Dunn & Wilson scholarship project 1995

Observation Data

Sandra was intensely involved with the finalisation of a draft activity plan for the implementation of the INNOPAC serials module. The plan was a very detailed timetable from November 1995 to January 1998 covering the training of staff, human resources, equipment, occupational health and safety issues, data entry, and the changeover from a manual to an automated system. Sandra consulted with a member of staff in a branch library about an issue which she thought would affect branch libraries and she met with the acting serials manager to discuss the document which was also to be used as a basis for discussion with staff about their respective roles in the serials section. Sandra made some adjustments to the plan based on that discussion. They discussed their roles and decided that it was appropriate for Sandra to lead the implementation project in the serials section. They then discussed the agenda for the meeting with staff which was to be held on the following day. Throughout this interaction it was very evident that Sandra had a clear grasp of both the serials and the system issues involved in the changeover.

At the meeting in the serials section to discuss the activity plan, Sandra spoke about the two systems (manual and INNOPAC) running in parallel and acknowledged the staff's achievement in cleaning up records before automation. She informed them that she would be the project leader in relation to serials data entry. Sandra emphasised that the data entry activities must not get in the way of client services. She was also very clear about the acting serials manager continuing in that position, as she would be working with the director of management services, and was enthusiastic about future developments involving the new (INNOPAC) system. She spoke of the need for a flexible approach to training needs and said she would set up a system for recording ideas in relation to work flows. She gave staff ample opportunity to ask questions about the timetable and about the new system, and to contribute to problem solving, for example how to handle certain titles. Sandra also informed them that priorities might change as the implementation proceeded and therefore timetabling would have to change. Before the meeting closed, Sandra checked that everyone had a clear idea of what was going to happen. Throughout this meeting, Sandra demonstrated her commitment to staff involvement in the implementation process.

Sandra made copious notes about relevant issues in relation to worksheets and timetabling at the meeting of the system technical committee (which comprised Library-wide representation plus the INNOPAC implementation team), She gave some input in response to questions about worksheets. Sandra had worked with the team leader in preparing a discussion paper about record templates in the INNOPAC system which was presented by the team leader. This paper outlined the purpose of templates, listed the type of records, posed some of the questions that needed to be addressed, outlined work flow considerations, and made recommendations for future action. Sandra was to be involved in some follow up to make policy recommendations to the technical committee regarding number of templates, content and standards. Sandra provided feedback about the first meeting of the labels committee which she chaired and which was representative of all campuses and relevant areas of the library. Sandra stated that advice and samples were being sought from suppliers and from another university library, and that the work should be completed by the end of January. Again this input (discussion paper and feedback from meeting) indicated that Sandra had a clear grasp of the INNOPAC system and of library procedures. Immediately after the meeting Sandra followed through on a request from the meeting that she find out the dates of the long vacation.

Sandra was involved in activities related to data entry in order to customise the INNOPAC system for the library's use: planning for the entery of leading articles therefore she asked another member of staff to check the paperwork beforehand; identifying what was needed and who could provide information about the frequency of serials. At one point Sandra could not get to where she needed to be in the INNOPAC system therefore she called upon her supervisor. This revealed a willingness to acknowledge her own limitations and to ask for assistance. They both tried to replicate the problem and failed therefore Sandra immediately sent an e-mail to the INNOPAC consultant.

Sandra also met with a member of staff from the serials section about binding and asked her to compile a list of questions for the INNOPAC trainer which would also be used during the training sessions for library staff.

Sandra made a presentation to staff from branch libraries with the aims of: sharing information about progress in relation to the INNOPAC system; starting them thinking about work flows; and introducing them to the serials and acquisitions modules. Sandra emphasised that it was only an introductory session and that there would be more detailed training later. She presented nineteen overheads to support her presentation in which she informed them about the structure and organisation of INNOPAC with an emphasis on files, records, fields and codes. Finally, Sandra presented the activity plan on an overhead and discussed the implications. Throughout the presentation she was open to questions and revealed a flexibility in that she was not firmly committed to any particular approach or strategy. For example, when asked whether they would close roneos, Sandra said it was up to them, however, she did advise that they not duplicate work and that they held on to roneo cards for control purposes until they were sure that all information was in the holdings field of the INNOPAC record. When closing the session, Sandra said they could contact her by e-mail about any questions arising. Sandra was well prepared for the session, was very clear about its aim and maintained her clarity throughout; she was obviously well versed in the principles of good presentation.