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Government Information GroupBusiness Plan 2017

Statement of purpose

The Government Information Group represents the professional interests of Knowledge and Information Management specialists working in government departments and agencies, parliamentary and national libraries. Our members work in a wide variety of KIM roles, such as those indicated in the diagram below. GIG also welcomes members from any sector of the profession, particularly those who have an interest in government information and documentation.

Image contains public sector information licensed under the Open Government Licence v2.0

Special Interest Group Business Plan Template 2017 of 9

Member offer

Core offer To identify and meet the needs for members interested in the specialism, providing support for

members in continuing professional development throughout their career To develop a sense of community amongst members of the Special Interest Group To provide leadership within the specialism and inform CILIP of new and emerging themes and

developments To support CILIP membership recruitment and retention To ensure there is visibility of CILIP within the specialism through the activities of the Special Interest

Group

Further details/extended offer

We will represent the professional interests of those working in the government knowledge and information

management sector in discussions with CILIP and ensure that they are taken into consideration in the development of CILIP’s strategic approach and policy

welcome new GIG members and provide them with a point of contact and support respond to enquiries and correspondence within 20 working days keep GIG members informed by publishing a journal twice a year, jointly in association with NGLIS

(Network for Government Library & Information Specialists) and aim to issue an email Bulletin every 4-6 weeks

we will seek to maintain a dynamic website and social media presence offer CPD opportunities each year – offering a programme of visits to libraries and information services

of relevance and interest to members present two GIG awards annually – one to honour life-time achievement and the other to recognise

significant contribution to the work of government library and information services during that year through our corporate membership of NetIKX, up to five GIG members will be able to attend the NetIKX

events at no additional cost to our members provide opportunities for members to engage with the activities of the group, for example via the AGM where possible, and at the Committee’s discretion, provide financial assistance to GIG members to

enable them to attend the CILIP conference and/or other KIM-related conferences ensure the group is well run in terms of how we are governed and manage our finances take an active interest in developments within government and the wider world which may impact on

our members and ensure this is reflected in GIG’s policy and activities represent GIG members at other professional bodies, such as: SCOOP; the CILIP member Network

Forum; and the Special Libraries Committee and provide input and comment on CILIP’s policies and initiatives where they are relevant to and impact GIG members

contribute to IFLA via representation at the Government Libraries Section


Government Information Group Priorities

Priorities for 2017Outline your key priorities for the year. At the end of the year when reviewing your business plan, you can use the second column to review outcomes.Priority Outcome (to review at end of year)Contribute to delivery of the CILIP Strategic Plan for 2016-2020, ensuring the interests of GIG members and those working in the government KIM sector are taken into accountEnsure engagement with the new KIM SIG, through GIG representation at meetings to ensure views of GIG members are taken into account and to facilitate collaboration between the two groups To refresh GIG’s relationship with GKIM, through discussions with the new Head of GKIM, using this relationship to enable improved communication and awareness of GIG amongst GKIM staff. This will include exploring opportunities for GIG involvement in the GKIM Conference 2017 and possible sponsorshipContribute to the CILIP Conference 2017, including: publicising it to GIG members; encouraging them to submit papers; and ensuring GIG is visible to conference attendees via a GIG presence in the exhibition space Work with other KIM networks and groups (such as ADRO, ILG, NetIKX) to develop training events for GIG membersTo review and refresh GIG’s social media presence; to resolve issues relating to the GIG LinkedIn account and re-invigorate its useTo build stronger links between GIG and SCOOP and explore opportunities for joint member events and trainingDevelop and publicise a programme of GIG visits which reflects the working and geographic spread of our membership Review and update content on the GIG website to ensure it remains current and relevant Increase GIG marketing and promotional material for the Group to use at events


Report on priorities set for 2016Details of GIG’s achievements during 2016 can be found in the Group’s Annual Report which was presented to the 2016 AGM and is published on the GIG website at http://www.cilip.org.uk/government-information-group/key-documents/annual-report-2015-16 Priority OutcomeContribute to development of the CILIP Strategic Plan for 2016-2020, ensuring that the interests of GIG members and all those working in the government KIM sector are taken into account

Following consultation with its members, the GIG Committee provided a detailed response to the proposals for the CILIP Strategic Plan. The Group’s contribution was highly valued and extracts from GIG’s feedback were incorporated directly into the revised plan. Our contribution was personally acknowledged by the CILIP Chief Executive.

Continue to publish content on the GIG area on the CILIP Virtual Learning Environment, such as: the GIG journal, GKIM Matters, committee minutes and papers

The VLE is primarily being used by the GIG Committee to share and store documents. We spoke to CILIP regarding our ideas to develop a GIG-member area of the VLE but have been advised that the ‘members only’ accessible pages on the website are more appropriate for this purpose.

Contribute to the CILIP conference 2016 - encouraging GIG members to submit papers and making arrangements for a GIG presence in the exhibition space

GIG was active in raising awareness of the CILIP Conference. We funded two bursary places enabling GIG members to attend the conference and both produced articles on it for GKIM Matters. Once again GIG had a presence on the CILIP stand in the conference exhibition space and a member of the GIG Committee was on hand to promote the work of the group.

Contribute to discussions on the proposal to create a new CILIP SIG on Knowledge and Information Management

An eBulletin was circulated to GIG members seeking a volunteer to represent GIG on the shadow committee of the KIM SIG. Dr Francesca Emmett was duly co-opted onto the GGI Committee and attended the first meeting of the KIM SIG as GIG rep.

Ensure the programme of GIG visits is publicised to enable as many members as possible the chance to attend

The Visits Co-ordinator has put together a diverse programme of visits during 2016, with breadth in terms of both geographic spread and subject interest. Visits were publicised on the GIG website and in our eBulletins. Pre-visit communications with both hosts and attendees has been improved resulting in a better experience for our members and the visits continue to be popular. Feedback is gathered via a short online


http://www.cilip.org.uk/government-information-group/key-documents/annual-report-2015-16



survey after each visit and write-ups of visits are published in GKIM Matters, where possible, to help promote the programme further.

Review and update content on the GIG website The Committee list has been revised and updated. The ‘Working in Government’ case studies have been removed pending updates to them. The website is reviewed and updated on a regular basis with new content added such as: programme of visits; Annual Report 2015-16; the group’s journal GKIM Matters. The GIG Web Editor now receives regular web stats from CILIP providing us with a more accurate view of website usage.

Review and update the GIG leaflet ahead of CILIP conference 2016

The GIG leaflet has been extensively revised and was relaunched at the CILIP Conference 2016.

To resolve issues relating to the GIG LinkedIn account and re-invigorate its use

To be carried over into 2017

Increase GIG marketing and promotional material for the Group to use at events

A pull-up banner for GIG has been designed and sourced for use at conferences and other events.A budget has been agreed for additional promotional material (pens and water bottles) and the committee has settled on one particular quote, although there is still some discussion about use of logos. The material, when purchased, will need to be stored so that it can be easily distributed.

Work with ADRO and others to develop training events for GIG members

Initial discussions have taken place and this will be taken forward in 2017.

Identify a GIG representative who will attend meetings of the CILIP Information Literacy Group on GIG’s behalf

Tim Hayward volunteered to act as the link between GIG and the CILIP Information Literacy Group. This has already resulted in stronger ties between the two groups.

To continue to build our relationship with the Head of GKIM, using this relationship to enable improved communication and awareness of GIG amongst GKIM staff

The GIG Chair is a member of the GKIM Professionalism Project board and has provided updates on the work of GIG at each meeting. With the appointment of a new GKIM Head of Profession in Oct 2016, the GIG Chair will be ensuring that links to GIG activities feature on the new GKIM Profession website on the Knowledge Hub


Financial planningSection 1. Provide a budget breakdown for 2017:

Government Information Group

Expected income –this should be itemised by main revenue streams where appropriate, and may include for example

o CapitationExpected Income of £1500 from capitation

o Member events and conferencesNothing planned at present but exploring opportunities for running a joint event with ADRO, SCOOP or GKIM profession

o PublicationsNone

o Expected annual subscription fees from group-only membersNone anticipated

Expected expenditure – this should be itemised broken down into major costs where appropriate, and may include for example

o Meetings and associated expensesMeetings - travel expenses and AGM - £1100

o Member events and conferencesNetIKX membership - £200 p.aNo events planned

o Marketing & promotion Marketing materials - £700

o AwardsGIG Annual & Life-time Achievement Awards - £450

o Sponsorship and Bursaries Bursaries for CILIP Conference 2017; sponsorship of GKIM Conference - £750

Total = £3000

Section 2. Complete the financial planning table on the next page


Government Information Group

Financial Planning Table 2017

ITEM AMOUNT

Expected Income (A) £1500

Expected Expenditure (B) £3,200

Operational Surplus (C)/Deficit (D)*(A-B)

£1,700 DEFICIT

TOTAL ASSETS (E)(as at 01.01.2017)

£2880

Any operational deficit (F) £1,700

Reserves Required (G)(3-6 months of anticipated expenditure)

£800 (£3200 / 4)

Designated funds (H)(please specify)

None for 2017

Restricted funds (I)(please specify)

TOTAL LIABILITIES (J)(F + G + H + I)

£2,500

Free reserves (K) (E-J)

£380


The Financial Planning Table Explained

ITEM NOTE

A Expected Income From your proposed 2017 budget

B Expected Expenditure From your proposed 2017 budget

C/D

Operational Surplus/Deficit A – B

If A is greater than B you have surplus C

If A is less than B you have deficit D

E TOTAL ASSETS

(all money held at the beginning of the year)

As expected at start of year

01.01.2017

F Any operational deficit Expected at year end 31.12.2017= D (deficit) or 0 (surplus)

G Reserves Required

(3-6 months of anticipated annual expenditure)

Minimum is B ÷ 4

Maximum is B ÷ 2

H Designated funds

(Money allocated for specific events, projects, bursaries or developments for 2018 and onwards)

See the glossary of terms in the Guidance document

I Restricted funds

(Money which can only be used for a specific purpose e.g. Bequest/Award)

See the glossary of terms in the Guidance document

J TOTAL LIABILITIES F + G + H + I

K Free reserves

(Total assets-Total liabilities)

E - J

* Operational Surpluses/Deficits


All Member Networks are expected to present a balanced budget in their business plan, but for some Member Networks there may be reasons why there is a planned surplus or deficit (e.g. events such as conferences held in a two year cycle ). Where this is the case:

A planned operational surplus occurring in one year would usually be offset by designating funds to be used in the following year. An example would be profits from a conference becoming designated funds to cover expected outgoings of the next conference.

Planned operational deficits should be allocated against your assets as you will need to call on your reserves to cover the shortfall. An example would be costs incurred in holding a conference paid before ticket income is received.

Memorandum of Understanding

Member Networks must agree to the responsibilities set out in the Memorandum of Understanding as part of each year’s business planning process. The Memorandum of Understanding is Appendix 1 to the Regional Member Network Rules and Special Interest Group Rules. These documents are available on the Member Networks Toolshed on CILIP’s Virtual Learning Environment. By submitting this business plan you are confirming that you agree to the responsibilities set out in the Memorandum of Understanding.

Deadline

Please send your business plan no later than 28 February 2017 to [email protected]


mailto:[email protected]

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