1. The Interplay Between Functional and Projectized Technical Services Organizational Design
Laura Sill and Nastia Guimaraes, University of Notre Dame
OVGTSL Conference, May 22, 2017

2. Our Culture
University Values: Integrity | Accountability | Leadership in Excellence | Leadership in Mission | Teamwork

3. Resource Acquisitions & Discovery Program (RAD) Program Director
Our Organizational Design
Resource Acquisitions & Discovery Program (RAD)
Program Director
RDDS Unit Head & Metadata Strategist
ILLAS Unit Head & Collection Assessment Librarian
DAS Unit Head
RAD Project Management Librarian

4. Resource Description & Discovery Services (RDDS)
Metadata Strategy Talent / Succession Planning Unit Administration
Strategic Resource Discovery
Mixed P/T-based Team
Monographic Receipt and Discovery
Transaction-based Team
Serials, Holdings and Discovery Quality
MARC based cataloging
Metadata creation/enrichment for digital and archival content
New metadata, descriptive and vocabulary standards
Rare book/Special Collections cataloging
Non-roman materials cataloging
NACO contributions
Monographic receipt, approval and invoice prep
Donor relations, gifts intake and reporting
MARC based copy cataloging and added vols./copies
Recycle management and materials distribution
Digital Quality Control
Serials check-in, claiming
Serials and e-resource cataloging
Holdings maintenance (transfers, withdrawals, serial adds)
Government documents cataloging & maintenance
ServiceNow ticket resolution
Collections Prep, e.g., Annex, Renovation

5. Interlibrary Loan & Acquisitions Services (ILLAS)
Resource Acquisitions Collection Assessment E-Resource Life Cycle Unit Administration
Request Fulfillment
Transaction-based Team
Mixed P/T-based Team
Collection assessment
Serials and e-resource life-cycle management, e.g., ordering, licensing, activation, support, renewal, etc.
All acquisitions pay
Monographic ordering
Monographic claiming
Invoice Pay backup
Interlibrary Loan borrowing
Borrowing returns/receives

6. Discovery & Access Systems (DAS)
Systems and Data Analysis Discovery Strategy
Mixed P/T-based Team
Systems support: OneSearch/ND Catalog (Primo), FindText (SFX), Inventory Management/Annex, Aleph, Koha, ILLiad, OCLC
Batch record loading
Content enrichment via API
Data integrity / Global changes
E-resource patron support

7. Resource Acquisitions & Discovery Program (RAD) Program Director
Our Organizational Design
Resource Acquisitions & Discovery Program (RAD)
Program Director
RDDS Unit Head & Metadata Strategist
ILLAS Unit Head & Collection Assessment Librarian
DAS Unit Head
RAD Project Management Librarian

8. Introducing Project Management

9. Project Management - One of LLAMA’s 14 New Foundational Leadership and Management Competencies
“Project management
Leaders take deliberate steps to execute, monitor, analyze, and report on the progress of a work group charged with the creation of a unique product, service or result in order to deliver the on-time/on-budget results, learning and integration that the project and its stakeholders require.”

10. Transitioning from a Technical Services Librarian to a Project Manager
Previous project management experience
Project Management faculty PD
Benefits of having a librarian in PMO

11. Project Management Office (PMO) at Hesburgh Libraries
Virtual office
Make up of the Office
Primary responsibilities
Project planning, execution, and communication
Ownership of the project processes and practices
Mentoring and coaching

12. Keeping Track of Projects and Enduring Commitments
Variation in nature of work across divisional units
Understanding capacity levels
Providing bird's-eye view of work across division
Tools
Project request form
JIRA
Prioritization of projects

13. Project Examples Involving Technical Services
Integration of the Archives EAD records into the discovery layer system
Contribution of locally digitized content to HathiTrust
Digitization projects
In-house based
Vendor based
Renovation-related staff moves to a new library location
Planning next year’s OVGTSL conference

14. Functional Managers and PMO
Pre-2015: Functional managers had
Primary assignments
Duties as assigned (included management of ALL projects) ___________________________________________
Post-2015: Functional managers have
Duties as assigned (includes management of SOME projects)

15. Alignment of Roles and Responsibilities
Functional managers and unit supervisors
Project managers
Product owners

16. Relative Influence Functional / Matrix / Project Continuum
Project Manager Influence in Decision Making
Relative Influence
Functional Manager Influence in Decision Making
Functional Management
Authority
Matrix Management
Authority
Project Management
Authority
Adapted from Ford, R.C., W.A. Randolph. "Cross-functional Structures - a Review and Integration of Matrix Organization and Project-management." Journal of Management, 18 (1992):

19. Functional Management
2015
Today
Tomorrow?
Project Management

20. THANK YOU Nastia Guimaraes Project Management Librarian
426 Hesburgh Library
University of Notre Dame o: e:
Laura Sill
Program Director, Resource Acquisitions and Discovery Program
406 Hesburgh Library
University of Notre Dame o: e: