Organizational Assessment Synopsis

October 15, 2012

Primary goals for implementing the reorganization of July 1, 2011 were to better meet the needs of our users, move the University Libraries forward with our strategic goals and priorities, and support library faculty and staff in their work. At the March, 2012 LFO meeting, a question was submitted to the Dean asking when a review of the effectiveness of the reorganization will be completed. In response, the Libraries undertook and completed an assessment after the new organization was in place for a year. Input received will be used, in addition to information gained from other forthcoming assessments and discussions (departmental service assessments, space planning, AD14s, etc.), for planning and future organizational adjustments needed to support our work.

We consulted with the Penn State Office for Planning and Institutional Assessment [OPIA] for best practices in organizational assessment, and later asked all Library employees to complete a survey developed in consultation with OPIA. OPIA administered the survey from August 13 - 27, 2012. The results of the survey were reviewed and analyzed by Alan Shay to identify themes and ideas for the next phases of strategic planning and future reorganizations.

The overall response rate was 37%. Of those who self-identified, the response from faculty was 42% and from staff 39%. The three most prominent concerns expressed in the responses to the recent libraries organizational assessment were an unbalanced organization structure, a lack of agility, and a lack of communication. Reponses most frequently identified "communication" as a potential new strategic initiative. Additional comments in the survey responses commonly cited the need for better two-way communication was the top choice if the libraries were to create a new strategic initiative. Survey respondents listed budgetary constraints, remaining relevant, and workforce retention and turnover as the top three challenges facing the libraries in the next 3-5 years.

A more detailed analysis by question:

Question: How well does the current organizational structure support the needs of our users and help move us forward with our strategic initiatives? The Library's strategic initiatives relate to: Services, Collections, Information Technology, Diversity, and Agility

o THEMES

Lack of agility
Lack of communication
Unbalanced distribution of ADs workloads and responsibilities
Scattered responsibility for public services
Difficulty distinguishing I-Tech and DLT’s responsibilities/differences
Unbalanced work distribution for librarians
Lack of vision/direction
Availability of librarians to patrons

o SUGGESTIONS:

Need two coordinators – one for copyright & licensing and another for collection development to take workload off of ADs
Book-float initiative allows library to be better equipped to satisfy patrons’ needs
Teaching and Learning should be strategic initiatives
Create another position so campuses could be split up and increase contact with UP and the campuses and be more connected to the ideas and opportunities happening at UP and other campuses

Question: If we could add one new University Library strategic initiative, what would it be?

o THEMES