Strategic Planning and the New Organization KYVL Alliance and Leadership Team Orientation July 8, 2011

Goals for today:  Launch the “new” KYVL organization  Introduce the strategic plan that will guide KYVL Background on the strategic planning process Elements of the plan What’s been accomplished and what’s next?  Explain the new structure Why an Orientation?

 Bring the two leadership groups together  Significant accomplishment in implementation of the plan  Steering Team retired and responsibility for the plan becomes part of regular operations rather than a special initiative  Acknowledge contributions and celebrate! Launch the “New” Organization

Introduce the Strategic Plan Background on the Strategic Planning Process

 Kentucky Virtual Library was launched November 1999  KYVL did not have a strategic plan  A strategic plan for KYVL was long overdue  Steering team and charge created early 2009  – Re-visioning at 10 years  Scheduled release for KYVL’s 10 th Anniversary – Why Strategic Planning?

Susan Brown -Transylvania University (AIKCU, FoKAL, Special Libraries) Carrie Cooper - Eastern Kentucky University (SAALCK, FoKAL) Tara Cooper - Union College (VLAC Chair, AIKCU, FoKAL) Charlene Davis - KDLA (Government Agencies, Public Libraries, Special Libraries) Elaine Harrison - Office of Education Technology (KDE, STLP, K-12) Kathy Mansfield – Kentucky Department of Education (K-12) [Planning Phase 3] Becky Nelson – Franklin County Schools (K-12) [Planning Phase 1 and 2] Sheree Huber Williams, Chair - Jefferson Community & Technical College (KCTCS, SAALCK, FoKAL) Enid Wohlstein - KYVL – Steering (Core) Team

The Strategic Plan Steering Team will examine the past and look to the future through the assessment of the ideals, operations and relationships of the Kentucky Virtual Library in order to create a three-year plan for the benefit of the Commonwealth. – Core Team Charge

 Ideals – including but not limited to mission, vision, KYVL’s role in serving the Commonwealth for the greater good  Operations – including but not limited to services, fee structure/budget, MOAs, structure of work groups and advisory council, structure of communication  Relationships – including but not limited to entities and individuals; end users and the "back end" (the structure that allows KYVL to accomplish its mission); communication - Definitions

Core Team stated KYVL is committed to:  Strong collaboration across libraries  Support of the needs of education, work and life in Kentucky  Communication, transparency and accountability Submitted final plan [Phases 1 and 2], endorsed by Virtual Library Advisory Committee, to the Council on Postsecondary Education November – Values & Assumptions

 Utilized Lyrasis member services, Scope of Work created and local consultants hired – Nancy Ward & Sharon Marcum, organization development consultants  Kickoff meeting in July, project schedule accepted  Survey and Focus Group questions created  Focus Groups and work sessions scheduled  Full Planning Team representing KYVL constituents formed - The Beginnings

Phase I: Who are we?  Identify core values, create organizational vision, formulate/validate organizational mission, conduct situation analysis and identify strategic issues Phase II: Where do we want to go?  Set goals, develop objectives, determine key indicators of success Phase III: How will we get there?  Develop and implement: priority strategies and action plans, progress reporting plan, and communication plan [Ward/Marcum] – Strategic Planning Components

Conducted a situation analysis that included:  an online survey with 417 respondents  9 focus groups in different regions across the state: Florence, Frankfort (2 - Ky Medical Library Assoc and Partners/Agencies), Hazard, Hopkinsville, Lexington (2), Louisville (2) – Gathering Feedback

Full Planning Team (38 members) working at each stage.  Conducted a situation analysis: including a SWOT analysis (strengths, weaknesses, opportunities, weaknesses) and an environmental scan (trends and best practices)  Finalized values, vision and mission  Drafted goals and objectives – Gathering Feedback

 Set goals and objectives  Established performance indicators for goals & objectives  Identified strategies for each objective  Defined relationships and dependencies of strategies to each other  Selected which strategies are highest priority  Began to develop action plans, including tasks/activities to be completed, person/team responsible and completion date for selected strategies  Began implementation Phases II & III

Introduce the Strategic Plan Elements of the Plan

Equitable Access We believe that all Kentuckians should have access to quality information regardless of economic status, geographic location or educational level or attainment. Lifelong Learning We believe knowing how to find, evaluate, and use information contributes to lifelong learning and improves the quality of life for all Kentuckians. Collaboration We are committed to working together to share resources and knowledge. Core Values

Efficiency We are committed to maximizing the use of resources. Professionalism We are committed to high quality services delivered with integrity, accountability and transparency. Core Values

 KYVL provides comprehensive and dynamic information resources for all Kentuckians.  KYVL is an essential component of Kentucky’s P-20 educational continuum and a valued partner in economic development.  KYVL is a model for innovative cooperation and best practices.  KYVL is known, sought, used and valued by all. Vision

The mission of KYVL is to provide all Kentuckians with equitable access to library resources and to a common foundation of quality online information for lifelong learning, working and living. Mission

GOAL 1: To be valued as the preferred information resource by all Kentuckians  Increase visibility to all Kentuckians  Minimize barriers to access and use  Increase usage of KYVL resources  Implement a statewide training initiative Goals & Objectives

GOAL 2: To have a common core of quality resources and services for all Kentucky libraries  Restore previous levels of database content to serve the broad needs of the KYVL community  Improve resource sharing  Support the migration to the next generation library systems and tools for Kentucky’s libraries Goals & Objectives

GOAL 3: To be an effective leader for the virtual library community throughout Kentucky  Increase transparency of KYVL operations and decision-making  Identify and implement virtual library best practices  Establish a system for regular assessment of organizational effectiveness Goals & Objectives

GOAL 4: To achieve adequate funding and sustainability  Implement a continuous process improvement system for operations  Increase effectiveness of organizational structure  Develop and implement a more effective funding model Goals & Objectives

 Priority objectives were determined Reviewed data collected Goal 4. Objectives 2 and 3 Goal 3. Objective 1 Goal 1. Objectives 1, 2, and 3 Goal 2. Objective 1 Priorities

 Implementation timeline developed Includes priorities only Includes strategies for each of these objectives Divided 3 years (July 2010-June 2013) into 6 month increments Timeline

Introduce the Strategic Plan What’s Been Accomplished? What’s Next?

 New funding model  Pulled people from earlier ad hoc group  Excellent work from Funding Subcommittee!  Transition plan #1 – Steering Team  Transition plan #2 – Steering Team  Funding Work Group established New organizational structure Thanks to Reorganization Subcommittee! Springboard for proposal sent to VLAC Transition of responsibility for the strategic plan What’s Been Accomplished?

 Training Work Group  Marketing Work Group  Accountability  Reporting  Communication plan  Collection development policy  Re-evaluate priorities  Continue implementation What’s next?

Explain the New Structure

 KYVL Alliance Advocacy Communication with the membership The New Organization

 KYVL Leadership Team Strategic plan implementation Charging and monitoring work groups “Work horse” The New Organization

 KYVL Work Groups and Committees Funding Work Group Marketing Work Group Training Work Group Additional work groups/committees – old & new The New Organization

Questions?