Strategic Planning and the New Organization

KYVL Alliance and Leadership Team Orientation July 8, 2011

Goals for today:

Launch the new KYVL organization

Introduce the strategic plan that will guide KYVLBackground on the strategic planning processElements of the planWhats been accomplished and whats next? Explain the new structure

Why an Orientation?

Bring the two leadership groups together

Significant accomplishment in implementation of the plan

Steering Team retired and responsibility for the plan becomes part of regular operations rather than a special initiative

Acknowledge contributions and celebrate!Launch the New Organization

Introduce the Strategic Plan

Background on the Strategic Planning Process

Kentucky Virtual Library was launched November 1999

KYVL did not have a strategic plan

A strategic plan for KYVL was long overdue

Steering team and charge created early 2009

reV@10 Re-visioning at 10 years

Scheduled release for KYVLs 10th Anniversary

reV@10 Why Strategic Planning?

Susan Brown -Transylvania University (AIKCU, FoKAL, Special Libraries)

Carrie Cooper - Eastern Kentucky University (SAALCK, FoKAL)

Tara Cooper - Union College (VLAC Chair, AIKCU, FoKAL)

Charlene Davis - KDLA (Government Agencies, Public Libraries, Special Libraries)

Elaine Harrison - Office of Education Technology (KDE, STLP, K-12)

Kathy Mansfield Kentucky Department of Education (K-12) [Planning Phase 3]

Becky Nelson Franklin County Schools (K-12) [Planning Phase 1 and 2]

Sheree Huber Williams, Chair - Jefferson Community & Technical College (KCTCS, SAALCK, FoKAL)

Enid Wohlstein - KYVLreV@10 Steering (Core) Team

The Strategic Plan Steering Team will examine the past and look to the future through the assessment of the ideals, operations and relationships of the Kentucky Virtual Library in order to create a three-year plan for the benefit of the Commonwealth.

reV@10 Core Team Charge

Ideals including but not limited to mission, vision, KYVLs role in serving the Commonwealth for the greater good

Operations including but not limited to services, fee structure/budget, MOAs, structure of work groups and advisory council, structure of communication

Relationships including but not limited to entities and individuals; end users and the "back end" (the structure that allows KYVL to accomplish its mission); communication reV@10 - Definitions

Core Team stated KYVL is committed to:

Strong collaboration across libraries

Support of the needs of education, work and life in Kentucky Communication, transparency and accountability

Submitted final plan [Phases 1 and 2], endorsed by Virtual Library Advisory Committee, to the Council on Postsecondary Education November 2009.

reV@10 Values & Assumptions

Utilized Lyrasis member services, Scope of Work created and local consultants hired Nancy Ward & Sharon Marcum, organization development consultants

Kickoff meeting in July, project schedule accepted

Survey and Focus Group questions created

Focus Groups and work sessions scheduled

Full Planning Team representing KYVL constituents formed reV@10 - The Beginnings

reV@10 Strategic Planning Components

Conducted a situation analysis that included: an online survey with 417 respondents

9 focus groups in different regions across the state: Florence, Frankfort (2 - Ky Medical Library Assoc and Partners/Agencies), Hazard, Hopkinsville, Lexington (2), Louisville (2)

reV@10 Gathering Feedback

Full Planning Team (38 members) working at each stage. Conducted a situation analysis: including a SWOT analysis (strengths, weaknesses, opportunities, weaknesses) and an environmental scan (trends and best practices)

Finalized values, vision and mission

Drafted goals and objectives reV@10 Gathering Feedback

Phases II & III

Introduce the Strategic Plan

Elements of the Plan

Equitable AccessWe believe that all Kentuckians should have access to quality information regardless of economic status, geographic location or educational level or attainment.Lifelong LearningWe believe knowing how to find, evaluate, and use information contributes to lifelong learning and improves the quality of life for all Kentuckians.CollaborationWe are committed to working together to share resources and knowledge.Core Values

EfficiencyWe are committed to maximizing the use of resources.ProfessionalismWe are committed to high quality services delivered with integrity, accountability and transparency.Core Values

KYVL provides comprehensive and dynamic information resources for all Kentuckians.

KYVL is an essential component of Kentuckys P-20 educational continuum and a valued partner in economic development.

KYVL is a model for innovative cooperation and best practices.

KYVL is known, sought, used and valued by all.Vision

The mission of KYVL is to provide all Kentuckians with equitable access to library resources and to a common foundation of quality online information for lifelong learning, working and living.

Mission

GOAL 1:To be valued as the preferred information resource by all Kentuckians

Increase visibility to all Kentuckians Minimize barriers to access and use Increase usage of KYVL resources Implement a statewide training initiative

Goals & Objectives

GOAL 2:To have a common core of quality resources and services for all Kentucky libraries

Restore previous levels of database content to serve the broad needs of the KYVL community Improve resource sharing Support the migration to the next generation library systems and tools for Kentuckys libraries

Goals & Objectives

GOAL 3:To be an effective leader for the virtual library community throughout Kentucky

Increase transparency of KYVL operations and decision-making Identify and implement virtual library best practices Establish a system for regular assessment of organizational effectiveness

Goals & Objectives

GOAL 4:To achieve adequate funding and sustainability

Implement a continuous process improvement system for operations Increase effectiveness of organizational structure Develop and implement a more effective funding model Goals & Objectives

Priority objectives were determined

Reviewed data collected

Goal 4. Objectives 2 and 3

Goal 3. Objective 1

Goal 1. Objectives 1, 2, and 3

Goal 2. Objective 1

Priorities

Implementation timeline developed

Includes priorities only

Includes strategies for each of these objectives

Divided 3 years (July 2010-June 2013) into 6 month increments

Timeline

Introduce the Strategic Plan

Whats Been Accomplished?

Whats Next?

New funding modelPulled people from earlier ad hoc groupExcellent work from Funding Subcommittee!Transition plan #1 Steering TeamTransition plan #2 Steering TeamFunding Work Group establishedNew organizational structureThanks to Reorganization Subcommittee!Springboard for proposal sent to VLACTransition of responsibility for the strategic plan

Whats Been Accomplished?

Training Work Group

Marketing Work Group

Accountability

Reporting

Communication plan

Collection development policy

Re-evaluate priorities

Continue implementationWhats next?

Explain the New Structure

KYVL Alliance

Advocacy

Communication with the membershipThe New Organization

KYVL Leadership Team

Strategic plan implementation

Charging and monitoring work groups

Work horse

The New Organization

KYVL Work Groups and Committees

Funding Work Group

Marketing Work Group

Training Work Group

Additional work groups/committees old & newThe New Organization

Questions?

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