Tech plan updated final draft 815

RUNNING HEAD: Thee Year Technology Plan for Aeolia Public Library 1

Three Year Technology Plan for Aeolia Public Library

Time Period Covered by this Plan: January 1, 2011 through January 1, 2014

Library: Aeolia Public Library

Library Director: Nancy Stribog, MLS

Mailing Address: 199 Pazuzu Drive, Aeolia, KS 67701

Phone: 785-555-2368

Fax: 785-555-1999

E-mail: nstribog@aeolia.lib.ks.us

Author of the Plan: Jeffrey Bergeron, Erin Colby, Christopher Rathmel, & Charity Rouse

Web Address: http://www.aeoliapubliclibrary.org

Employer Identification Number: 99-88776655

Thee Year Technology Plan for Aeolia Public Library 2

Vision Statement

The vision of the Aeolia Public Library is to provide a meeting place in our community
that serves as a vital and reliable information source. We strive to help and encourage people of
all ages in their pursuit of information seeking and learning, and will, to the best of our ability,
provide the materials necessary to do so. We will provide equal access to electronic information
systems (computers, computer networks, and electronic information sources) to patrons and staff
members in compliance with local, state, and federal guidelines.

Technology History

Currently The Aeolia Public Library has just under 25,000 items in the collection. The
ILS, Circulation Plus, is no longer supported by the company and needs to be upgraded; there is
one small box server and there are two computers for staff use (one at the circulation desk and
one in the director’s office); two public computers primarily for catalog searches; one printer for
staff and one for patron use; a copier, microfilm reader; and a very basic web site. The building
was last updated in 1954 and currently building renovations are underway to provide modern
wiring, additional electrical outlets, re-designed space for computer use and ADA compliance.
With the renovation three additional staff will be hired, one librarian concentrating in technical
services and cataloging and two assistants helping where needed.

Goals

Technology Goal Year 1 (2011):
1. To renovate and greatly expand the library’s internal computer network, switching
service from current dial-up Internet Service Provider (ISP) to the new, local cable ISP.
a. Participate in the current building renovation to insure that the wiring will be more
than sufficient for current and future technological growth.
b. Purchase Lenovo server, Firebox firewall hardware, Cisco 16-port router, and
Windows Server 2008 software for administration of library’s network (all hardware
and software previously evaluated and approved by library board).
c. In consultation with the board, select and host (for approximately one work-week) a
certified Windows Network Professional to help with installation of and training on
Windows Server software.

Budget Required: $12,000
Amount Budgeted: $12,000

2. To purchase 10 new Dell OptiPlex XE desktop computers (eight for patron and two for
staff use), along with institutional purchase of Windows 7 and Windows Office Suite
software.
a. With the library board, determine a web-filtering solution for patron terminals.
b. Purchase (if necessary) and implement web-filtering solution.


c. Plan and provide staff training for Windows Office Suite applications and Outlook e-
mail.
d. Investigate the upgrading of the four existing computers


3. Re-design the library’s website, providing a minimum level of interactivity.
a. Investigate solutions that could be implemented in-house, such as Word Press, or
some other low-cost Content Management System.
b. Present proposal to library board and form a committee for content design and
implementation.
c. Plan publicity campaign for library’s new website in local paper and throughout the
library.

Budget Required: $500
Amount Budgeted: $500

4. With the library board, investigate solutions for a new Integrated Library System (ILS)
that includes a web user interface.
a. Contact libraries using vendor-provided and open source ILS solutions and ask staff
how they appraise the respective technologies.
b. Form a committee comprised of members of the library board and staff tasked with
choosing a new ILS solution for Aeolia Public Library.
c. Select three “finalists” and, where possible, invite representatives from vendors to
come and display product.
d. Choose new ILS.

Budget Required: 0
Amount Budgeted: 0

1. To (purchase, if necessary, and) implement a new, comprehensive Integrated Library
System (ILS) and train staff in its use.
a. Schedule one week of library closure in January to implement new ILS.
b. During this week, schedule and plan training workshops for staff conducted by either a
representative of ILS vendor or a representative of Open-Source ILS support provider.
c. Ensure that catalog module of new ILS is bug-free and fully integrated with the
library’s website before representative of vendor or Open-Source group leaves.
d. Plan a publicity campaign for new ILS, ensuring that all staff are ready to assist
patrons over the phone, virtually, or face-to-face on how to use new system.
e. Develop and publish documentation for patrons on use of the cataloging module.
Budget Required: $15,000 - $50,000


2. To purchase six new Dell OptiPlex XE desktop computers for patron use.
a. Purchase all software licenses required by additional computers.
b. Take opportunity of adding new computers to test and review network security
measures implemented in previous year.
c. Re-evaluate data collection methods for determining patron satisfaction with library
computing service.
d. Take opportunity to refresh staff on patron computing assistance with a planned, brief
one-hour workshop.

3. To purchase five Hewlitt-Packard (HP) black and white, laser printers and one HP color
laser printer (two for staff use, two for general patron use, and two for the young adult
area of the library).
a. Integrate printers with the library’s internal network.
b. With library board, develop a patron printing policy, determining whether to charge
patrons for printing and how much, and whether to set limits on the amount a patron can
print.
c. Develop and schedule an afternoon workshop for staff on the library’s responsibility to
uphold intellectual property laws.

4. To add a wireless network to the library’s service, for the first time allowing patrons to
bring their own laptops and devices to compute at the library.
a. Investigate, purchase and implement a software solution for wireless network security
that, at least, requires patrons to enter a username and password prior to access.
b. Develop signage and website content to educate patrons about protecting their
information on public wireless networks.
c. Train staff on assisting patrons with gaining access to the library’s wireless network.

1. Purchase six Dell Inspiron 1012 Mini net-books for onsite patron checkout.
a. Obtain Microsoft software licenses for 32-bit operating system (whichever, at the
time, applies) and limited Office suite.
b. Investigate and implement software solution for internet filtering on net-books.
c. With the board, develop policies (time limits, damage compensation, etc.) for patron
net-book checkout.
d. Ensure that all staff are trained on net-books in basic patron assistance.
e. Develop and publish signage and web-content related to net-book checkout policies.


2. With the library board, investigate, choose and purchase a high-quality color photocopier.
a. Ensure that all staff are trained in basic maintenance and use of new equipment,
scheduling individual training sessions during a vendor-visit, if feasible.
b. Take opportunity to retrain staff on library’s responsibility to ensure the upholding of
intellectual property laws.
c. With board approval, develop and integrate color-copier policies with library’s
printing policy.
d. Develop and publish large, clear signage and web-content related to copyright laws
and the library’s policy on patron copying.

3. To form a committee consisting of library board members and staff to investigate the
practicality and possibility of the library purchasing gaming consoles for the teen area.
a. Select studies for the committee to read and solicit community input on the
desirability of having gaming at the library.
b. Plan a committee visit to a nearby library where gaming has been implemented
successfully.
c. Investigate specific gaming products.
d. Plan for a date for the committee to present its report at a library board meeting.
Budget Required: $0
Amount Budgeted: $0

4. To begin programmed patron instruction in basic computer use, from e-mail and
spreadsheets to surfing the web.
a. Select staff to become trainers in basic software and web applications.
b. Plan and publish publicity materials in local paper, within the library and on the
library website advertising computer training at the library.
c. Plan and implement a method for obtaining patron feedback for instructional
programs.
Budget Required: $500
Amount Budgeted: $500

Training Requirements

Staff training will be accomplished through six basic systems. Staff will participate in
workshops organized virtually and face to face by the Northwest Kansas Library System and by
the State Library of Kansas. Basic usage workshops will be put on at the library by the vendors
of the main components of the technological infrastructure, e.g. ILS operation, server use. A
national training firm will be used for staff day workshops on monitoring and providing
assistance with patron use of library computers. Technical staff will attend in depth classes
given by the vendors on higher level operation and maintenance. Members from each
department will have opportunities to attend classes and workshops through the local technical
college. Technical staff will provide in house workshops on the use of Microsoft Office Suite


and net-books, as well as monthly workshops on basic levels of use and or on any recurring
problems that have been noted.

Evaluation

Evaluation of the success of this plan will take place in four parts. The first measure will
be the timely completion of each item in the timeline by the end of the year it was planned.
Second, after each new technology comes online and sees use the staff will be surveyed to gather
information on what is working and what needs improvement either in the technological
infrastructure itself or the systems surrounding its use. Third, at the end of each year patrons will
be surveyed concerning their use and opinion of the technology that has been implemented that
year. Finally, at the end of each year the Board of Trustees will meet to discuss the results of the
previous year’s plan and determine what if any changes need to be made for the following years.

Appendix
Explanation and description of the Library

Aeolia, KS (fictional) was founded in 1885 and the population grew from a handful of
intrepid pioneers to about 2000 residents in 1990 (peaking at 2300 residents in 1975) with an
economy based in agriculture. From 1990 until 2007 there was a steady decline in population to
about 1300 residents. In 2008, a new employer, Green Energy Inc. began development of a large
solar and wind energy project. With this investment in the community, other companies
associated with the wind and solar power industry have also moved to the area. The population
has now increased to over 3000 residents and is continuing to grow. Because the new residents
have a higher level of education (including many engineers and other scientists) and the
companies need to train new employees for their specific production needs, Green Energy Inc. is
spearheading the various companies’ investment in the academic and cultural life of the
community. To this end, they have already invested in upgrading the school system
infrastructure (including a technical college) and are now looking for ways to invest in the
library and other cultural institutions.
The Aeolia Public Library was founded in 1901 with the donation of the 225 volume
personal library of Alta Boreas, a retired school teacher. It began lending books from a room in
her home and the 5 room home was deeded to become the library building upon her death in
1909. The library continued to grow and an addition to the original building was made in 1923.
More space was needed and in 1954 a new building was finally constructed for the library. It
included space for a children’s section, reference collection, adult collection, reading area,
restrooms and a community meeting room as well as staff space with an office for the director
and a staff workroom. Currently the library employs the library director and one assistant
librarian. The library serves the citizens of Aeolia, residents of the county and some patrons
from neighboring counties. The budget comes primarily from town and county property taxes so
there is additional revenue coming in with the increased number of residents.
The library’s collection continues to grow and now contains some DVD’s and sound
recordings in addition to the book collection. The total number of items is now just under
25,000. Since the recent population growth began circulation is up although those who have


moved to the area are asking for better access to the computerized card catalog, longer hours, and
additional newer books, movies, and CD’s.
Green Energy Inc. has been instrumental in helping raise funds for a much needed
building renovation and addition which will allow space for additions to the collection,
computers for patron use, and additional community meeting space. Now the technology needs
to catch up to the building. They are offering some matching grant funding to help the library
meet these technology goals.

Creation of the Technology Plan

The creation of our technology plan began on the first class weekend when our group met
for the first time. We agreed that our first task was to choose exactly what sort of library we
were going to be dealing with, and in what sort of overall scenario the library would find itself.
We tossed some ideas around, some more creative and fantastical than others, but pretty quickly
decided to stick with something more realistic and closer to home. The group consensus was
that we wanted to put together a project that would be similar to a situation in real life that we
might conceivably encounter. Two of the four group members currently worked in public
libraries, so it was decided that we would stick with what we knew. We debated library size and
location, finally deciding to place our fictional public library in a small town in Western Kansas.
As noted in the history, this small town had very recently experienced a sudden and very large
population increase, and was in the process of expanding its facilities to a great extent. We
chose this situation so that we could study what it would take to move a library from the bare
essentials in terms of technology, to a level comparable to a moderate sized library with a
competitive level of technology. There seem to be a lot of small libraries in Kansas with only a
small web presence and only the basic technology, so this situation seemed plausible. We
debated briefly some of the possible technological improvements we would like to make. We
decided to spend a week or so after the class weekend doing preliminary research and thinking
about the details of our scenario, posting ideas on our group discussion board by the 3rd of
October.
Almost all of our research for the creation of our technology plan was done on the
Internet, mostly in the form of examining existing libraries and their websites. We began by
looking at the vision statements of several libraries to help us hone in on what one should include
and how it should be formed. To that end we looked at the mission/vision statements of the
Topeka and Shawnee County Public Library, the Atwood Public Library, the Marion County
Public Library, and the Sabetha Public Library. To get a better idea of what sort of technology
situation the average small public library has in Kansas we looked at publiclibraries.com.
Atwood, KS stood out as a good example of a small town that had a small dwindling population
similar to our fictional library before the wind company moved in. Atwood’s city website gave
us information about the town itself. Atwood Library uses the ILS Circulation Plus, which is an
older system that is no longer supported, a situation we wanted to mirror in our library. We
researched this ILS through the Follett Software Company web site, finding technical
specification at http://www.fsc.follett.com/_file/file/pdf/sys_req_40065a.pdf. We noted Lyon
County District 1 Library as an example of a library with a very rudimentary web presence, as
our library had in the beginning. We looked at the Northeastern Kansas Library System’s
website for information about the system and training they might offer. Commercial websites


were consulted to determine exact models of new equipment and price range. We posted this
information and the relevant links to our group discussion board for all to read. Three of the
group members were able to meet during lunch at the class weekend of another class and
discussed the overall scenario for the library and the various technology goals we wanted to set.
This information was also posted to the discussion board.
Later on we met in Adobe Connect and through email to finalize the goals and divide up
the project work. Charity was responsible for writing up the demographic data for the library
along with the library history and background. Erin was responsible for putting together the
vision statement and researching the pricing of the various technologies we settled on. Chris
took the goals that the group had slowly put together and outlined them in a year by year format
with the steps needed to reach each one. Jeff outlined the training system that would be used for
the new technology at the library, the methods that would be used to evaluate the plan’s success,
and the appendix. We set a date to have rough drafts of each part posted at the group file
exchange so that all could review them and the whole group could refine each part. After some
discussion and modifications, Charity smoothed all of the pieces into one document and
submitted it for review. Erin kept us on track with when Adobe Connect meetings were
scheduled or needed.

Areas of Difficulty

There were some difficulties in creating this plan. The biggest problem we found was
simply finding time to meet and collaborate. Posting things on the discussion board helped, but
most of our progress was made when we were able to talk to each other face to face or through
Adobe. Another area we found difficulty in was determining exactly how much everything
would cost. None of the group had any experience with servers or networking, so it took some
research to determine the bottom line. The budget for the ILS was a particular issue, as we were
not sure whether after its evaluation the library would choose a low cost open source system or a
much more expensive commercially owned and supported system. It was difficult to find a solid
number for a commercial ILS without actually being in the market and in negotiation with a
vendor. In the end we set a likely possible range for the budget required, using the high end of
the estimate as the amount budgeted. In a real life scenario the library would probably have to
be flexible on this issue until they had done their end of year one evaluation and entered into
negotiations.

Items Included and Omitted

Our overall scenario set the bounds in terms of what exactly we would include in our plan
and what we would not. Our library was facing a big expansion, and had received a sizable grant
from the wind company. This did allow for a big upgrade in most of the basic infrastructure,
software, and computers. We were interested in the basics for a respectable sized library.
However, the budget did have a limit, and the town was still relatively small in comparison to
some of the big city libraries. This kept us from adding anything too ridiculous like huge digital
archives or robot cart sorters.

Tech plan updated final draft 815

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