Strategic Action Group 3: Collection Licensing Subgroup (CLS) Orientation Webinar June 25, 2013 University of California Libraries Systemwide Advisory Structure

Overview  Current UCL Advisory Structure ( June 2013)  Goals of the Revised Structure  Service Development Lifecycle  Revised UCL Advisory Structure (July )  Membership  Transition Process  Priority Activities 2

3 Current UC Libraries Advisory Structure (July 1998 – June 2013)

4

Goals of the Revised Structure  Support UCL shared library services throughout multiple stages of development: strategic planning, design, implementation, operations, and continual improvement.  Promote effective collaboration, communication and project management relative to shared library services.  Further the priorities determined by the Council of University Librarians and set forth in the UC Libraries Systemwide Plan & Priorities. 5

6 Service Envisioning Generate ideas for new services and improvements to existing service; innovation Suggest processes, systems Service Strategy & Design Identify users and their needs Determine specs, technology Secure resources Define processes, systems Service Implementation Build, validate, test service Plan and coordinate training Transition from project to production Service Operations Deliver service on ongoing basis Investigate, implement regular improvements Stages of Service Development

7 Revised UC Libraries Advisory Structure (“UCLAS”) (July )

8

9 Strategic Action Groups “SAGs” (3) Service Development Stage: Strategy & Design

10 Strategic Action Group 3: Collection Licensing Subgroup (CLS) Service Development Stage: Licensing Strategy, Implementation

11 Project Teams Service Development Stage: Service Implementation

12 Coordinating Committee Service Development Stage: Overall coordination, communication

13 Operations Teams Service Development Stage: Operations & Continual Improvement

14 Common Knowledge Groups “CKGs” Service Development Stage: Envisioning / Innovation

Strategic Action Group 3: Collection Licensing Subgroup (CLS) Functional portfolio includes strategies, services, and tools in the following areas:  Shared acquisition / licensing of tier 1 and tier 2 electronic resources  Strategies, procedures, resources, and assessment for meeting the needs of faculty, students, and researchers relative to licensed collections 15

Collection Licensing Subgroup (CLS): Membership Membership:  UC campus libraries (10) + California Digital Library (1)  No pre-set term length To be determined:  CLS Chair (chair serves as SAG3 ex officio member)  Ex officio membership CLS Chair  Two-year term; selected by group membership  Group management, communication, leadership 16

Collection Licensing Subgroup (CLS): Chair Selection Process Selection process:  Convene first meeting before July 15 (volunteer needed to schedule; develop agenda)  After first meeting, Marlo Young will LISTSERV with call for statement interest, deadline  Submit statement of interest or nomination  Marlo will compile / distribute voting instructions  Vote  Goal: Process completed by July 31,

Transition Process: “The Launch”  Implementation Team (Jan - Oct 2013)  New groups charged beginning July 1 st ; old groups discharged June 30 th  Distribute inventory and reassignment of shared services, initiatives and projects: “UCLAS Services and Projects Master List”  Tools: Confluence wiki protected workspace (UCSF), public web presence (CDL), LISTSERV (CDL)  Expect refinement and fine-tuning 18

Member Responsibilities  “UC Libraries Systemwide Plan & Priorities, ”  No pre-set term length;.2 FTE (up to one day per week)  Engage fully in group activities  Communicate CLS activity to campus colleagues  Communicate campus interests / perspective to CLS  Develop and maintain agendas, minutes, wikis, and historical record of decisions and activities  Full range of responsibilities, scope, and parameters included in group charge 19

Portfolio Manager Responsibilities  Strategic Action Groups (SAGs) include portfolio managers; Collection Licensing Subgroup does not  Broad goal: Effective project management relative to shared library services  Coordinate activities within and across projects  Track and analyze data across the portfolio of assigned SAG project teams  Assign project analyst to project teams as needed 20

UCL Advisory Structure Priority Activities 21  SAG1  E-research priorities, goals, strategic agenda  Open access (OA) policy, technical support  SAG2  UC Libraries Digital Collection (UCLDC) project (POT1)  SAG3  Review the role and function of Bibliographer Groups  Systemwide ILS investigation (SPOT3)  Collection Licensing Subgroup (SAG3)  Acquisition, licensing activities  Demand Driven Acquisition  Coordinating Committee  Advisory structure implementation

Characteristics of Successful Groups UC Libraries systemwide groups are more likely to be successful when members possess:  Systemwide approach: “member” vs. “representative”  Collaborative: actively work to build relationships  Innovative: enthusiasm for experimentation  Agile: garner buy-in and move initiatives forward  Diplomatic: effective at the local level; diplomatic at the systemwide level; maintain confidentiality  Awareness beyond UC: understand the dynamics of external partnerships 22

Questions? Project Information: Redesign/UC+Libraries+Advisory+Structure

24