STRATEGIC PLANNING PSZ 2007 PERPUSTAKAAN SULTANAH ZANARIAH KEY RESULT AREA ( KRA ) January December 2007

Transcription

1 STRATEGIC PLANNING PSZ 2007 PERPUSTAKAAN SULTANAH ZANARIAH KEY RESULT AREA ( KRA ) January December 2007 KRA ACTION KPI Interpret national development needs, LPU guidelines, MOHE policies as inputs to UTM strategic plans Analyze and evaluate to provide strategic information Analyze of: Prepare proposal to get additional fund to support new activities Increment of 20% of existing budget including all library activities Increased of 28.44% of 2007 Budget Allocation Total budget of the library collections are RM 13,5000, Consist of book ( RM 4,500,000.00) and Journal (RM 9,000,000.00) Effectiveness of collection according to the usage Dec 2007 (All type of collection) 40 % (3762 records) from 9407 records have been checked and reviewed under reference collection (wr and r). 115 new titles listed for suggestion. Balanced and adequate collections according to subject Dec % for new courses/programs as well as the existing faculties/departments Revision of reference collection and open access have been conducted. Suggestions on new titles have been submitted to KBS continuously. PSZ City Campus KL (BSC-F) 1

2 Provide materials for new courses offered at KST by having books exhibition, visit to ware house / book fair and distribution of books catalogue from vendors. PSZ City Campus KL Effectiveness of Digital Library System June & Dec 2007 Study on the various Digital Library System such as Unicorn, Millenium, Vubis, Virtua, Voyager Demonstration on Sirsi Dynix (Unicorn) LMS at PSZ on 22 nd February 2007 Visited Petronas Library at KLCC, KL briefing on Millenium Library Management System -September 27, 2007 JBA Library Application Module & INFOLAN2 : Library Skill Classes no report submitted to SAMA Academic Forum - Increased of a total of 242 registrations. Up to Dec. 2007, an Increase of 354 registrations. Total 596 registrations. Online Reference Desk - submitted 28 reports on module to SAMA. INFOLAN2 - Interval/scheduled inspection carried out. Submitted around 23 reports on Infolan2 to SAMA or via phone to JBA 2

3 KRA ACTION KPI Interpret national development needs, LPU guidelines, MOHE policies as inputs to UTM strategic plans Establish operating plans & resource allocation principles Review current budget allocation to align with current students population. A balanced operations budget, with over or under expenditure within 5% of budget (2007) % has been achieved. Total budget of the library collections are RM 13,5000, Consist of book ( RM 4,500,000.00) and Journal (RM 9,000, Determine strategic planning objectives of faculties. (BSC-F) Review and refine new collection to be in line with new faculty development. e.g Entrepreneurship program, human capital development and life-long learning. 80% - ordering of suggested titles in that field Acquired Jan-Dec 2007 : 100% items/materials has been reviewed 95% for all suggested titles has been processed 3

4 Proper utilization of resources Proper management of resources Manage expenditure effectively Fully committed at least 90% by Oct % has been achieved until Oct 2007 Increase monitoring and security system add more CCTV 1 budget proposal for collection areas (all levels) One-Off application has been submitted on January 2007 (BSC-F) Redirection of funding due to changing business processes More flexible/liquidity of Tabung Amanah Proper management of disposed equipment/items for auction Practicing financial procedure in compliance with policies of the Treasury and UTM Bursar Office within 5% of budget Funding from Tabung Amanah is not required since the management budget is sufficient. 1 proposal for RFID Working paper has been presented in Mesyuarat Jawatankuasa Eksekutif PSZ Bil.3/2007. Twice a year Mesyuarat Pelupusan has been conducted on June and October Submission of Disposed Equipments by JBA to on , , % compliance with UTM internal audit. According to guidelines laid out. According to the Treasury and UTM Bursar Office Policies - Policy refered by JBA Pekeliling Bendahari Bil 2/2000: Aturcara Perolehan Universiti Pengerusi Pelupusan & All Departments All Departments 4

5 KRA ACTION KPI Budget allocation should be transparent and informed to relevant department/faculties Twice a year Has been quarterly distribute to relevant department/faculties March, June, September & December via and letters / Mesyuarat Tetap Senat Availability of information to fulfill the needs of faculties, students and staff Information warehouse Select & evaluate information 1. Develop a strong Library Collection a. Send request letters on suggested titles to all academic staff a. Targeting of 80% academic staffs Sent request letters to 1110(100%) academic staff except on study leave All Liasons (BSC-CS) b. Receive reading list or reference materials needed by academic staffs b. Receiving of 50% feedbacks Received 55 (4.95%) feedback Suggestion: Send request letters on suggestions to all Course Coordinator/Heads. To be implemented in year Send brosures of new titles to all KJs and lecturers. Having books exhibition, visit to ware house and book fairs for selection of materials. PSZ City Campus KL 5

6 c. Allow purchase of books request to postgraduate students d. Ordering of post graduates suggested titles e. Increase e-journals and e- books subscriptions for remote users c. Ordering of 100% postgraduates suggested titles So far, all titles suggestion from postgraduates approved by/via academic staff 100% suggested titles was ordered d. 1 proposal to Library Senate Meeting will process upon receiving suggested titles e. At least 10% increase of current e-journals and e- books allocations Achieved at least 10% increament of current e- journals & e-books. Latest database subscribed :- i) Web of Science - Index ii) Springer E-Books ,933 fulltext titles Springer E-Books ,210 fulltext titles iii) Wiley Interscience 11 fulltext titles added iv) AIAA Digital Library 6

7 Availability of information to fulfill the needs of faculties, students and staff f. Selection of relevant materials by librarian f. Every liaison and research support librarian must submit a suggestion of five titles per month 255 purchase requests received from librarians and ed to Acquisition Unit from Jan Dec 2007 Submitted 67 titles from Jan-Dec 2007 JSP g. Establish resource centers at faculties g. Prepare 1 proposal to establish five resource centers Presented working paper at the Library Senate Meeting on 16 February Proposal prepared by KKM (working paper on application of contract staff at Faculty Resource Centre) Working paper on was refined and submitted to the Chief Librarian on the 17 December 2007 h. Allocate a copy of reference material for each faculty resource center h. One copy for each faculty resource center on relevant subjects According to faculty needs ( BSC-CS) 2. Develop new and comprehensive portal Content based on focus groups needs and KM concept incorporate link portal library 2. 1 new portal deadline by June 2007 Completed but editing and updating of the content management runs from time to time & 7

8 Availability of information to fulfill the needs of faculties, students and staff 3. Traceability of materials at Shelves Become information consultant expert % books being RFID tagged (One off budget) 1 proposal for 2008 for specific collection to be RFID tag RFID tagging process only for new items base on current budget expenditure. Prepared a working paper according to new system specification Presented working paper in Mesyuarat Jawatankuasa Eksekutif PSZ Bil.3/2007 JPK 1. Incorporate info skill classes with road show programs for students and staffs 1. Four info skill classes and road shows per year Accomplishment of 5 roadshows (FAB, FKSG, FKM,FKE,FSKSM) & JSP (BSC-CS) 2. Ensure the connectivity of PSZ online databases at faculties and colleges - Except for new colleges 3. Facilitate the development of informed and independent learners through Library Skill Classes 2. Minimum of five faculties and colleges per year Accomplishment of 5 faculties (FAB, FKSG, FKM,FKE,FSKSM) with cooperation from and JPK 3. 70% high/very high degree of satisfaction Analised basic and advanced classes data using SPSS (Jan June 2007) Achievement level for basic Lib. Skils classes is 5.3.2% and Advanced Lib Skills Classes is 52.7 % Analised basic and advanced classes data using SPSS. Report is in progress. Achievement level of 4.51 from 5.00 JSP 8

9 4. Increase Online databases Access - Subject to VPN availability and maintenance and higher Internet speed 4. At least 5% increase of access from previous year VPN has been implemented. - Implementation VPN by CICT in April Total no of accessing onlne Dbases through VPN is 4939 : April 266 May 316 June 475 July 700 August- 723 Sept 675 Oct 574 Nov 641 Dec 569 Total = Average accessing VPN permonth = 549 Registered users (ACID + AD Account= 30,000 users) Percentage users of VPN 2007 is approx. 16.5% Discussion held with Research Support Department on promotional suggestion. Matter being look into. VPN has been implemented Increased of 79%(Jan-Dec 07) Good databases connection through VPN - (PESISIR programmes) - IPTI, JB - SMDBD, Segamat, Johor - Pulau Pinang - KYS, Kota Kinabalu, Sabah JBA JSP 9

10 Effective institutional relations (PR) with external agencies Identify stakeholders (alumni, former UTM staff, LPU, MOHE) Appropriate policies Foster working relations MOUs with appropriate institutions 1. Increase the numbers of lifelong library membership (UTM alumni) during convocation period 1.Increase of 20% membership Membership promotion carried out from Mac 2007 during convo registration. 8,000 membership brochures sent to graduated students through Bahagian Pengurusan Akademik (on Mac and July). Result : Alumni (reference) : decrease 18.75% compared to JPK ( BSC-CS ) 2. Increase the numbers of Corporate Members 2. Minimum of two companies/organizations per year 6 new Corporate Members in Establish cooperation with PESISIR resource centers 3. Minimum of two resource centres per year Cooperated with I PESISIR centre (UnivLumut, Perak) JSP 10

11 4. Continue conducting Customer Satisfaction Index (CSI) survey 5. Submitting of statistics to MOHE 4. Increase to 80% customer satisfaction Conducted CSI Survey during Aug Sept Achieved CSI 71.5 %. JBA Data evaluation and report submitted to the Committee On 11th October, 2007 Conducted CSI Survey Achieved CSI 65.5 %. 5. Every three month Included info in upgraded portal and updated every 3 months for MOHE statistic/report. Statistics sent to for updating on Mac and December Submitted per request JBA is responsible for ICT Facility statistic - refer to PSZ portal: Facts & Figures ICT Facility CSI Committee PSZ City Campus KL All Departments Develop and maintain a knowledge culture (BSC-IP) 1. Instill values culture of nation building Morning briefing by KP/KJ 2. Adopt knowledge mgmt best practice; Implemented in January 2007( 5 min, 1st Monday morning of the month) On going for all departmentonce every week. All Departments PSZ City Campus KL 11

12 Develop and maintain a knowledge culture a. Establishment of KM Plan Content of the Knowledge K Resources Explicit eg. Policy, Circular, Minutes Meeting and tacit knowledge e.g Memory Corporate/Forum / Speeches/Librarian expertise 1 document Jan-March 2007 New Library Management System Requirements will includes KM as a component in Library Portal (Content Management) known as Digital Library Rooms. Content in the new portal are of KM based and will be enhanced from time to time. JBA Promote culture of knowledge sharing & organization learning - - Every May Within 1 month after attending attachment (BSC-IP) Book review (staff) Colloquium (staff) Book review done by Siti Nisrin (librarian) on 20 June 2007 PSZKL not yet started with the book review program and for the collquium, staff from PSZKL has not attended any seminar. PSZ City Campus KL 12

13 Develop and maintain a knowledge culture Making tacit knowledge explicit Corporate Memory for library staff Make it compulsory for library staff to attend the one at UTM level ( to be included in document / paper work ) 1 month before retirement Pending (To be reviewed in 2008) JPK Implement change program e.g enforcement of SPP Refresher course of SPP 2 times a year Refresher course not implemented. Replaced with: a. Focus Learning Service Challenge Award Competetion on 13 th Nov Two Corporate SPP was competed. (Winner : 2 st runner up). SPP Training Sponsor / All Departments (BSC-IP) b. UTM Institutional Repository (UTM-IR) has been implemented from Jan workshops was held from 16th Feb th Sept with 230 participants including academic staffs, librarian and support staffs. 13

14 Develop and maintain a knowledge culture 1. Provide infrastructure for knowledge management Programmes : a. Upgrade the existing KM system to be linked to PSZ portal a)100% access to user - [24 hours x 7 days] Link to cyberdocs document Year 2008 KM needed to be upgraded to new platform for better performance JBA b. Provide a high end server to support KM internally b) 1 server Using the existing Document Mgt server. JBA c. Identify link and URLs of other sources related to 7 P in UTM. At least 5 URL link to all 13 faculties and COEs in UTM per month c) Updates content related to all 13 faculties and COEs in UTM once a year. 177 url links received from all Liaisons as of December 2007 (BSC-IP) is not being done PSZ City Campus KL 2. Provide Resources on KM a. Enhancement of e-journals indexing and create URLs that could be accessible through OPAC Increment of indexed e-journals titles subscribed by PSZ up to 80% Serial Solution to aid in achieving more than 80% MARC journal record to Advanced 14

15 Develop and maintain a knowledge culture 1. Establish standards for operating effectiveness Programme : a. Identify critical process to be included in ISO process b. Benchmark with top 5 university libraries in Malaysia & Singapore a) Twice a year In process In process to include new process b) Every three year pending PSZ Skudai PSZ City Campus KL PSZ Skudai PSZ City Campus KL (BSC-IP) 2. Review performance against result Programme : a. Conduct continuous survey on Customer Feedback,Generic Skills Survey CSI - twice a year Conducted once in CSI 71.5% Conducted CSI Survey Achieved CSI 65.5 %. Feedback - reduce 20% complaint each year (customer feedback form) Received 21 customer feedback complaint form from Jan-Dis Decreased of 23.07% compared to % ocustomer complaints PSZ City Campus KL JSP Generic Skills Once a year (new series) in progress 15

16 Productive and efficient operations b. Online purchasing through batch processes b)investigate searching time for pre-order search (50% time reduction against manual process) Increased of total library collections by 5 % c. Develop Artificial Intelligence for original cataloging c) 100% complete for system design and development One of the feature in new Library Management System Unicorn/Symphony - Demonstration on Sirsi Dynix (Unicorn) LMS at PSZ on 22 nd February 2007 JBA (BSC-IP) d. Purchasing of index to e-journals 200 titles to be catalogue by each cataloguer and Assistant Library staff every month Implemented. d) Evaluate and propose to purchase selected software in 2007 Product demo done by Proquest on 25 July

17 Productive and efficient operations 3. Identify obstacles bottlenecks to performance Programme : a. Brainstorming on process improvement and conduct continuous workshop b. Enforcement of ICC (innovative,creative circle) to every unit in PSZ a) Twice per year In process b) Once a year One group(acquistion Unit) has completed and presented to management and will compete in the UTM s ICC 2008 PSZ Skudai PSZ City Campus KL CEPP BATC FAB JPK (BSC-IP) INFOLAN2 guidelines by NHDK in last stage preparation. (Note : Transfer of NHDK to on 2 July 2007). INFOLAN2 guidelines are in progress 17

18 Productive and efficient operations c. Review all library facilities (furniture,it & media facilities etc for improvement) d. Regular check-up for preventive failure (machines and other facilities) c) Every 5 years - Particitions have been provided and installed at JBA and. Under JPK is still in progress. - No feedback from Pej Harta Bina under the renovation of d) Based on scheduled plan (BSC-IP) Interval/scheduled inspection done by Library Assistant daily. Breakdowns reported to JBA. Scheduled windows updated process done by Automation Development Department technician. All Departments Performance improvement and high staff productivity conducive working climate a. 5S Practice Program to staff KPI L1 100% implemented by 2007 by In progress and will continue at 2008 (BSC-LG) 18

19 Performance improvement and high staff Productivity b. Upgrade counter service and showcase area KPI L2 1 proposal March 2006 Integrated suggestions on Reference Desk, counter and quality corner in the IR launching application.the suggestions have not been implemented by Pejabat Harta Bina during the IR launching. & JPK Renovation application being made on March 2007 and will be implemented at 2008 policies and programs on self-improvement 1. Professional staff a. seminar/conference/ courses/workshops KPI L3 50% of librarian -Twice a year inside UTM Achieved 100% -Once a year by external organizer Achieved 51.35% (BSC-LG) policies and programs on selfimprovement 2. Supporting Staff a. courses/workshops KPI L4 80% of staff attendance at least once a year Achieved 78.26% 19

20 Performance improvement and high staff productivity b. attachment program: KPI L5 1 person (librarian/staff) -2 weeks 0%. (low priority) c. Study visit to other libraries: KPI L6-40 person each trip -5 years in service to local IPTA/S -once a year A trip (30 staffs) to UTP,UPSI and UiTM on Nov 2007 has been conducted. (BSC-LG review current programs in performance appraisal a. award for best counter staff - certificate, extra SKT point etc KPI L7 -twice a year Not yet implemented SPP Committee / 20

21 Performance improvement and high staff productivity provide guidance, training and development opportunities to staff a. IT related courses KPI L8 50% of staff attendance -All staff Achieved 52.50% -Twice a year achieved 100% (BSC-LG) b. Training for trainers Teaching and Learning c.library Skill Classes KPI L9 50% of staff attendance -All librarians achieved 67.30% -During semester break achieved 100 % provide guidance, training and development opportunities to staff d. Leadership course for professional staffs (S48 & S44 ) KPI L10 50% of staff attendance -once for each officer achieved 72.22% 21

22 Note : Jabatan Perkhidmatan Maklumat Jabatan Sokongan Penyelidikan Jabatan Pembangunan Sumber Jabatan Pembangunan Automasi Jabatan Pengurusan Koleksi PSZ City Campus KL 15 Januari