ELAINE MARTIN, D.A.DIRECTOR OF LIBRARY SERVICES

LAMAR SOUTTER LIBRARY: SEPTEMBER 2014

STATE OF THE LIBRARY

OUTLINE

• Where We Are Today• Department Updates• Fellows Task Force Updates• Grant Updates• Team Updates• New Teams• Lunch Break• Going Forward

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SINCE AUGUST 2013

• Impact of reorganization on services• What we have learned:• Some processes can be eliminated• Remaining processes can be further streamlined• Staff time and resources

• How to address these limits in 2014-2015 budget

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BUDGET PRIORITIESFY 2014-2015

• Staffing changes• Retirement announcements in Library Operations• Hire additional 03 staff• Recruiting 2nd Fellows Cohort

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WHERE WE ARE TODAY

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LSL OPERATING BUDGET FY09 TO FY15

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LSL OPERATING BUDGET TOTALFY09 TO FY15

• 2009 to 2014 the overall inflation rate is almost 11%• In the same time period the library budget has increased 2%

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OPERATING BUDGET: FY15

FY2015 budget compared to recent years budget

Staff FTE -26% from high-FY09

Payroll -14% from high-FY09

03 Hours -4% from high-FY09/FY10

Travel/Bus Mtgs -31% from high-FY09

Other Operating Costs

-18% from high-FY09

Resources +5% from high-FY11

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MISSION CRITICAL ITEMS NOT FUNDED IN THE OPERATING BUDGET SINCE FY2010

• Renovation work• approaching $100,000

• Professional development & Travel• approaching $120,000

• Business meetings/Events/Retreats• approaching $50,000

• Library software services and hardware• approaching $120,000

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CHALLENGES: UNFUNDED MANDATESIN FY14 & IMPACT ON FY15 BUDGET

• Salary increases• Fringe increase• Grade equity adjustments• Grade minimum increases• Professional• O3’s

• Renovation work• Single Service Desk

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CHALLENGES FY15: NEW ENGLAND JOURNAL OF MEDICINE

• Provide access for 5 UMass Campus and Clinical System• Vendor meeting in July indicated that cost structure will be

adjusted so that cost per use is closer to $1.18• 20% increase in cost each year for next 5 years

Usage Cost per Use

2011 2012 2013 2011 2012 2013

76,995 66,713 61,440 0.13 0.17 0.20

  -13% -8%  26% 17%

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CHALLENGES FY15 : NATURE

• Average cost increase in between 3% and 7%• The title, Nature, is increasing 6%; Scientific American is increasing 4%.• Nature Research and Review package is increasing 10.75%, up from

7.4% last year. • In an effort to convert more business to packages, Nature is decreasing

title by title discounts to a flat 5%. In previous years the discount went as high as 15% if an institution purchased over 11 titles.

Usage Cost per Use2011 2012 2013 2011 2012 2013

         186,809           163,846           181,674  0.50 0.60 0.56  -12% 11%   21% -7%

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NATURE ACADEMIC JOURNALS

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CHALLENGES FY15: RISING COST OF KEY RESOURCES: MD CONSULT

• MD Consult is discontinued as of December 31, 2014• Clinical Key is replacement product• 323% increase quoted FY12 to FY15

• EBook content now available on R2• Clinics and Journal content in Jan 2015

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FOCUS ON INNOVATION: OUTSIDE FUNDING

Ongoing•E-Science & Data Management•Public Health Information Access•PHPartners.org•Systematic ReviewNew•Informationist (Neuroimaging / data management)Completed•Women’s Health Resources•Informationist (Mammogram study)Submitted•eMental Health

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DEPARTMENT UPDATES

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LIBRARY OPERATIONS

• Bindery Process Outsourced• Ariel is dead and Article Exchange and Odyssey reign.• In Preparation for Kerry’s retirement:

• All documentation updated and posted to the intranet• Kerry’s tasks reviewed and reassigned• Paperwork completed to bring Kerry back to train new staff.

• Three per diems left this summer• Four per diems were hired to cover evenings and weekends as well as to

handle processing work in Interlibrary Loan (ILL) and Institutional Repository (IR). Start date was 9/8/14. • When initial desk, IR and ILL training is complete, per diems will be trained in

System work.• Supervisors meet each Monday to determine how per diem work will be

distributed – depending on priorities and staffing of that week.• Per diems will start “flying solo” on their weekend and evening shifts the week of

9/28/14.

• To accommodate staff and post docs who need 24/7 Library Access, we have developed an exception policy/procedure which will go into effect on October 1, 2014. 17

CLINICAL & EDUCATION SERVICES

• Reviewed Scopus (w/ RSC) and planned for MD Consult discontinuation• Off-site outreach includes:• Memorial Campus; Marlborough Hospital; Health Alliance

Hospital; Milford Regional Medical Center; Shriver Center; Commonwealth Medicine; Plumley Village; Family Health Center of Worcester; Barre Family Health Center

• House librarian activities including:• Greater involvement with Capstone project• Participation in Thanks-Advice-Giving gathering• Hosting House Cup and other house activities• House librarian column in house newsletter

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RESEARCH & SCHOLARLY COMMUNICATION SERVICES

• Departmental • Informationist Policy and RSCS Strategic Plan approval• IR-Digital Collections policy draft• 03 Justification for IR hours and weekly 03 hours meetings• Fellows’ Expert Searching Session One and RSCS Syllabi• Scopus/WoS evaluation/recommendation/training• RSCS web page and related pages updates• LibGuide reorganization and updates (NIH, Copyright, Research Data Management Resources)• Benchmarking for Cancer Biology, Cell & Developmental Biology, Neurobiology• MoU for journal publishing developed (via Journal of Global Radiology)

• Outreach and Instruction• Digital Collections/Digital Publishing• Informationist Work• Data Management

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TECHNOLOGY INITIATIVES

Web Site and Intranet Development• Completed a number of Web projects during the year:

• Added the New England Collaborative Data Management Curriculum (NECDMC) on the LSL website

• Provided software support for the OMHA/AIDS exhibit Web site• Completed the UMMS Timeline (OMHA) for the Web site.• Began planning for a redesign of the e-Science• Added a “Featured Librarians” spot on the library home page• Provided software support for the Public Health Information Access (PHIA) website

 Library Technology• Worked with the Archives System Task Force to recommend an Archive Management System• Library staff to expanded implementation of the new Library Intranet• Worked with IT to setup several Microsoft Surface computers running Windows 8.1 for several

staff members• Began implementation of the Beta version of the OCLC Knowledge Base to support access to

electronic resources. In addition, Bob is sending monthly holdings updates to OCLC to improve accuracy of our holdings information.

Support for Library Fellows Program• Worked on the development and implementation of Systems Curriculum• Martha completed the Systems Rotation as part of her Fellowship.

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ARCHIVES

• Outreach• Events include: lunchtime panel discussions e.g. History of UMMS AIDS

Research and Care; History of the Hospital• NLM poster exhibits • UMMS online Timeline, 1962-present• MassBiologics online History and Timeline• Window displays on UMMS History                                               

• History of UMMS  • Teaching       • Oral Histories (current total: 126)• Publications; e.g. online history of UMMS,

http://escholarship.umassmed.edu/umms_history/1/  • Archives Management• Reference services • Staff management• Collection Management

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NN\LM NER

• Option Year started May 1, 2014• Focus Outreach Area: New Hampshire• Numerous initiatives

• Community of Interests• Community College• K-12• Medline Plus Connect• ClinicalTrials.gov

• Upcoming Trainings:• Oct 7: Hospital Library Chat: Partnership at the Point of Care• Oct 9: RML-NLM-MLA 2014 Update• Oct 29: HealthIT: Librarian Super Users

• Fellows Rotations Completed• Martha June • Molly August

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FELLOWSTASK FORCE UPDATES

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CURRICULUM TASK FORCE

The Curriculum Task Force was formed to develop a two year curriculum for the Fellows Program that would provide a comprehensive range of experiences resulting in a broad foundation in health sciences information services.

Members: Jane Fama (Lead), Judy Nordberg, Vivian Okyere, Catherine Carr, Rebecca Reznik-Zellen, Mary Piorun, Martha Meacham.

Accomplishments:• Developed an updated curriculum at a glance• Added two expert searching modules to the program• Coordinated the development of rotation syllabi• Mapped curriculum to MLA competencies• Developed a two-year evaluation schedule• Process for documenting changes to program• Expanded rotation timetable to include a second cohortNext Steps:• Public presence for fellows program on website• Prepare for second cohort to start in January 2015

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REFERENCES SERVICES TASK FORCE

The Reference Services Task Force was formed to develop a plan for an appointment based, consultation reference service to replace the current triage/pager model.

Members: Len Levin (Lead), Jane Fama, Kerry Mayotte, Nancy Harger, Molly Higgins, Sally Gore

•Tasks completed:• Post-pager reference procedures• New service/education tracking log• Librarian profiles on eScholarship• Monthly Morning Report & Journal Club• Online barcode registration• New reference consultation area with PC and large-screen monitor

•Final task• Establish “Reference Roundtable” as part of new fellow

Foundations module.

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RESEARCH TASK FORCE

The Fellows’ Research Projects Task Force was formed to provide research guidance to the Library Fellows and other librarians. The role of the group has expanded to create a “culture of research” at the Lamar Soutter Library.

Members: Penny Glassman (Lead), Ellen More, Lisa Palmer, Kristine Sjostedt, and Bob Vander Hart.

•Research Projects Database (Completed)•Research Guidelines (Ongoing)

– Updated the document from the LSL Research Committee from 2007. New document specifies the Criteria for Research Projects, Approval Process, procedures for Progress Reports.

– Planning additional updates to incorporate redefined role of Task Force during research projects, Fellow selecting mentor for research, and new institutional policies.

– Martha started research project. Molly starts October 1st.•Journal Club (Implemented)

– Investigating ways to improve evaluation of the Journal Club sessions and focus more sessions on building a “culture of research”.

•Culture of Research (Ongoing)– Highlight the benefits of research– Offer educational Opportunities.

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GRANT UPDATES

PUBLIC HEALTH INFORMATION ACCESS PROJECT

This year’s accomplishments• Expansion– Added 3 new states: WV, WA, and UT – Added new resources: journals, reports, books,

newsletter– Added new support staff: Molly

• Evaluation– Article published in Am J Public Health, Jan 2014– Started 2nd round of formal assessment

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eScience PROGRAM

• New England Collaborative Data Management Curriculum (NECDMC) published in November

• E-Science team taught 2 Train the Trainer “Teaching Research Data Management with NECDMC” workshops in Nov. 2013 and May 2014

• NECDMC was presented at ALA, RDAP, and MLA meetings and at CLIR/DLF webinar

• Sixth annual e-Science Symposium held in April• Sixth Science Boot Camp in June, held at the University of

Connecticut• Teaching Scientific Data Management class at Simmons this fall (3rd

iteration)• Sixth issue of the Journal of eScience Librarianship to be published

this fall• User studies of e-Science Portal being conducted, planning for

redesign• E-Science Program Advisory Board exploring new collaborations 29

eMENTAL HEALTH

• Original “eMental Health in Central Massachusetts” created in 2004 through NLM grant.• Grant application currently in submission, also

through NLM, through collaboration with Dr. Joanne Nicholson, Department of Psychiatry• “Bridges to Health Information for Individuals with

Serious Mental Illness”• Dynamic, interactive tool designed to improve access to

information for person with SMI.

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WOMEN’S HEALTH RESOURCES DISSEMINATION OUTREACH PROJECT

• Collection Additions: Natural Standard, Menopause, books on women’s leadership• Significant additions and redesign of Women’s Health Outreach Guide• 11 new researchers added to eScholarship@UMMS women’s health collection for

a total of 25.• 7 Women’s Health Briefs produced and distributed to over 1,500 people monthly• Distributed information and helped at the Women’s Health Month event• Consulted with the Office of Faculty Affairs about UMMS mentorship program• Len and Martha started and will continue to work on a systematic review with

Tiffany Moore Simas on leadership programs for women in academic medicine.• Held event “Say What? Effective Communication to the Media and Beyond“ with

Karen Weintraub• Helping sponsor Science Café Woo event “You’re the Expert” • Throughout the year there was extensive marketing, outreach and evaluation• Posters about project being presented at NAHSL and the CTSA Annual Symposium• Expect and preparing for 3rd RFP. Hope to continue work on this project into the

future

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PH PARTNERS

Recent Activities:•Working with the Public Health Foundation to publicize the process for revising the Core Competencies for Public Health Professionals•Utilizing social media tools•Implement responsive design for PHPartners.org •Updating brochures•Attending the Greater Worcester Region Community Health Improvement Plan Community Gathering and Update•Working on the development of a Public Health Informatics topic page•Co-teaching a webinar, Public Health and Disaster Management Resources from the National Library of Medicine, for the NER Health Care Workforce Community of Interest•Participating in APHA’s National Public Health Week (NPHW) 2014•Presentations and exhibits

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SYSTEMATIC REVIEWS

• Nancy H., Catherine and Len now trained in SR protocols through the University of Pittsburgh workshop.

• Current reviews include:• “Oral Health for Developmentally Disabled Persons”, Nancy H.

(w/ Shriver Center PIs)• “Post-Partum Depression”, Len (w/ Dept. of Psychiatry authors)• “Cough Guideline Updates”, Nancy H. (w/ Judy and Dr. Richard

Irwin)• “Women’s Leadership in Academic Medicine”, Len (w/ Martha

M. and Dr. Tiffany Moore Simas , Joy McCann Fellow)• “Promoting Breast Cancer Screening”, Sally Gore (w/ Mary

Costanza and Roger Luckmann)

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ONGOING TEAM ACTIVITIES

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WEB ADVISORY BOARD

• April: Implemented a tabbed search box on the library home page.

• May: Developed a “Featured Librarian” block that is similar to the “Featured Researcher” block that randomly appears on the left sidebar of the LSL website.

• August: Molly led a morning report discussion on the “LibGuides Best Practices” LibGuide, a site intended to help LibGuide authors address possible issues with navigation, layout, etc.

• September: Currently meeting to address the news/events/announcements function of the library website.

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SOCIAL ISSUESFINANCIAL REPORT

MARCH 2, 2014 – SEPTEMBER 1, 2014

Balance as of March 2, 2014: $ 801.87Total Donations collected $ 0

Events 6 3 Staff leaving 1 Sympathy donations 2 Get Well basketsMoney Spent Gifts/cards $ 526.23 Food $ 133.18 Supplies $ 50.11

Total Spent $ 709.52 Balance as of September 1, 2014 $ 92.35

Team members: Cheryl, Meredith, Joe

Kick off breakfast held Friday Sept 19th.36

CULTURAL EVENTS

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ELECTRONIC RESOURCES TASK FORCE

Members: Mary Piorun (Chair), Marianne Siener, Sally Gore, Len Levin, Molly Higgins, Bob Vander Hart•Charge: Provide a comprehensive review of the current electronic databases, e-journal and e-book collections, and standing orders. Time Frame: Cost/Usage 2011-2013•To Date:

• Identified a format for statistical data to be presented to Management Team for initial discussion and review. • Obtaining usage data• Compiling analysis

• Identified information to be included in departmental analysis based on usage data

•Next Steps• Complete analysis• Share reports/data with departments

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NEW TEAMS

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COLLECTION ASSESSMENT TEAM

Members: Len (Chair), Mary (Champion), Penny, Vivian, and Molly 

The Collection Assessment Team will a) identify partner libraries with whom we can compare collections and b) use the “OCLC Analytics” tool to create reports showing these comparisons.  The final report of this team will identify strengths and weaknesses in our collection, a summary of unique titles or collections that are held by the LSL and recommendations for weeding the print book collection as well as future collection development guidelines for print books.

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LEAN INITIATIVES

• “White Belt” Certification• Circulation interactions• Bindery processes• Institutional repository workflows• Unmediated interlibrary loan services

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SUMMARY

• Currently in a no-growth economy• Cuts to health care and research

• New Normal

• Library continues to expand services• Participating on teams, task forces, and

committees• Moving forward

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LUNCH

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ELAINE MARTIN, D.A.DIRECTOR OF LIBRARY SERVICES

LAMAR SOUTTER LIBRARY: SEPTEMBER 2014

GOING FORWARD

LIBRARY REORGANIZATION

• Why undergo a reorganization again• Budget• Staff turnover• Significant changes in work• Significant changes in priorities• Completed last strategic plan

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CURRENT STRUCTURE

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FUTURE STRUCTURE

Name Change & Vacancy

Change in Reporting

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ASSOCIATE DIRECTOR FOR EDUCATION & RESEARCH

• New position to be posted October 1, 2014• Handout

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STRATEGIC PLANNING

• Past Planning• 2006-2009 w/ Maureen Sullivan and Team Format• Seamless Service• Organic Library• Partnerships and Collaboration• Collections & Resources• Education• Marketing

• 2010: What the library will look like in 2015? Appreciative Inquiry & Scenario Format• Services• Resources• Library as Place

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STRATEGIC PLANNING CONT.

• Traditional planning process• Shift from operations and tasks to vision

• Work with Maureen Sullivan• All staff participation• Begin in January 2015• New Management Team• 2nd Cohort of Fellows• Fellows administration rotation project – background

work• New strategic planning teams formed

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QUESTIONS / DISCUSSION

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