As LaVetta Dent, Jana Hausburg and Julie Ballou shared at the May 2013 Manager of Library Operations meeting, there is a newly formed committee, convened on an as-need basis at the request of the Deputy Executive Director of Library Operations.  The committee’s goal is to assist managers in managing the library resources by reviewing both direct and indirect costs, reviewing current procedures, identifying new approaches and developing tools and guidelines.  The name of the committee is PIE (Procedures and Implementation, Evolved).

The first topic is programming so the PIE committee outlined a history of responses to managers' stated needs for program resources.  They outlined tools and procedures implemented thus far, and identified needs that have not yet been met.  The group agreed that we need measurement tools so the group decided to investigate options related to the mlsBudget expenditure reports.   Members of PIE met with some staff from IT, BUS and Karen Marriott about ways and types of data to collect regarding the direct costs in the 330 account.  We all worked together on modifications to the RFP (Request for Purchase) form, which is a primary source for the expenditure reports.  The modified form is ONLY to be used for the 330 Programming Activities account.

At the June 2013 Managers of Library Operations meeting the PIE members and Karen Marriott provided instructions and demonstration to the managers on using this form.  The following day we also shared the same explanations with the Outreach department.

Included in this memo are:

• The updated RFP to use with all Library and Outreach 330 expenditures starting in FY 14 [1]
• Examples of Completed RFPs [2]
• Definitions that correspond with the form [3]
• Notes about the PIE Committee [4]