The Interplay Between Functional and Projectized Technical Services Organizational Design Laura Sill and Nastia Guimaraes, University of Notre Dame OVGTSL Conference, May 22, 2017

Our Culture University Values: Integrity | Accountability | Leadership in Excellence | Leadership in Mission | Teamwork

Resource Acquisitions & Discovery Program (RAD) Program Director Our Organizational Design Resource Acquisitions & Discovery Program (RAD) Program Director RDDS Unit Head & Metadata Strategist ILLAS Unit Head & Collection Assessment Librarian DAS Unit Head RAD Project Management Librarian

Resource Description & Discovery Services (RDDS) Metadata Strategy Talent / Succession Planning Unit Administration Strategic Resource Discovery Mixed P/T-based Team Monographic Receipt and Discovery Transaction-based Team Serials, Holdings and Discovery Quality MARC based cataloging Metadata creation/enrichment for digital and archival content New metadata, descriptive and vocabulary standards Rare book/Special Collections cataloging Non-roman materials cataloging NACO contributions Monographic receipt, approval and invoice prep Donor relations, gifts intake and reporting MARC based copy cataloging and added vols./copies Recycle management and materials distribution Digital Quality Control Serials check-in, claiming Serials and e-resource cataloging Holdings maintenance (transfers, withdrawals, serial adds) Government documents cataloging & maintenance ServiceNow ticket resolution Collections Prep, e.g., Annex, Renovation

Interlibrary Loan & Acquisitions Services (ILLAS) Resource Acquisitions Collection Assessment E-Resource Life Cycle Unit Administration Request Fulfillment Transaction-based Team Mixed P/T-based Team Collection assessment Serials and e-resource life-cycle management, e.g., ordering, licensing, activation, support, renewal, etc. All acquisitions pay Monographic ordering Monographic claiming Invoice Pay backup Interlibrary Loan borrowing Borrowing returns/receives

Discovery & Access Systems (DAS) Systems and Data Analysis Discovery Strategy Mixed P/T-based Team Systems support: OneSearch/ND Catalog (Primo), FindText (SFX), Inventory Management/Annex, Aleph, Koha, ILLiad, OCLC Batch record loading Content enrichment via API Data integrity / Global changes E-resource patron support

Resource Acquisitions & Discovery Program (RAD) Program Director Our Organizational Design Resource Acquisitions & Discovery Program (RAD) Program Director RDDS Unit Head & Metadata Strategist ILLAS Unit Head & Collection Assessment Librarian DAS Unit Head RAD Project Management Librarian

Introducing Project Management

Project Management - One of LLAMA’s 14 New Foundational Leadership and Management Competencies http://www.ala.org/llama/leadership-and-management-competencies “Project management Leaders take deliberate steps to execute, monitor, analyze, and report on the progress of a work group charged with the creation of a unique product, service or result in order to deliver the on-time/on-budget results, learning and integration that the project and its stakeholders require.”

Transitioning from a Technical Services Librarian to a Project Manager Previous project management experience Project Management faculty PD Benefits of having a librarian in PMO

Project Management Office (PMO) at Hesburgh Libraries Virtual office Make up of the Office Primary responsibilities Project planning, execution, and communication Ownership of the project processes and practices Mentoring and coaching

Keeping Track of Projects and Enduring Commitments Variation in nature of work across divisional units Understanding capacity levels Providing bird's-eye view of work across division Tools Project request form JIRA Prioritization of projects

Project Examples Involving Technical Services Integration of the Archives EAD records into the discovery layer system Contribution of locally digitized content to HathiTrust Digitization projects In-house based Vendor based Renovation-related staff moves to a new library location Planning next year’s OVGTSL conference

Functional Managers and PMO Pre-2015: Functional managers had Primary assignments Duties as assigned (included management of ALL projects) ___________________________________________ Post-2015: Functional managers have Duties as assigned (includes management of SOME projects)

Alignment of Roles and Responsibilities Functional managers and unit supervisors Project managers Product owners

Relative Influence Functional / Matrix / Project Continuum Project Manager Influence in Decision Making Relative Influence Functional Manager Influence in Decision Making Functional Management Authority Matrix Management Authority Project Management Authority Adapted from Ford, R.C., W.A. Randolph. "Cross-functional Structures - a Review and Integration of Matrix Organization and Project-management." Journal of Management, 18 (1992): 267-294.

Functional Management 2015 Today Tomorrow? Project Management

THANK YOU Nastia Guimaraes Project Management Librarian 426 Hesburgh Library University of Notre Dame o: 574-631-3558 e: aguimara@nd.edu Laura Sill Program Director, Resource Acquisitions and Discovery Program 406 Hesburgh Library University of Notre Dame o: 574-631-4036 e: ljenny@nd.edu