Sponsors:
Joe Fennewald, Tim Pyatt, Loanne Snavely, Ann Snowman & Gary White
Stakeholders:
University Park Libraries employees including Penn State Press, MTSS and DLT
Advisors:
LHR, PRaM, Libraries Business Office
Project Description:
The annual University Libraries Discovery Day, will be a program that emphasizes employee development through planning and participation in a one-day, conference-style event comprising a broad spectrum of topics to enhance knowledge, skills and abilities.
Project Goals:
Project Team will provide a full day conference-style event comprising interesting and enlightening topics to appeal to a broad cross-section of Libraries employees. The intent is to increase understanding of University Libraries, the library profession, and the environment in which we work.
Scope:
Audience for the program is employees of University Park Libraries, DLT, MTSS and the Penn State Press. Budget is $1,500 to be used at the discretion of the Discovery Day project team to cover supplies, speakers, or other necessary expenses.
Critical Success Factors:
- Timely recruitment of presenters and selection of presentations.
- Staying on task and on time.
- Effective communication among the project team members and their advisors or sponsors.
- Well-planned and executed registration and logistics.
- Effective publicity to the audience.
Project Assumptions:
Project Team has the skills and the resources to meet the project goal. Timeline is adequate to plan and execute the tasks required.
Project Risks:
Inattention to details or project timeline may result in an unsatisfactory program. Ineffective communication between team members, their sponsors and advisors, may result in inadequate publicity or missed deadlines; test assumptions and consult advisors and sponsors. Poor resource management may result in budget shortfalls that lead to inadequate preparation.
Project Deliverables:
1. Establish the schedule for the day, following the plan established previous years.
2. Place a general call for proposals (cfp) and posters.
3. Solicit presentations based on previous year’s feedback.
4. Select topics for the individual training sessions and recruit trainers from among the Libraries staff and faculty. Check the shared drive for the folder “Committees” and then for the folder “In-Service Day” for a preliminary list of topics.
5. Plan the opening session.
6. Work with I-Tech to set up registration through TechSmart.
7. Oversee the registration process.
8. Work with Public Relations and Marketing to plan and implement publicity for the event.
9. (Optional) Plan and organize food and refreshments for the event. 10. Prepare participant packets, trainer information, and other materials for the event.
11. Work with I-Tech to secure technical support for the day.
12. Work with LHR to identify University HR options.
13. Plan for assessing the outcomes of the event.
14. Thank presenters and acknowledge participants.
High-Level Milestones:
- Project manager or managers appointed.
- Call issued for presentations and begin soliciting.
- Registration materials available via TechSmart.
- FeRegistration complete.
- Hospitality and other plans in place.
- Day of Event
- Debrief with sponsors.
Misc:
- Documents posted on shared drive \\roo\shared\Committees\Discovery Day
- Bi-weekly team meetings. At least one sub-group member must attend for each sub-group.
- Sub-group meetings as needed.
- Global Mailing List: ul-discovery-day-cmte@lists.psu.edu
Responsibilities of the Project Manager(s) include:
Responsibilities of the Programming group include:
Responsibilities of the Publicity group include:
Responsibilities of the Hospitality group include:
Responsibilities of the Registration group include:
| Project Manager | Programming | Publicity | Hospitality | Registration |
|---|---|---|---|---|
set up authorizations for email list, shared drive and website editing oversee biweekly meetings with group reps coordinate budget requests assist groups as needed |
set up online proposal form review comments and suggestions from past years inventory available rooms for seating, technology, etc. |
announce call for proposals & suggestions via ListServ & weekly newsletter review signage needs, create logos, templates, etc. |
review budget and suggestions from past years start pricing for supplies and refreshments purchase any supplies and non-perishable items |
plan & purchase registration incentive gift prepare for online registration |
| Project Manager | Programming | Publicity | Hospitality | Registration |
|---|---|---|---|---|
oversee biweekly meetings with group reps coordinate budget requests report back to Administration with progress and any questions assist groups as needed |
select program & poster proposals assign rooms & times according to program needs provide Publicity with any confirmed sessions submit finalized schedule to Registration |
publicize any confirmed programs create informational poster to be distributed & displayed in each work unit start working on signage according to room assignments
|
finalize proposed budget request for perishable items
|
create and monitor online registration |
| Project Manager | Programming | Publicity | Hospitality | Registration |
|---|---|---|---|---|
check with facilities about access to building(s) and rooms, additional janitorial cleanup, etc. check with ‘tech dept.’ about emergency help for day of event assist groups as needed
|
keep in touch with presenters notify Publicity & Registration of any cancellations or room changes update website accordingly
|
publicize any cancellations or changes create printable schedule of events and post to website
|
place order for perishable items make arrangements for additional tables, chairs, waste cans, etc. for refreshment area
|
adjust online registration to reflect any cancellations or room changes |
| Project Manager | Programming | Publicity | Hospitality | Registration |
|---|---|---|---|---|
create volunteer schedule for day of event create online ‘exit survey’ assist groups as needed
|
touch base with all presenters make final arrangements for outside presenters, directions, etc. make final arrangements for delivery and display of posters |
publicize close of online registration finish signage for day of event create poster of program schedule for registration table
|
verify order for perishable items plan for pickup & delivery of perishables
|
finalize online registration make arrangements for registration table, chairs, laptop, etc. |
| Project Manager | Programming | Publicity | Hospitality | Registration |
|---|---|---|---|---|
verify with facilities about access to building(s) and rooms, additional janitorial cleanup, etc. verify with ‘tech dept.’ about emergency help for day of event assist groups as necessary |
set up posters for public viewing verify that all presentation rooms are operational
|
one last publicity push, email, etc. print out all signage, maps, posters, etc. |
purchase any last minute items |
assemble registration packets, extra pencils, paper, etc. |
| Project Manager | Programming | Publicity | Hospitality | Registration |
|---|---|---|---|---|
print out and distribute volunteer schedule for day of event assist wherever needed |
verify that all presentation rooms are operational assist wherever needed |
post all signage, maps, etc. assist wherever needed |
set up and decorate refreshment area assist wherever needed |
print out sign in sheets for registration table & individual sessions assist wherever needed |
| Project Manager | Programming | Publicity | Hospitality | Registration |
|---|---|---|---|---|
activate & monitor online ‘exit survey review final budget and submit to Administration close and compile exit survey schedule debriefing meeting with enitre committee & Administration |
send presenter contact info to Publicity for thank you letters |
publicize exit survey send thank you letters & gift to presenters |
store leftover supplies for next year |
send presenter gifts to Publicity |
Debriefing Meeting with the Entire Committee & Administration:
