roll-out of the nyu hsl website and drupal cms

TheNewHSLWebsiteandDrupal

Planning,Marke<ngandAssessingtheRoll‐out

“NameoftheGame”

ContentExperts(Librarians

&LibraryStaff)

DrupalDrupalisawebcontentmanagementsystem(CMS)•  Itwillenablelibrarystafftoeditcontentonthewebsitethemselveswithanyprogramming

•  Directlyconnectsthecontentexpertstothecontent

PerceivedNeed

WebServicesstaff•  TheboQlenecktogeRngaccurateand<melyinforma<onpublishedontheHSLwebsite

•  Nego<a<ngcontentandexecu<ngupdatestakes<mefromotherprojects

Otherlibrarystaff

•  Discouragedfromkeepingcontentuptodate

•  Hesitanttoreferpatronstothesite

PerceivedNeed

Patronsoccasionallyfind“orphaned”pages.

Otherpeerins<tu<onsareusingCMSes.

Goals&Outcomes

Agoodplacetostart…

HSLMissionStatement:

“ThemissionoftheNYUHealthSciencesLibrariesistoenhancelearning,researchandpa<entcarebymanagingknowledge‐basedresources,providingclient‐centeredinforma<onservicesandeduca<on,andextendingaccessthroughnewini<a<vesininforma<ontechnology”(HSL).

Goals&Outcomes

HSLMissionStatement:ThemissionoftheNYUHealthSciencesLibrariesisto

–  enhancelearning,researchandpa<entcarebymanagingknowledge‐basedresources,

–  providingclient‐centeredinforma<onservicesandeduca<on,

–  andextendingaccessthroughnewini<a<vesininforma<ontechnology.

Goals&Outcomes(External)

Goal#1Toensurethedeliveryofauthorita<veinforma<onresourcesforallaspectsofbiomedicalresearchatNYULangoneMedicalCenter.

Patronswillbeabletoquicklylocateelectronicresourcesonthewebsite.

Goals&Outcomes(External)Goal#2ToensuretheHSLwebsitepublishesthemostcurrentandaccurateinforma<onabouttheLibraries’ownservicesandpolicies,inkeepingwithitsmissionto“provid[e]client‐centeredinforma<onservicesandeduca<on”(HSL).

Patronswillbeabletoquicklylocateinforma<onaboutthelibraryandit’spoliciesandservicesonthewebsite.

Usagesta<s<csoflibraryservices&resourcesaccessedviathewebsitewillexperienceameasurableandsustainedincrease.

Goals&Outcomes(Internal)

Circula<on&Referencestaffwillreferpatronstothewebsiteastheauthorita<vesourceofcurrentandaccurateinforma<ononthelibrary’spoliciesandservices.

Goal#2ToensuretheHSLwebsitepublishesthemostcurrentandaccurateinforma<onabouttheLibraries’ownservicesandpolicies,inkeepingwithitsmissionto“provid[e]client‐centeredinforma<onservicesandeduca<on”(HSL).

Goals&Outcomes(Internal)

Goal#3Tomaximizethelibrary’sinvestmentofbothtechnologicalandhumanresourcesintoawebCMS,to“manag[e]knowledge‐basedresources”availablethroughtheHSLwebsite(HSL).

Managingcontentonthewebsitewillnotundulydetractfromstaffcontributors’primaryworkresponsibili<es.

GemsofWisdomfromtheLiterature

•  AnImplementa<onTeamneedstobecomposedofpeoplewithauthoritywithintheorganiza<on(Goodwin,Burford,andBedard55).

•  Changeagentsanddepartmentaladvocatesneedtobeiden<fiedandu<lizedforkeytasks(Miller51).

•  Permissionswithinthesystemshouldbegrantedaccordingtofunc<onal,nothierarchicalroles(BramscherandButler18).

•  WYSIWYGeditorsshouldreflectdesiredpagecontent)andshouldnotone‐size‐fits‐all(BramscherandButler23.

•  Qualitydocumenta<onandtrainingarepillarsofacommunica<onstrategythatconnectsqualitycustomerservicetochangesinstaffworkflow(Boiko431;Goodwin,Burford,andBedard58).

Budget

SunSolarisServer $2855Drupal6.9Sonware $0

WebTeamFTE ~600+hrs

OtherFTE ~200+hrs

CoreProjectStaffWebServicesLibrarian(ProjectLead)–EmilyMolanphy•  LeadingtheHSLWebTeaminclarifyingandrevisingtheCMS’sdesiredfunc<onalityand

design•  Contribu<ngtothedesignandexecu<onoftheCMS•  Iden<fyingandassigningtaskstoProjectTeam•  Technicaltroubleshoo<ng•  Teachingtrainingsessions•  Designingtrainingcurriculaanddocumenta<on

WebServicesManager–ChristopherEvjy•  Par<cipa<ngintheHSLWebTeam,clarifyingandrevisingtheCMS’sdesiredfunc<onalityand

design•  Contribu<ngtothedesignandexecu<onoftheCMS•  Technicaltroubleshoo<ng•  Teachingtrainingsessions•  Designingtrainingcurriculaanddocumenta<on

Programmer–VikramYelandou•  AuthoringPHPcodetoextendDrupal’sfunc<onalitytomeettechnicalrequirements•  Extremetechnicaltroubleshoo<ng

RoughTimeline

Design&Implementa<on

Summer2008–March2009

Refining&EnteringIni<al

Content

April2009

LAUNCH!!!

May1,2009

BetaPeriod

May–Sept2009

DecommissionOldWebsite

Sept1,2009

SWOTAnalysisStrengths• Well‐qualified,dedicatedpersonnel• ProjectstronglysupportedbyAdmin• SupportofHSLMarke<ngTeamtoexecutemarke<ngplan• SupportofLibraries’systemsdept.tohandleserverenvironmentconfigura<onandmaintenance

Weaknesses• Complicatedserversonwareandhardwareconfigura<oncouldresultindelays• Drupalsonwareisnotcontractuallysupported;problemsmustbeworkedoutindependently• Vacantleadershipposi<onswithintheLibrarieswillslowcontentcrea<on

Opportuni2es• Collabora<onpossiblewithIns<tu<on’sWebTeam(alsousingDrupalsonware)• WebTeamcancontributecustomcodebacktotheDrupalopensourcesonwarecommunitytobenefitotherusers

Threats• Pooreconomicenvironmentcouldresultinsuddenstaffingcutbacks

Marke<ng

Incrediblydiversepatronage

and

don’tforgetthestaff!

Marke<ngGoals&Outcomes

Goal#1Increaseusageofthelibrary’swebsiteoverthenextyear.

Thenumberofuniquevisitorstothelibrary’shomepagewillincreasemeasurablyoverthenextyear.


Goal#2Increaseawarenessoflibraryservicesofferedviathewebsiteovera2yearplanninghorizon.

HSLReferenceLibrarianswillexperienceadecreaseincallstotheReferenceDeskconcerninglibrarypoliciesandservices.

HSLpatronswillaQendmorelibraryinstruc<onclasses.

Marke<ngGoals&OutcomesGoal#3PromotetheLibraries’image/roleasinforma<onexpertswithintheins<tu<onsitserves.

Theamountofmoneythelibraryreceivesindona<onswillincreasesubstan<allyoverthenext5years.

Thenumberofpartnershipsandcollabora<veprojectsbetweenlibrariansandfacultywillincreasesubstan<allyoverthenext2years.

Publicityoutletswithintheins<tu<onstheHSLserveswillmen<onthelibrarymorefrequently.


Goal#4Connectaddi<onaldemandsonstaff<metoimprovementsincustomerservicetopatrons.

Staffwillfeelempoweredbytheknowledgetheyaremakingaposi<veimpact,asopposedtofeelingencumberedbytheaddi<onalworkload.

TargetAudiences

External•  1st,2ndand3rdyearMedicalStudents•  DentalStudents•  Residents•  PostDoctoralStudents•  MedicalFaculty•  DentalFaculty

Internal•  Librarystaff•  LibraryAdministra<on

Marke<ngTac<c#1(External)

Producinganddistribu<ngfliers&bookmarks•  Start/enddates:3/23–4/30•  Cost:

–  ~9FTEhours–  ~3PTEhours–  Bookmarksprin<ngper1000

•  $275single‐sided•  $375double‐sided

–  Fliersprintedin‐house•  $.075percolorcopy•  $17.50perreamofpaper(500pages)•  Totalfor2000=$220


Designingandpos<ngFeaturesBannercontentonnewwebsite

•  Start/enddates:3/23–4/6•  Cost:~5FTEhours


ConfiguringHSLpatroncomputers’webbrowsersanddesktopbackgrounds



Composepostsandar<clesfortheHSLSupplementblog,theHSLReportmonthlymassemailandtheNewssec<onofthenewwebsite

•  Start/enddates:3/23–4/10•  Cost:~6.5FTEhours


Composear<clesfordepartmentalnewsleQers•  Start/enddates:3/23–4/30•  Cost:~7FTEhours


EncouragePublicServicesfacultyliaisonstopromotethewebsiteintheirinterac<onswithfacultyandincludethewebsiteintheirinstruc<oncurricula.

•  Start/enddates:3/23‐ongoing•  Cost:ongoingFTEhours


TwiQerawebsite“featureoftheweek”for6weeks.


Marke<ngTac<c#8(Internal)

StaffLaunchParty•  Start/enddates:4/9–4/16•  Cost:– ~24FTEhours(if20staffaQendanhour‐longparty)

– ~$300

Marke<ngTac<c#9(Internal)

PresentnewwebsitefeaturesatmonthlyLibrariansMee<ng

•  Start/enddates:4/1–AprilLibrarian’sMee<ng

•  Cost:~3.5FTEhours

Budget

•  ~57FTEhours•  ~3PTEhours•  Totalexpenditures:~$795or$895(dependingonprin<ngop<ons)

MockupsFeaturesBanner

Bookmark

Assessment

Outcomes(inorderofeaseofdatacollec<on)1.  Usagesta<s<csoflibraryservices&resourcesaccessed

viathewebsitewillexperienceameasureableandsustainedincrease.

2.  Patronswillbeabletoquicklylocateelectronicresourcesonthewebsite.

3.  Patronswillbeabletoquicklylocateinforma<onaboutthelibraryandit’spoliciesandservicesonthewebsite.

4.  Managingcontentonthewebsitewillnotundulydetractfromstaffcontributors’primaryworkresponsibili<es.

5.  Circula<on&Referencestaffwillconfidentlyreferpatronstothewebsiteastheauthorita<vesourceofcurrentandaccurateinforma<ononthelibrary’spoliciesandservices.

AssessingOutcome#1Usagesta<s<csoflibraryservices&resourcesaccessedviathe

websitewillexperienceameasureableandsustainedincrease.

•  Datacollectedfrom4servicesincluding–  TTX:Helpline,eResourceLine,AskaLibrarianandLiteratureSearch

Requests–  ILL/DDS

•  Datawillbecollectedandanalyzedin3key<meperiods–  Bythenewsite’slaunchdateofMay1,2009datawillbeextractedfor

thetwelvemonthspriortothatdate.–  Monthlyduringthe4monthBetaPeriod–  Monthlyfor6monthsanertheoldsitehasbeentakendownandthe

transi<oniscomplete

AssessingOutcome#2

Patronswillbeabletoquicklylocateelectronicresourcesonthewebsite.

•  Par<cipantobserva<on(Brophy205)•  Non‐randomsamplegroupwillbecomposedofuserswho

iden<fiedthemselvesinthelibraries’ini<alNeedsAssessmentSurveyaswillingtohelpthelibraryfurtherimproveit’sweb‐basedservices.

•  Theywillbegiven5taskstoaccomplishfromapoolof10.Taskswillbetailoredtoascertaintherela<veeasewithwhichtheusercan:–  accomplishbasicstepsintheresearchprocess–  findinforma<onaboutthelibraryitselfanditspolicies–  findanduselibraryservicesofferedviathewebsite

AssessingOutcome#3Patronswillbeabletoquicklylocateinforma<onaboutthelibraryand

it’spoliciesandservicesonthewebsite.

•  TheWebTeamwillrunaFactHunt&Surveyoffthewebsite’shomepagefor2weeksanertheMay1stlaunch.

•  Five$20gincardsfromthelocalcoffeeshopwillbeofferedtoen<ceuserstopar<cipate.

•  Afactwillbeaskedoftheuseraboutthelibraries’loca<ons,libraryservices,accessingelectronicresourcesorlibrarypolicies.

•  OncetheyhaveananswertheywilllinktoaSurveyMonkeysurvey,submititandfilloutasurveyabouttheirprocessandexperience.

•  Par<cipantswhoanswerwiththecorrectfactandsubmitacompletedsurveywillbeenteredintoadrawingforthegincards.

AssessingOutcome#4

Managingcontentonthewebsitewillnotundulydetractfromstaffcontributors’primaryworkresponsibili<es.

•  ThisoutcomewillbeassessedbyadministeringandanalyzingtheresultsfromtheCMSUserSurvey.

•  DistributedviaemailinthefirstweekofJune,onemonthanerthesite’slaunch.

•  CreatedbytheWebServicesLibrarianusingSurveyMonkey.•  Ques<onswillcover3areas:

–  Howstafffeelaboutthesystem,overall–  Usability–  TheaffectthenewCMS/websitehasontheirwork

AssessingOutcome#5Circula<on&Referencestaffwillconfidentlyreferpatronstothewebsiteasthe

authorita<vesourceofcurrentandaccurateinforma<ononthelibrary’spoliciesandservices.

•  ProgresstowardthisoutcomewillbeassessedthroughtheuseofwhatBrophyreferstoasadiarystudythatwillbetwoweeksindura<on(202).

•  Twoinputformatswillbemadeavailabletopar<cipantstomaximizethenumberofresponses:–  ASurveyMonkeysurveywillbethepreferredmethod.TechnicalStaffwillplacealinkto

theformoncomputerdesktopsatallservicepoints,acrossallloca<ons.–  Onepageformswillbedistributedinprinttothosethatrequestthem

•  Eachdiaryentrywillinclude:–  Date&<me(automa<callypopulatedonwebform)

–  Typeofpatronreferred

–  Informa<on,policyorservicepatronwasreferredto

–  URL

–  Notesonreferral(op<onal)

Con<nuousAssessment

External•  Sta<s<csfromtheTTXandILLsystemsshouldbeanalyzed

onanannualbasis.•  Abiannualusersurveycouldmeasurehowwellusersare

findinge‐resourcesandinforma<onaboutthelibraryonthewebsite.

Internal•  AshortsurveycouldbeaQachedtostaff’syearlyevalua<on

tomeasuretheCMS’simpactontheirwork.•  Circula<onManagerswhocanrunadairystudyforaweek

everytwoyearstomeasurewebsitereferrals.

Conclusion

FromhQp://www.magicity.com/images/1ApplauseCard.gif

WorksCitedBoiko,Bob.“RollingOuttheSystem.”ContentManagementBible.2nded.Indianapolis,IN:

WileyPublishing,2005.429‐450.

Bramscher,PaulF.,andJohnT.Butler."LibDatatoLibCMS:OneLibrary'sEvolu<onaryPathwaytoaContentManagementSystem."LibraryHiTech24.1(2006):14‐28.

Brophy,Peter.MeasuringLibraryPerformance:PrincipalsandTechniques.London:Facet,2006.

Goodwin,Susan,NancyBurford,andMarthaBedard."CMS/CMS:ContentManagementSystem/ChangeManagementStrategies."LibraryHiTech24.1(2006):54‐60.

Miller,Ron."ExpertTipsonImplemen<nganEnterpriseContentManagementSystem."EContent30.8(2007):48‐51.

NYUHSL.“UserCodeofConduct.”NewYorkUniversityHealthSciencesLibraries.Jul.2003.NewYorkUniversityHealthSciencesLibraries.24Feb.2009<hQp://library.med.nyu.edu/library/libinfo/conduct.html>.

roll-out of the nyu hsl website and drupal cms

Technology