Developing an Integrated Stock Management Framework

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					Developing an Integrated Stock
   Management Framework
                  Anne Peoples
             Assistant Chief Librarian
        Western Education and Library Board

   Library Association of Ireland and cilip in Ireland
                  Joint Conference
                      April 2007




                                                         1
•   Background
•   Process
•   Review
•   Recommendations
•   Implementation



                      2
   WHY STOCK MATTERS
• Most library users use the stock
• Most users want more money spent on
  books
• Stock is the second largest area of
  expenditure



                                        3
STOCK MANAGEMENT
      TASKS
•   Selection
•   Acquisition
•   Cataloguing
•   Circulation
•   Disposal



                   4
        CHANGE AGENDAS
•   Due for Renewal
•   Better Stock, Better Libraries
•   Delivering Tomorrow’s Libraries
•   Instant Library Report




                                      5
                NI CONTEXT
• 5 Education and Library Boards
  – Public Library Service
  – Schools Library Service
• Each with its own
  –   Stock department structure
  –   Stock Policy
  –   Stock systems and processes
  –   Budget structures and priorities
  –   Stock selection arrangements


                                         6
      REVIEW OF PUBLIC
       ADMINISTRATION
• NI Library Authority
• Education and Skills Authority
  – Schools Library Service
• Future relationship
  – Implications for stock management
    structures


                                        7
 EXISTING CO-OPERATION
• Stock Consortium (1999)
  – Joint Contracts
  – Standard Servicing Specifications
• Shared ICT network (2002)
  – Single Library Management System
  – Joint online catalogue
  – BDZ Catalogue Records
  – Online ordering


                                        8
        REVIEW OBJECTIVES
• Improve economy, effectiveness and
  efficiency of stock supply
• Promote simplification and standardisation of
  internal stock systems and processes
• Get better value from future stock contracts
• Get the most out of the Library Management
  System
• Identify Best Practice
• Change the culture

                                                  9
  THE REVIEW PROCESS

• PRINCE project management
  methodology
• Steering Group




                              10
        AREAS OF WORK
• Stock supply market developments
• Internal stock systems and processes
  – Stock selection
  – Internal supply chain
• IT systems
  – EDI
  – Management Information


                                         11
                 PRACTICE
• Current practice in each authority
  – Checklists
• Good practice elsewhere
  – Seminars, meetings, visits, telephone
    contacts, Internet search
• Framework for the Future (MLA)


                                            12
      STOCK MANAGEMENT
         FRAMEWORK
• Must be informed by
  – User needs, Library objectives and Staff expertise
• Improve evidence base
  – Community Profiles, Stock Audits and Stock
    Profiles
• Providing stock to meet requirements
  – Stock Action Plans, Stock Budgets, Stock
    Specifications, Stock Contracts
• Key Performance Indicators
• Quality Assurance tools

                                                     13
LIBRARY SUPPLY MARKET
• Current contracts
• Future developments in the market
• Supplier Services
  – Supplier selection
  – Discounts
  – Advance volume ordering
  – Simplified servicing


                                      14
  IMPROVING EFFICIENCY
• Contract development and management
• Full EDI from ordering to receipting
  – Interfaces with other IT systems
• Management Information Systems
  – Reliable and timely information
• Internal supply processes
  – Streamlined and timely



                                         15
 ADVICE AND RESOURCES
• Boards
  – Purchasing Officers
  – Best Value Officers
• Museums, Libraries and Archives
• National Acquisitions Group
• Library Suppliers


                                    16
      RECOMMENDATIONS
• Implement the Stock Management
  Framework
• Develop the Stock Policy
• Produce Stock Toolkit
• Keep pace with best procurement practice
• Streamline internal stock processes
• Implement Stock Quality Assurance
• Implement full EDI
• Improve management information
• Update staff knowledge and skills

                                             17
STOCK POLICY AND TOOLKIT

• Part of the planning for the new
  authority
• Training delivered
• Draft Policy written
• Work on Stock Toolkit planned for this
  year


                                           18
CONTRACT ADVISORY GROUP
• Oversees development of new contracts
• Watching brief on UK developments
• Identifies business needs for both
  Public and Schools Library Services
• Assesses risk
• Advises Chief Librarians



                                      19
     QUALITY ASSURANCE
• Stock Quality Health Check in 2006
  - Benchmarked with English libraries
  - Used to inform Stock Planning and Stock
    Bids
• Stock Quality Health Check 2007
  - SQHC training for 30 staff
  - Benchmark across NI


                                              20
MANAGEMENT INFORMATION

• Options reviewed
  – Galaxy reports
  – Proprietary software
• New server
  – Identify reports
  – Train staff in their use


                               21
    STOCK MANAGEMENT
         SCHOOL
• Developed and delivered by National
  Acquisitions Group for us
• Objectives
  – Introduce best practice and new ideas
  – Develop skills to implement the Framework
• 3 days training to 40 staff
• All aspects of the Stock Management
  Framework


                                                22
     FRONTLINE TRAINING
• Developed and delivered by Opening the
  Book
• Online training for all frontline staff
• Objectives
  – Develop frontline staff skills and confidence in
    reader development and stock promotion
  – Engage with library users
• Already rolled out in England


                                                       23
        STOCK PROCESSES
• Process mapping training delivered
• Servicing under continual review
• Supply selection piloted in 3 Boards
• Standard supply specification to be
  developed for new authority
• Contract management training brief
  developed for stock staff
• Opportunities in single authority


                                         24
          CHALLENGES
• Restoring stock as the core business
• Managing stock strategically
• Redefining stock work
• Implementing national developments,
  new approaches and best practice
• Reskilling and motivating staff


                                         25
            FUTURE MODEL
•   Based on established good practice
•   Takes a whole stock approach
•   Is evidence based
•   Makes full use of technology
•   Demonstrates value for money
•   Changes working practices
•   Develops new staff skills and attitudes



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Developing an Integrated Stock
   Management Framework


      anne.peoples@ni-libraries.net




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