Importance of Planning for Renovation Project
Cynthia Holt, CAUL-CBUA Manager, shares insights on the assessment and weeding process as part of a major renovation project at Concordia University libraries in Montreal. The project focuses on responsible stewardship, clear decision-making, and enhancing accessibility through effective planning and consultation.
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Presentation Transcript
Assessment and Weeding as Part of a Major Renovation Project Never Underestimate the Importance of Planning May 30, 2018 Cynthia Holt CAUL-CBUA Manager
Genesis of the Project Concordia University in Montreal Two libraries in the same city downtown and suburb Major renovation of the downtown campus library Collection Services staff recently re- located to the suburban campus library Weeding for Space
Guiding Principles It Matters How You Frame It Responsible stewardship of the collection Culture of assessment Clear decision-making criteria developed through user consultation Sub-projects, by specific formats Consultation with user communities Unification of divided collections across both campuses Ease of access Accuracy of our catalog Re-Use and recycle potential $$ to put into project
Plan, Plan, Plan, and Plan Some More Project Charter Timelines period, sequence, concurrencies, staffing, ownership, deliverables Resource needs Training Data-based decisions Communication
Project Charter The Big Picture Why are we doing this? Needs Impact Scope - creep Deliverables Dependencies - construction Top-Level Timeline Assumptions, Constraints, and Risks (mitigation) Roles and Responsibilities Stakeholders communication and consultation
Timelines Task Deliverables Completion Date Responsibility Resources Needed Comments 200. Sub-Project Plans and Timelines 201 Develop the project charter and timeline template Create a project charter template and timeline document July 2013 D. Trump Completed 202 Project management meetings Meeting schedule distributed September 2013 first meeting C. Holt Meeting room In Progress 203 Provide project management training for coordinators Workshop on project management Mid-October 2013 C. Holt/D. Trump Classroom Completed 204 Introduce project charters and timeline template to coordinators Meeting to discuss project charters and timelines Mid-October 2013 D. Trump Classroom Completed
Timelines cont. 500. Sub-Project Implementation 501 - Theses For details, click on link above. Digitization of remaining theses. Spring 2015 C. Holt/B. Cheese W. Wilson Discussion with Records Management & Archives as to a transfer of mandate for these theses Decision on disposition of print copies. 502 Reference & Indexes For details, click on link above. Reduction of Webster on- site collection to 2,100 linear feet June 2015 D. Trump/D. Liver In Progress Elimination of separate Webster on-site collection and integration of remaining indexes into Webster Reference collection 503 - Standards Criteria for maintaining a zero-space growth collection June 2015 A.O. Kay 506 Monographs For details, click on link above. Reduction of Webster on-site collection to 45,000 linear feet June 2016 D. Trump/B. Obama Supernumerary and Collection Services staff In Progress
Monographs Preliminary Tasks Measurement Inventory Data gathering Four iterations Duplicates Superseded editions Print/Ebook Packages Discipline specific possible last copy Re-measurement and final inventory
Training Managers Project management platform Project management skills Documentation Timelines, Communication Plans, Templates, Versioning, Naming Guidelines Staff Procedures
Resource Needs Staffing Internal Who, when, where External Institutional, Companies Labour relations Space Workspace Storage term, location, access, timing Stuff Equipment Health & Safety Time
Data-based Decisions Library Mission and Vision Mining your ILS Bibliographic and circulation information such as total number of checkouts, number of copies, location of copies, status of copies etc. Duplication elsewhere digital, archives, other libraries in the city, etc.
Communication Theres No Such Thing as Too Much Task Deliverable Completion Date Responsibility Resources Needed Comments 100. Collections Reconfiguration Project - General Project Documents oProject Charters o Top Things oCollection measurements tables Feedback Mechanism PowerPoint Presentation Top Things doc Collection measurements tables 101 Develop a public presence for the Project Develop a webpage on the Libraries website October 1, 2014 D. Trump All stakeholders G. Luck 102 Share information about the Project with upper Administration Presentation at Academic Cabinet October 1, 2014 B. Cheese Deans C. Holt 103 Hold an open forum for information dissemination about the Project 104 Visit Department meetings on request Town Hall Meeting Cinema or Hall Building Week of October 13th C. Holt G. Luck All stakeholders Presentation at department meetings C. Holt D. Trump Subject librarian Faculty
