enhancing writing skills for librarians and information professionals
TRANSCRIPT
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
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?
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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)
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“… 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
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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
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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
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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
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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:
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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
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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
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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
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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
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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
Redesigned library
1. Renovated building and
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
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 reqtswith the
dean of the coll. of engg
3.2 Acquire equipment
3.3 Deliver and install
new equipment
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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
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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
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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
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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
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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)
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Components of a Project Proposal
• Project Organization
Project 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
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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
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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
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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
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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
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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
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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