PIE Committee December 2013 Update

December 2013 update

For the past few months the PIE group has been developing a tool to be used in the programming process. There are many considerations and steps in the programming process and we have worked to identify them and put them into a flowchart. After creating our first draft, we sought feedback from a few people who currently oversee programming at the libraries of the various PIE members; Heidi (DVS) regarding the process for requesting a volunteer if needed; and Outreach. The discussion with Outreach took place on October 25, 2013 and as a result of all of this input the PIE group tweaked the flowcharts to incorporate the additional suggestions.

In October the PIE group asked 4 of the newer managers [Todd Podzemny (CT), Devin McGhee (DC), Melody Kellogg (ED), Emily Canniff (VI)] to help us further by learning about the flowchart and testing it.  At our November 7, 2013 meeting we reviewed all the feedback and agreed that an interactive tool would be very useful.  So, we will continue to work on that and seek assistance from Kellie Delaney.  In the meantime we believe it will be extremely helpful for all the managers and those involved in programming to begin using the tool. 

At the December 2013 Manager of Library Operations meeting the PIE group shared the background and purpose of the flowcharts.  The flowcharts along with a couple of checklists will be placed on the Intranet for managers as well as those who oversee programming to use for all programs.  This will be especially valuable as we begin the planning for our summer reading program.

From the September 2013 Managers of LO Minutes

PIE Group – Julie Ballou-NW, LaVetta Dent-AL, Jana Hausburg-CH and Kay Bauman-DED/LO

LaVetta and Jana briefly spoke with the managers about the link on the Intranet regarding the PIE Committee.  They informed that the committee is looking at ways of coming up with some tools to manage the programming and direct cost aspect of it.  They also encouraged the managers to contact a member of the PIE group with any questions.

The members of the PIE Group shared that the change to the new 330 RFP form is to help gather more information specifically for tracking some of the direct cost.  

Kay asked Jon, PLA, to show the managers some of the data already gathered using the new 330 Request for Purchase form.

Jon thanked the managers for allowing him the opportunity to participate in the meeting and to go over a PowerPoint presentation of the account 330 Excel expenditures spreadsheet.  He distributed to the managers and explained the data of their library’s overall allocation.  He informed that the RFP process has been formalized to gather additional data based on information that staff enters into the system.  The spreadsheet is intended to give current overview of where resources are being allocated at a specific time but currently does not give information on in-direct cost.  It is also designed to enable quick access to data assistance.  Jon informed that he will provide the managers with a spreadsheet and invited them to contact him with any questions that they may have.

The PIE group stated that any incorrect 330 RFPs will be forwarded back to the managers for corrections.  Kay asked the managers to check RFPs in advance and to take advantage of each checkpoint that they will go through.  RFPs can be corrected by the Business Office before it is actually paid.  PIE is also working on a flowchart/checklist for programming to help streamline the process.