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Materials Budget Redesign Workshop
Redesign Your Budget for the Digital Age: Applying the Power of Faceted Classification to Acquisitions Fund Management
Workshop Details:
Presenters:
- Maria Savova, Director of Information Resources and Systems, The Claremont Colleges Library maria.savova@claremont.edu
- Jason Price, Director of Licensing Operations, SCELC jason@scelc.org
Date and time: 6 Mar 2018, 9:30 am - 4 pm
Workshop Capacity: 18 (up to two attendees per institution)
Workshop Description:
Effective collection management and funding advocacy require that academic library materials budgets reflect the complexity of their underlying acquisitions. In order to maintain and grow support for collections funding, libraries need to be able to: exercise sound fiscal control, clearly communicate how funds are being spent, and show the impact of inflation on future purchasing power.
In the digital era, traditional two-dimensional budget structures are no longer adequate. Instead, libraries need an expanded multi-dimensional structure that accounts for four critical aspects of acquisitions - material type, material format, acquisition mode, and discipline. This structure, created and implemented at the Claremont Colleges Library in 2012, provides transparency and visibility, supports long-term planning and ongoing spending control, and facilitates reporting and advocacy. In the five years since, it has evolved with the changing needs of the organization and the acquisitions environment, proving its adaptability and resilience.
This workshop will introduce new ways of thinking about budgeting for academic library acquisitions, control and monitoring of expenditures, and advocating for collection dollars. Participants will dig into the fundamentals of the faceted budget structure used at CCL, engage in practical exercises in reassigning existing expenditures from their own budget to the new facets, transform their own traditional budgets into the new structure, generate and analyze expenditure reports, and plan future allocations based on real expenditure data.
Who should attend:
Anyone who manages, or advocates for, academic library collections funding - from library deans and directors, to heads of acquisitions and collection managers, to e-resources librarians and department heads - anyone responsible for budget planning and allocating, communicating with the funding body at the parent institution, and/or managing the day-to-day monitoring and reporting of acquisitions funding.
Materials to prepare in advance:
We have developed exercises to allow each attendee to work with data from their own budget environment: you’ll have the opportunity to apply this new faceted budget structure to a sample set of your library’s acquisitions on your laptop during the workshop. We will also be creating manipulatives (index cards) based on your acquisition funds and sample sets for some of the exercises.
To support this, please prepare an Excel worksheet for us as follows:
A list of 50 orders with title, resource type, cost (purchase price for purchases and two consecutive years’ subscription cost for ongoing resources) and fund code (see this spreadsheet with examples adapted from CCL to help you select relevant orders). Please include the following (if applicable to your library):
a. Roughly 35 e-resource orders (with at least a few in each category below)
i. E-journals (packages / databases and individual subscriptions)
ii. E-books (individual titles, package purchases, and package subscriptions)
iii. Primary sources / Newspapers / Statistical data
iv. Streaming media subscriptions
b. Roughly 15 print/physical resources (with at least a few in each category below)
i. Books (purchased individually or arrived on approval)
ii. Standing orders
iii. Print journals
iv. Physical media - CDs or DVDs
Optional: A list of all your current acquisition fund names and codes (for context only)
Please send these data to maria.savova@claremont.edu at your earliest convenience, but no later than Tue, Feb 13, 2018 to give us time to make the index cards.