Collaborative Development of a Web Knowledgebase for a Liaison Program: “Back to the Future” Holly Harden, MLIS, Liaison Librarian Kathleen B. Oliver, MSLS, MPH, Associate Director for Communication and Liaison Services Tina Otter, MLIS, Reference Librarian Ming Zhu, MIS, Web Development Programmer William H. Welch Medical Library Johns Hopkins University Baltimore, Maryland

Outline Liaison program background and goals Collaborative elements and database development Database life cycle Knowledgebase and management tool

Liaison Program Background Issues –Desktop delivery of information –Library gate count declines –Users need librarian expertise –Library needs user input on products and services

Liaison Program Background Liaison program established to address issues Structured for outreach to users –Each department assigned a liaison –Liaison committee formed Seven Librarians One scientific editor & educator

Liaison Program Goals Communicate about library services, resources, and programs Listen to faculty, students, and staff Identify information needs Report back on findings Build relationships

Who’s involved? Small number of liaisons Large number of clients

The Challenge Internal information sharing Program monitoring Program development Program management

A Solution Build a database of liaison contacts and activity!

Collaborative Elements Who –Librarians –Web developers Importance of alliance Creation of new knowledge “ Many heads are better than one”

Collaborative Elements Database development needs assessment –Purpose of database –Goals of liaison program –Model representation of liaison work process

Collaborative Elements Development meetings –Demonstrations –Live Q&A sessions –Online Q&A ( ) –Testing, feedback, analysis, improvement

Liaison Database Life Cycle Liaison program requirements definition Software requirements definition –Oracle database software –Cold Fusion Web application –Architectural design Detailed design and construction –Coding and debugging Delivery to the user Operations

Information Architecture Liaison User Cold Fusion Application Server Oracle Database Server Data Transaction Web Server

Design History Documentation and content Generating reports Descriptive terms for contact categories User interface

Functionality and Usability Convenient and user friendly –Add a contact “on the fly” –Multiple staff selection –Sorting options

Original Add a Contact Screen

Current Add a Contact Screen

Statistical Reporting Screen

Report screenshot Statistical Report Result Screen

Search Contacts by Training Category

Search Results: Sorted by Date

Search Results: Sorted by Department

Database Development Continuous evolution Continuous collaboration Continuous use identifies further development The liaison knowledgebase develops as the liaison program evolves and new needs are identified.

Conclusion Knowledgebase for liaisons Management data for other library functions –Budget justification –Meeting background Data for program evaluation & development