1. MANAGING THE LIBRARY Arlinah i.r arlinah@petra.ac.id

2. ASPECTS OF MANAGEMENT PLANNINGORGANIZINGSTAFFINGDIRECTINGCONTROLLINGBUDGETINGEVALUATING

3. PLANNING PROCESS Environmental assessment Identify OT Matching process Identify SW Internal evaluation Formulation: Vision/mission/ goals etc Identify value Action plan adjust policies/ procedu res budget ing imple menta tion Feedback mechanism- evaluation

4. Environmental assessment EXTERNAL ANALYSIS “looking around” INTERNAL ANALYSIS “self study process” FACTORS Social Economic Technological Cultural Demographic political FACTORS Staffs Services Systems Resources ( financial, physical) Current strategies IDENTIFY User needs partners/competitors relevant models Public input

5. FORMULATION CREATE VISION MISSION STATEMENT STRATEGIC PLANNING GOALS & OBJECTIVES ACTION PLAN: Facilities plan HRD Plan Organizational plan Services plan Financial plan

6. Organizing Determining the specific activities necessary to accomplish the planned goals Determining the specific activities necessary to accomplish the planned goals Grouping the activities into a logical framework or structure Grouping the activities into a logical framework or structure Assigning these activities to specific positions and people Assigning these activities to specific positions and people Providing means for coordinating the efforts of individuals and groups Providing means for coordinating the efforts of individuals and groups 1

7. METHOD OF DEPARTMENTALIZATION/SPECIALIZATION Number Number Function Function Territory Territory Equipment Equipment Customer Customer Product Product Form of resources Form of resources Subject Subject combination combination 2

8. departmentalization based on function Administration Administration –Personnel, secretarial, financial Technical Services Technical Services –Acquisition, processing, preservation User Services User Services –Circulation, Reference, searching, interlibrary loan Promotion and Networking Promotion and Networking –Exhibition, library guides, user education 3

9. Library Organizational structure ( hierarchy) Head Tecnica sevicesUser services acquisitionprocessingcirculationreference administration 4

10. Library organization ( flat) head acquisitionprocessingcirculationreference administration 5

11. Coordinating mechanism Mintzberg: Mutual adjustment/informal communication Mutual adjustment/informal communication Direct supervision ( vertical hierarchy) Direct supervision ( vertical hierarchy) Standardization of work processes ( policy, rules procedure etc.) Standardization of work processes ( policy, rules procedure etc.) Standardization of Outputs/products Standardization of Outputs/products Standardization of skills (accredited) Standardization of skills (accredited) 6

12. STAFFING Types of staff : Types of staff : –Professional, para-professional, library technicians, clerks, Subject specialist, technical, students ( education, skills, experiences) –Full-time vs part time Job description Job description –Job title, job activities, responsibility, rights 1

13. STAFFING : TASKS 1 RECRUITMENT & SELECTION RECRUITMENT & SELECTION –( advertising, application form, verification, testing, interview, hiring ) TRAINING & STAFF DEVELOPMENT TRAINING & STAFF DEVELOPMENT –Informal vs formal –Attitude, knowledge, skills –Individual vs group –In-house vs outside –Seminar, workshop, conference. Further study –Career path –writing 2

14. STAFFING : TASKS 2 EVALUATION/PERFORMANCE APPRAISALS EVALUATION/PERFORMANCE APPRAISALS –Methods: essay, ranking/ rating scales, interview COMPENSATION COMPENSATION –Determination of salary –Development of salary scale –Salary increase –Recognition and rewards –Benefits ( retirement, insurance, leaves etc. ) PERSONELL POLICIES AND PROCEDURES PERSONELL POLICIES AND PROCEDURES –Conduct, working hours, etc. 3

15. DIRECTING Leading Leading –Style of leadership ( Likert) Exploitative-authoritative, benevolent- authoritative, consultative, participative Exploitative-authoritative, benevolent- authoritative, consultative, participative –TQM Motivating (Maslow’s Hierarchy of Needs) Motivating (Maslow’s Hierarchy of Needs) Communicating ( written, oral, non-verbal Communicating ( written, oral, non-verbal

16. CONTROLLING 1 Establishing criteria, standard ( policy, budget, personnel) to achieve objectives Establishing criteria, standard ( policy, budget, personnel) to achieve objectives Monitoring the outcome periodically ( personal observation, statistical data, oral/written reports, Monitoring the outcome periodically ( personal observation, statistical data, oral/written reports, Providing feedback mechanism -> efficiency and effectiveness in the achievement -> suggesting adjustment, alternatives Providing feedback mechanism -> efficiency and effectiveness in the achievement -> suggesting adjustment, alternatives Prevention (planning/goal setting, automated system) Prevention (planning/goal setting, automated system) 1

17. CONTROLLING 2 Standard : Standard : –those relating to material ( quality, quantity, cost, time) –Those relating to moral aspects ( code of ethics) Internal vs external control Internal vs external control 2

18. BUDGETING TECHNIQUES Line-items budget( dividing into broad category) Line-items budget( dividing into broad category) –Salaries and wages, materials and supplies, equipment, capital expenditures Formula budgets ( per student etc) Formula budgets ( per student etc) Program budgeting -> Planning Programming Budgeting System Program budgeting -> Planning Programming Budgeting System

19. EVALUATION Cost-benefit analysis Cost-benefit analysis Budget analysis Budget analysis Performance evaluation Performance evaluation Collection evaluation Collection evaluation Management information system Management information system Self-evaluation Self-evaluation SWOT analysis SWOT analysis