MIDDLE EAST TECHNICAL UNIVERSITY LIBRARY “STUDIES ABOUT PERFORMANCE BASED BUDGETING PROJECT ” Bülent Karasözen July 10, 2002 Ministry of Finance-ANKARA

Project Group Strategic Planning and Management – –Prof. Dr. Ahmet ACAR (Vice President) – –Prof. Dr. Bülent KARASÖZEN (LDHD Head of Dept.) – –Doç. Dr. Sibel GÜVEN (Industrial Engineer) – –Beria KANDİLCİ – –Nur KARATAŞLIOĞLU Experts – –Emre Hasan AKBAYRAK – –Hacer BATI – –Gönül BAYSAL – –Nevide BİÇER – –Zehra ERDEM – –Cevat GÜVENÇ – –Çiğdem ÖZBAĞ ÖREN – –Hale YUMŞAK – –Köksal YÜCESOY PERFORMANCE BASED BUDGETING PROJECT

METU Library: General Information METU Library provides information sources in electronic and printed media. ANKOS IATUL Our library is member of ANKOS(Consortium of Anatolian University Libraries) and IATUL (International Association of Technical University Libraries). 8 reading rooms 2 showroom and 1 exhibition hall It has a capacity of 750 seats in meter square area. PERFORMANCE BASED BUDGETING PROJECT

METU Library : With Numbers BOOKS NUMBER OF BINDED JOURNALS (2001) PRINTED JOURNALS1.624 ELECTRONIC JOURNALS7.725 FULL TEXT ELECTRONIC DATABASES10 BIBLIOGRAPHIC DATABASES5 CD-ROM1.125 FILMS AND VIDEO CASSETTES828 COMPUTERS128 READING ROOMS8 MEETING ROOMS AND EXHIBITION HALL3 OPAC ACCESS NUMBER (2001) NUMBER OF BOOKS BORROWED (2001) PERFORMANCE BASED BUDGETING PROJECT

METU Library :Mission To provide contemporary and universal facilities so as access to the knowledge required by education and research activities and social services required by the basic mission of METU and to serve community as an exemplary university library. PERFORMANCE BASED BUDGETING PROJECT

WHY? To access the knowledge required by education and research activities and social services required by the basic mission of METU WHAT? Model University Library HOW? Providing contemporary and universal facilities TO WHO? Students Academic and administrative personnel Other Users Other institutional users Community METU Library :Mission Analysis PERFORMANCE BASED BUDGETING PROJECT

METU Library :Vision To become a modern knowledge and document center which presents to its target population, the knowledge needed by the education and research programs of METU by using modern computer and network technologies in a fast and economical way and independent of time and place; to become a center of occupational solidarity and cooperation that, together with its employees, keeping in line with developments. PERFORMANCE BASED BUDGETING PROJECT

METU Library : Basic Values Balanced and highly qualified service which is sensitive to customer demands Providing a suitable environment where the employees can develop their skills and serve successfully Being in good communication, cooperation and solidarity with all stakeholders Occupational and social responsibility Being creative and innovative Transparency and accountability. Making reliable and effective decisions based on objective data and criteria PERFORMANCE BASED BUDGETING PROJECT

METU Library :Activity Areas Lending book (Long and Short Term) Lending Placing books to shelves Giving Electronic Based Information Data conversion Online Catalogs and classification Converting dissertations to digital form Providing Materials Developing book collection Developing E-journal collection Developing E- reference collection Developing E- book collection Reference/Information Use of electronic journals Use of electronic reference sources Information/Reference Services Locating journals PERFORMANCE BASED BUDGETING PROJECT

METU Library :Our users Internal Users METU students METU academic and administrative personnel Other users in METU External Users Users from institutions bound by two sided protocol Personnel of academic institutions that are members of Interlibrary Lending Service (ILL) Community PERFORMANCE BASED BUDGETING PROJECT

METU Library :Stakeholders METU users External Users Industry / individuals / other universities Employees METU Rector’s Office Ministry of Finance Council of Higher Education Other libraries Suppliers Competitors Community PERFORMANCE BASED BUDGETING PROJECT

METU Library :Products Collection Printed Books Journals Dissertations Standards Electronic Online full text journals Online bibliographic databases CD-ROM databases Book and journal CD-ROMs / Diskettes Video and audio cassettes PERFORMANCE BASED BUDGETING PROJECT

METU Library :Services Lending services WEB based information service Reference / information services Documentation services, home and abroad Audio-visual services Photocopying services PERFORMANCE BASED BUDGETING PROJECT

METU Library :SWOT Analysis STRENGTHS Rich collection of books and journals Human resources (experienced personnel) Positive image Power of competition Adaptation to technological change and powerful technological hardware Relationship with other organizations Organizational and managerial skills PERFORMANCE BASED BUDGETING PROJECT

METU Library :SWOT Analysis Continued... WEAKNESSES Human resources (lack of in-house training with outside support) Physical conditions PERFORMANCE BASED BUDGETING PROJECT

OPPORTUNITIES Developments in and relations with other libraries Technological developments Computer Librarianship Variety and variability of customer demands Being a pilot institution in Performance Based Budgeting Project METU Library :SWOT Analysis Continued... PERFORMANCE BASED BUDGETING PROJECT

THREATS Unstable Foreign Exchange Rates Private university libraries (attracting our employees) State employee salary policy State tender system Technology Security threats Occupational threats Natural disasters and accidents Increase in the cost of journals and books (monopoly firms, insufficient financial resources ) METU Library :SWOT Analysis Continued... PERFORMANCE BASED BUDGETING PROJECT

METU Library :Strategic Objectives OBJECTIVE 1 KNOWLEDGE-DOCUMENT CENTER A library that searches for current and prospective knowledge and document needs of users, keeps them in suitable environments, serves its users with up-to-date resources. PERFORMANCE BASED BUDGETING PROJECT

OBJECTIVE 2 WORKING ENVIRONMENT A library having user focused organizational culture, supporting its employees and providing improvement opportunities METU Library :Strategic Objectives Continued... PERFORMANCE BASED BUDGETING PROJECT

OBJECTIVE 3 ORGANISATION and MANAGEMENT DEVELOPMENT A library adapting fast to changing conditions, working productively and effectively, transparent, accountable and well-managed. METU Library :Strategic Objectives Continued... PERFORMANCE BASED BUDGETING PROJECT

METU Library :Strategic Objectives Continued... OBJECTIVE 4 PROVIDING RESOURCES and SUPPORT Becoming a successful library which provides support and resources through strong relations with its partners. PERFORMANCE BASED BUDGETING PROJECT

OBJECTIVE 5 COMMUNITY SERVICES A library that improves accessibility of information resources by the community and provides supports to library services in the country. METU Library :Strategic Objectives Continued... PERFORMANCE BASED BUDGETING PROJECT

Activities and Previous Terms Performance Based Budgeting Project

Activities and Goals (For Year 2003) Performance Based Budgeting Project

RRP Approach An employee works for 220 days per year and 8 hours per day accounting for the annual leave and official holidays. Proportion of allocated time to each activity over total depends on activity type. While computing “resources used per activity” shown in RRP1, these criteria have been taken account For general management expenses, average annual personnel salary is used For year USD = TL For some activities, librarians who work in the position of assistant personnel have been accepted as expert personnel at RRP calculations. Performance Based Budgeting Project

Resource Requirement Planning Consolidation Table Billion TL Performance Based Budgeting Project

Financial Requirements Planning Appropriation2002 Demanded TL Funded TL 2003Appropriation TL Total Appropriation2001Demanded TL Funded TL Performance Based Budgeting Project

Resource Requirement Planning Example Printed Journal Subscription Performance Based Budgeting Project

Resource Requirement Planning Example Printed Journal Subscription 1600 journal subscription is planned in 2003 Taking year 2002 prices as the base, 1 journal subscription unit cost is TL for year ,6 asst. per. x TL= TL 4,3 exp. per. x TL= TL Total subscription cost = TL Total printed journal cost = TL Performance Based Budgeting Project

© 2002 METU Library Thank You... Performance Based Budgeting Project