to-use, current online content and assistance by: Identifying and improving high-use areas of the current LTS site. Revising, enhancing, and streamlining existing content. Establishing new areas of the website in response to emerging community needs. 2 Streamline the provision of software for the Brandeis community in order to provide enhanced management and timely delivery of new and updated software by: Studying current methods for managing and providing software. Establishing a year-round program of software license management. Simplifying the methods used to provide software updates to community members. Public Computing Support public computing facilities for students and other members of the Brandeis community by providing public computers with software for students academic work; delivering fee-based printing capabilities; and offering hands-on computer classrooms for use in curricular instruction. 32 Brandeis University Library & Technology Services

33 Staff Involved Perry Hanson Vice Provost for Library & Technology Services and Chief cer Chief Information Secur cer Project Management Policy, Planning, and Research University Archives and Special Collections Information security program Project management Policy, planning, and research Archival services Networks & Systems Administrative and Library Information Systems Resource Management and Assessment Integrated Services Technology infrastructure services Internet Telephony & Emergency messaging PeopleSoft systems Departmental systems Data warehouse Data reporting Library systems Content management system Information resources management Budget management Facilities management Assessment Computer help and repair Classroom technology Circulation and equipment loans Research assistance Scholarship and teaching support Instruction Program Plan FY2012: Support Services 33

34 Project Management Project management offers Brandeis a broad spectrum of capabilities designed to clarify, define, and deliver technology-based initiatives. By managing the intake of project requests and the portfolio of approved projects, LTS staff members help deliver well-managed, cost-effective technical solutions. Staff members provide a transparent and reliable methodology for the execution and delivery of individual projects. Strategy definition services help clients translate broad objectives into specific initiatives; analysis services use proven business and systems analysis methods to transform initiatives into agreed-upon technical specifications; project management guides resulting projects to successful completion. Vision Forge partnerships with Brandeis community members that clarify technology needs, define solutions, and efficiently deliver the resulting projects. Mission Translate broad objectives into specific initiatives, analyze existing conditions, and guide projects to successful outcomes by managing potential risks, making efficient use of available resources, and meeting agreed-upon objectives. 34 Brandeis University Library & Technology Services

35 Ongoing Work Project management Review proposed projects to determine the best approach. Partner with Brandeis community members to manage scope, time, cost, and risk of all assigned projects. Continually review a project s goals to verify that they meet the clients objectives, creating new plans as required Develop fully-vetted task definitions and write a project schedule, specifying resources and dependencies. Review and document lessons learned from the customer and team, make process improvement recommendations for ongoing activities, and note project results for communication to the community. Deliver strategy definition services to technology-based initiatives, identifying ways to use limited LTS and customer resources to achieve the desired goals. Evaluate incoming projects and perform periodic reviews of active projects. Record activities and services delivered. Analysis Identify, document, and analyze existing conditions and issues, assisting in identifying opportunities for economies of scale and other technology-based opportunities for greater efficiency. Conduct interviews and brainstorming sessions. Analyze existing business and system data. Support the creation of business and system requirements. Communications Develop and maintain a website with information about completed projects, current projects, and potential future projects. Produce material for the general community, including executive-level project status information, and for project team members, including timelines and member responsibilities. Program Plan FY2012: Project Management 35

36 Initiatives for FY2012 Project Management Services Provide a temporary, flexible, and responsive management structure that allows the University to use technology to address high-value opportunities by communicating status and scheduling of approved projects with clarity and transparency; helping Brandeis deliver well-managed and cost-effective technical solutions; and educating the community about the role of project management through outreach. Initiatives 1 Create project management toolkits for use by LTS internally and in outreach to the University community by: Creating document templates, presentation materials, and methodologies to share with staff for use in workshops and projects. Promoting a standard set of project documentation. Defining and creating standard operating procedures governing PMO and staff operations. 2 Provide structure and guidance in quality assurance and user acceptance testing in order to create a foundation and culture of sound technology-testing processes and methods by: Defining and documenting a standard model for conducting system testing. Providing project teams with guidance and training on testing. 36 Brandeis University Library & Technology Services

37 Strategy Services Translate broad objectives into specific initiatives by facilitating mapping strategy to initiatives; identifying efficiencies that help clients do more with less; moderating group brainstorming sessions; distilling varied perspectives and opinions; and conducting one-on-one, group, and survey-based interviews to capture multiple needs and perspectives. Initiatives 1 Create a strategy services toolkit for use by LTS staff members in projects needing strategy definition by: Creating executive-level process-overview documentation. Documenting Brandeis-specific methodology for service delivery. 2 Design and execute educational outreach for strategy definition services by: Presenting the service to leadership teams. Publicizing a service description in appropriate Brandeis internal communications media. Updating the LTS website to reflect the service offering. Program Plan FY2012: Project Management 37

38 Analyst Services Collaborate with clients to identify, document, and analyze existing conditions and issues and assist in determining ways to increase efficiency. Initiatives 1 Create an analyst s toolkit for use by LTS staff in projects needing analyst services by: Creating document templates, presentation materials, and methodologies for use in workshops and projects. Promoting a standard documentation set. Continually evaluating other methods and tools for service delivery. 2 Document and validate business requirements as needed in support of project activities by: Facilitating the creation of business-requirements documentation. Managing the document review and approval process. Codifying comments and revising documentation. Facilitating the creation of supporting documentation such as business rules, workflows, and processes. Offering recommendations for streamlining processes and increasing efficiencies. 3 Document and validate system and functional requirements as needed in support of project activities by: Facilitating the creation of functional/system requirements documentation. Managing the document review and approval process. Codifying comments and revising documentation. Facilitating the creation of supporting documentation such as screen designs, report layouts, queries, system work-flows, and system rules (edits on fields, roles, status changes). Offering recommendations for streamlining processes and increasing efficiencies. 38 Brandeis University Library & Technology Services

39 Staff Involved Perry Hanson Vice Provost for Library & Technology Services and Chief cer Chief Information Secur cer Project Management Policy, Planning, and Research University Archives and Special Collections Information security program Project management Policy, planning, and research Archival services Networks & Systems Administrative and Library Information Systems Resource Management and Assessment Integrated Services Technology infrastructure services Internet Telephony & Emergency messaging PeopleSoft systems Departmental systems Data warehouse Data reporting Library systems Content management system Information resources management Budget management Facilities management Assessment Computer help and repair Classroom technology Circulation and equipment loans Research assistance Scholarship and teaching support Instruction Program Plan FY2012: Project Management 39

40 Business Systems Brandeis has established a centralized support model for key administrative, library, and web systems. Vision Provide user-friendly, secure access to data that facilitates critical decision-making and supports the mission of the University. Mission Improve productivity by expanding and enhancing the functionality of the University s administrative information systems. 40 Brandeis University Library & Technology Services