Topic2第二讲：PlanningandProjectManagement计划及项目管理PeterSidorko,DeputyUniversityLibrarianUniversityofHongKongLibrariesandDianaChan,AssociateLibrarianCityUniversityofHongKongKongLibraryVirtualandPhysicalLibrariesinthe21stCentury:ChallengesforLibraryLeaders1
Outline概要Planning计划HKULplanning/projectcycle香港大学图书馆的计划/项目周期ProjectManagement(InstitutionalRepositoryexample)项目管理(机构典藏的例子)GroupAssignment小组作业Sessionwrapup–benefitsofplanningandprojectmanagement本节总结─计划及项目管理的好处
Planning计划
Planning计划Planningistheconsciouspredeterminationofcoursesofaction.计划是有意识的预定行动方案Makingthingshappenthatmaynothave.使可能不会发生的事情发生Attemptingtocontrolthefuture.尝试控制未来Thefunctionofeverybodyinthelibrary.图书馆所有人的职能Aprocessoflogicaldecisionmaking合逻辑的决策过程
Planningfor各方面的计划:Direction方向Consistency一致性Innovation创新Action行动Efficiency效率Performance绩效Evaluation评估Change转变
Strategicplanning策略规划Strategicplanningisamodelofplanningthatplacesgreateremphasisoncreativity,innovationandintuition,whereeventsareanticipatedratherthanreactedto.策略规划是一个更侧重于创造，创新和直觉的计划模式，在此过程中，我们会对事情作出预测而不是作出反应。
Strategicplanningsteps策略规划步骤Establishthegroundrules(participation,taskforce,timeline,etc)基本规则(参与、工作小组、进度表等等)Developmissionstatement立下使命宣言Conductanenvironmentalanalysis(eg,PETS)进行环境分析(例如，政治、经济、技术及社会文化)Resourceanalysis(strengths,weaknesses-SWOT)资源分析(优劣机危)Identifystrategicissues(library’sfuture)找出策略议题(图书馆的未来)Definefuturestrategies(wherelibraryisgoing)定出未来策略(图书馆往哪走？)Decideonprograms(howtogetthere–projects)定出方案(如何到达那裹─各项计划)Implementandplantoevaluate(success)实行和计划评估(成功与否？)
Strategicplanningelements策略规划的要素
WhydoesthelibraryexistTheMission使命Establishesthepurposeoftheorganisation:确定机构存在的目的Whydoesthelibraryexist图书馆为甚么会存在？
InPursuitofitsvision,itisHKUL‘smissiontoprovidecollectionsandservicesthatwillenabletheUniversity:为了达成愿景，香港大学图书馆立下使命，致力提供馆藏和服务以助大学达到以下目标Toadvanceconstantlytheboundsofscholarship,buildinguponitsproudtraditionsandstrengths.秉承以往卓越传统与优势，不断扩阔学术领域。Toprovideacomprehensiveeducation,developingfullytheintellectualandpersonalstrengthsofitsstudentswhiledevelopingandextendinglifelonglearningopportunitiesforthecommunity提供全面的教育，充分发展学生的才智及个人潜能，并为社会人士开拓终生学习的机会。etc,etc等等
TheVisionBrief,practical,forward-lookingstatementofdesiredoutcomes简明的、实际的、可预见的目标陈述:Whatwillthelibrarylooklikein5years5年后图书馆会如何
HKULVision香港大学图书馆的愿景TheUniversityofHongKong’sLibrariesseekstosustainandenhancetheUniversity’sexcellenceasaninstitutionofhigherlearning,asapre-eminentinternationaluniversityinAsia,andtoprovideoutstandingteachingandworld-classresearchsupportcollectionsandservicessoastoproducewell-roundedgraduateswithlifelongabilitiestoprovideleadershipwithinthesocietiestheyserve.香港大学图书馆致力协助大学达成其抱负：香港大学，学术殿堂；追求卓越，科教兴邦；群伦领袖，启向导航；享崇誉于国际，为亚洲之荣光；建科技之宏宇，拓学问之新疆；育才并重德智，树人以作栋梁；得天下英才而施教，授终身学习之良方。
Reflectthegeneraldirectionofthelibrary.Goals目的Furtherdefineandformacriticalpartofthemissionstatement.进一步确定和构成使命宣言的重要部分Reflectthegeneraldirectionofthelibrary.反应图书馆的整体方向
HKULGoals(StrategicDirections)香港大学图书馆的目的(策略方向)Supportacademicexcellence提升学术力求卓越SupportUniversityeffortstoexpanditsglobalpresenceandvisibility提升国际地位与形象Partnerwithsocietyandservethecommunity与社会携手并进，服务社群Developandsupport"TheUniversityFamily”发展及维系「大学大家庭」的构思
Meansbywhichgoalsareseentobeachieved.Objectives目标Providemeasurableoutcomesforthegoals.依据目的，制定可测量的成果指标Meansbywhichgoalsareseentobeachieved.让人看得见目的已达成的方法
Objectivesshouldbe目标必须是:Specific具体的who,what,when,where,why,how何人，何事，何时，何地，为何，如何Measurable可测量的,Attainable可达成的,Realistic,and实际的，及Timed有时效性的.SMART!!
HKULGoals&Objectives(samples)香港大学图书馆的目的和目标(例子)Goal:Supportacademicexcellence目的：提升学术力求卓越Objective:CreateaKnowledgeBankwhichgathersintooneonlinedatabaseselfhelpandtrainingmaterialsforpatronuse.(PROJECT)目标：设立知识银行将自助及培训资料收集到一个在线数据库供用户使用(项目)Goal:PartnerwithsocietyandservetheCommunity目的：与社会携手并进，服务社群Objective:CooperatewiththeFacultyofLawinthecreationofanonlineHongKongBasicLawcollection.(PROJECT)目标：与法律学院合作创立在线香港基本法馆藏(项目)
Projectsneedmanaging!Objectives目标:…becomeprojects.Projectsneedmanaging!……变成项目。项目需要管理！Howdowedecideourobjectives/projectsatHKUL香港大学图书馆如何设定目标/项目？
HKULplanning/projectcycle香港大学图书馆的计划/项目周期
SWOTanalysisasaplanningandchangetool优劣机危的分析作为计划及转变的工具StrengthsandWeaknesses(internal)优势和劣势(内部)OpportunitiesandThreats(external)机会和危机(外部)
优势劣势机会优势-机会(寻求配合优势的机会)劣势-机会(克服劣势寻求机会)危机劣势-危机(减轻劣势的影响以降低危机)STRENGTHS优势WEAKNESSES劣势OPPORTUNITIES机会S-O(pursueopportunitiesthatfitstrengths)优势-机会(寻求配合优势的机会)W-O(overcomeweaknessestopursueopportunities)劣势-机会(克服劣势寻求机会)THREATS危机S-T(usestrengthstoovercomethreats)优势-危机(利用优势克服危机)W-T(reduceimpactofweaknessestoreducethreats)劣势-危机(减轻劣势的影响以降低危机)
PETSEnvironmentalScan环境扫瞄Political政治Economic经济Technological技术Socio-cultural社会文化
YourLibrary你们的图书馆
Brainstorming/scanningfornewObjectives/projects集体思考/审视新的目标或项目ConductedbyeachDepartment在各部门中进行Ideasfortheirdepartmentandothers就自己部门及其它部门的构思Ideassuitableforeachofthe4Goals(strategicdirections)适合上述４个目的（策略方向）之构思
Environmentalscans:HKULBrainstorming环境扫瞄：港大图书馆的集思Year年度Numberofideasgenerated构思項目總数“Justdoits”or“Don’tdoits”“尽管去做”或“不要做”AcceptedintoStrategicPlan纳入策略计划2002-2005215179362006/07266239272007/0824022515
Howtodoalibraryenvironmentalscan图书馆怎样做环境扫瞄Findsomeoneelsewhohasdoneit(eg,OCLC)找一个曾做过环境扫瞄机构(例如：OCLC）Maintainawarenessofprofessionaldevelopments保持对专业发展的认识Maintainpoliticalawareness(localandbeyond)保持政治觉知性（本地及以外的）Attendconferences,courses,seminarsetc参加会议，课程，研讨会Talktocolleagues与同事讨论Readlots多阅读Lookatwhatthecompetitionisdoing–borrowliberally.看看竞争环境–开放地借鉴
HKULStaffActivity港大职员活动02-0303-0404-0505-0606-07Internationalconference国际会议26271920Localconference本地会议73284933HKULconference港大图书馆会议91325HKULLeadershipInstitute港大图书馆领导研修班12158Courses-formal(degree/diplomaetc.)课程–正式学位/文凭等）21Courses–informal(in-housetrainingetc.)课程–非正式内部培训等）21679124137286TOTAL总计261135189229373
Remember请别忘记:Objectivesbecomeprojects.Projectsneedmanaging!目标变成项目。项目需要管理!
ProjectManagement(foranInstitutionalRepository)项目管理(机构典藏)
ProjectManagement项目管理Objectives,characteristics,structure目标,特色,架构ProjectManagement项目管理Definition定义Planning计划Implementation执行Completion完成GroupAssignment小组作业
ObjectivesofProjectManagement项目管理的目标Betterskillsinmanagingprojects提高项目管理技巧Developrealistictimelines制定实际进程Manageexpectations管理可预测的事情Avoidproblemswithmismanagedprojects避免因项目管理不当而产生问题Betterdelegationofresponsibilities更有效地授予责任
ProjectManagement项目管理Definition定义Planning计划Implementation执行Completion完成DefinitionPlanningImplementationCompletion
Charter(Purpose,objectives,scopeanddeliverables)DefinitionPlanningImplementationCompletionIdentification确定项目Charter(Purpose,objectives,scopeanddeliverables)项目章程(目的，目标，范围，项目成果)Lifecycle(phases,kindsofresults,majorreviewpoints)项目生命周期（阶段，各类结果，重点评估）
Identification确定项目TocreateascholarlyInstitutionalRepositoryDefinitionPlanningImplementationCompletionIdentification确定项目TocreateascholarlyInstitutionalRepository创立一个机构典藏
DefinitionPlanningImplementationCompletionPurpose目的Tocreateapermanentrecordofthescholarlyoutputofaninstitution为机构的学术成果建立一个永久的记录
Toprovidelong-termaccesstoyourscholarlyoutput.为学术成果提供长期存取的方法DefinitionPlanningImplementationCompletionObjectives目标Toprovidelong-termaccesstoyourscholarlyoutput.为学术成果提供长期存取的方法TopromoteyourworkandearnrecognitionforyouandtheUniversity.宣传你们的工作并为图书馆和大学赢取声誉Toprovidealternateplatformtopublishyourworkine-formatandsogainawideraccess.提供另一个平台让作者以电子格式出版著作从而获得更多读者阅览ToserveasaresourcetosupportteachingandlearningoftheUniversity.作为一项支持大学教学的资源
LifeCycle生命周期Phases阶段MajorReviewpoints重点评估DefinitionPlanningImplementationCompletionLifeCycle生命周期Phases阶段EachAcademicYearasalifecycle每一学年作为一个生命周期Promotionperiod宣传期Collectionandharvestingperiod採收期Metadatacreation建置诠释资料Events活动MajorReviewpoints重点评估Eachsemester每学期Whatworks(optoutstrategy)Whatdoesn’twork甚么工作(撤退策略)甚么行不通
Identifytasks确定任务Serversetupandsoftwareselection设置伺服器及选择软件DefinitionPlanningImplementationCompletionIdentifytasks确定任务Serversetupandsoftwareselection设置伺服器及选择软件Promotion宣传Harvestingandcollectingpapersfromfaculty从学院採收著作Ascertainingarchivingrightwithpublishers与出版人核实典藏权Obtainingapprovalfromauthors取得作者的允诺Creatingmetadata,indexing,scanning,uploading建置诠释资料，索引，扫瞄，上载
Identifytasks确定任务Serversetupandsoftwareselection设置伺服器及选择软件DefinitionPlanningImplementationCompletionIdentifytasks确定任务Serversetupandsoftwareselection设置伺服器及选择软件opensourcesoftwareandwithOAI-PMHinterface开放源码软件及OAI-PMH界面EPrintsandDSpaceFedoraCommercialsoftware商业软件CDLonbepress
Identifytasks确定任务Promotetofaculty/studentsandUniversityDefinitionPlanningImplementationCompletionIdentifytasks确定任务Promotetofaculty/studentsandUniversity向学院/学生及大学宣传Whattopromote–perceivedbenefits,messages宣传甚么–认知利益，信息Howtopromote–Channels,methods,如何宣传–途径，方法Whentopromote–periodic,whentheyfileannualresearchreport甚么时候宣传–定期的，当他们将年度研究报告存档的时候
Harvestingandcollectingpapersfromfaculty从学院採收著作DefinitionPlanningImplementationCompletionIdentifytasks确定任务Harvestingandcollectingpapersfromfaculty从学院採收著作Strategiesincollectingpapers收集著作的策略SelfSubmission自动递交Website(Departmental,Personal,RC)网站LibraryCollection–conferenceproceedings,theses,archives图书馆馆藏–研讨会论文集Databases,E-journals&OpenAccessPublications资料库,电子期刊及开放式存取出版物Publishers出版商LiaisonswithFaculty&Departments联络学院与部门PublicRelations公共关系
Identifytasks确定任务Obtainingapprovalfromauthors取得作者的允诺DefinitionPlanningImplementationCompletionIdentifytasks确定任务Obtainingapprovalfromauthors取得作者的允诺Designingapprovalform设计允诺书
ApprovalFormatCityU城市大学的允诺书AuthorsgranttheLibraryrightstodisseminatetheirworkstotheuniversityandpublicbysigninganApprovalForm作者透过签署允诺书赋予图书馆权力在大学及向公众传播他们的作品Royaltyfree免版税Non-exclusiveright非专属权
Identifytasks确定任务Creatingmetadata,indexing,scanning,uploadingDefinitionPlanningImplementationCompletionIdentifytasks确定任务Creatingmetadata,indexing,scanning,uploading建置詮釋資料，索引，扫瞄，上载
Resources资源People人材Equipment设备Costs经费DefinitionPlanningImplementationCompletionResources资源People人材Systemstaff,subject/liaisonstaff,dataentrystaff系统馆员,学科/联络馆员,资料输入员Equipment设备Server,software伺服器,软件Costs经费
Followtheplan(Ganttchart)依照计划(甘特图)Communications沟通DefinitionPlanningImplementationCompletionFollowtheplan(Ganttchart)依照计划(甘特图)Communications沟通Externalvsinternalpromotion对外与对内的宣传Withintheprojectteam项目小组内Regularupdates定期提供最新信息Developdocumentation建立文件Guidelines,policies,criteria,procedures,scope,format,access指引,政策,准则,程序,范围,形式,途径Monitorneedforchanges监察改变的需要
PromotionatCityU城市大学的宣传方式bannersposterspamphlets
Validatesuccess确证项目成功DefinitionPlanningImplementationCompletionValidatesuccess确证项目成功Numberofitems,accessanddownloadstatistics,faculty’sparticipation项目数量，阅览及下载统计，学院参与Transfertosomeoneformaintenance转移给负责维修保养的人员Becomessomeone’sregularroutine变成其它人的日常工作Outstandingissues未完的议题Nextsteps下一步骤
CollectionGrowthMilestonesatHKUST香港科技大学的馆藏增长里程碑83ResearchCenters79Univ.Archives50IOPpapers142conferencepapers35paperswithpublishers'permission96CSpapers110theses+211workingpapers53patents116papersfromfacultywebsites105CStechnicalreports
MonthlyAccessatHKUSTIR(May‘03toJan’07)香港科技大学的每月机构典藏阅览次数Note:"Itemviewed":Accesstometadata"docaccess(all)":Accesstodocuments"docaccess(robotexcluded)":Non-RobotAccesstodocumentsSource:HKUSTLibrary
Keylessons:Benefitsofplanningandprojects重要经验：计划及项目的好处
Benefitsofprojectmanagement:项目管理的好处Appliesstructuredtechniquestofacilitateamoreefficientapproachtoplanninganexecutingaproject运用建构技巧以助采取更有效的方法去计划和执行项目Appliesorganizationalstructure运用组织架构Amoreanalyticapproach更着重分析的方法