Pasadena Public Library Summer Reading Program System Request Wallace Odom Mohammad H. Monakes

System Request Build an automated system to track students readings for the summer reading program at the Pasadena Public Library and branches. Project sponsors: Pasadena Public Library Pasadena Public School System Pasadena Mayer’s Office

Discussion and presentation Background and current process Business analysis and needs Library new process requirements New system values Special issues and gap analysis

Background and current process The Pasadena Public library and branches sponsor reading program during the summer for the local students in kindergarten through sixth grade. The participants will sign up for the library cards, and select various reading materials for their age group. Once they complete the readings, they report their work to the library staff. Library establishes a log of these reading for each student. At the end of the program, the library staff process all reported reading and tally up the student’s work. Based on a series of preset criteria, students will be qualify to participate in a lottery to win various prizes, such as bicycle, computers and books. The Pasadena public library has sponsored this program for about eight years to encourage students to read books and learn about library resources.

Background and current process (continue…) The library staff create a log card for each student at the beginning of the program. Every time a student reports a reading, the library staff has to find student’s log and enters the reported reading. At the end of the program, several member of the library including the director of the library process these logs by adding up readings for each student and selecting them for the lottery.

Background and current process (continue…) Efforts About 1,400 students participate each year. About student report readings every day. Library staff spend nearly 5-7 man hour a day to enter readings to student sheets. The final process requires man day effort to add up student sheets.

Business analysis and needs Library needs an automate the process to: Reduce daily workload for library staff. Improve accuracy to log the student readings. Minimize duplicate entries and lost of student records. Expand the program to other branches, and libraries. Reduce the final process time by implementing reports and automated calculations. Build archival repository for statistical and comparative analysis of different summer programs.

Library new process requirements Library requires small to medium size database to hold student demographic information and reading log. The automated system will be a client server base to make it accessible by other branches. Simple and accurate forms and screen will be developed to make accurate and fast entries. The database will interface with library database to access member information and library books list. Various reports will be developed for students, and library staff. Database repositories will be developed for archival analysis. The new system should allow %15 annual growth for next 10 years.

New system values - tangibles The new process will reduce an average of 48 to 60 man days effort by library staff every summer. The cost for such effort is nearly $10,000. The automated process will eliminate heavy usage of office supply. The estimated cost of the supply for this program is $400 to $500 each summer.

New system values - intangibles Increase customer satisfaction by improving accuracy of reading logs for each student. Making the program available at different library branches closer to the students home. Improve staff moral by eliminating a manual process. Motivating more students to participate in the program.

Special issues and gap analysis Since this program is sponsored by the city office, it requires special licensing and approval from the mayor and county office. The program needs to be in full production by May 2008 before the summer program starts. The existing databases and developing tools at the library will be used for the new system in order to reduce cost of development. The library will solicit patrons for technical development resources before hiring a programmer.

Questions?