THOMAS CRANE PUBLIC LIBRARY
TECHNOLOGY PLAN

July 2006 - June 2009

Introduction
Current Environment
Summary
List of Recommended Projects Needed to Sustain Current Services
List of Recommended Projects Which Will Expand Services
Technology Plan Goals by Service Priority
Technology Goals by Year of Implementation and Cost

Introduction

In February 2001, the Thomas Crane Public Library reopened after a major expansion and renovation. At that time, the Main Library boasted a new gigabit network, over 300 data connections throughout the library, 88 public use computers, a computer classroom, and a DHCP server providing laptop Internet access throughout the library.

In 2002, a technology plan for July 2002-June 2005 was developed to assure ongoing support for library technology services. Many of this plan's goals were partially or fully achieved. Others were not achievable due to budgetary and staffing limitations.

Since 2001, use of library technology services has increased steadily. Between 2002 and 2004, visits to the library Website increased by 170%. Between 2003 and 2005, the number of people using public computers in the library increased by 58% to nearly 9,000 people in an average week. At the same time, the Library was unable to fund hardware and software upgrades, and staff layoffs resulted in fewer staff available to maintain the existing technology.

The Library developed a new long-range plan in the fall of 2005, for the five-year period beginning July 2006. The planning process included a Community Planning Committee, as well as library administration and staff. The plan includes a revised mission statement for the library, and four service priorities: encouraging lifelong learning; understanding our heritage; creating community; and achieving basic literacy.

Upon completion of the long-range plan, the library needed a new technology plan to support the service priorities identified in the long-range plan. In November 2005, a technology planning committee with representatives from various library departments began evaluating existing technology services and potential new technology projects, using the Public Library Association's Technology for Results service-based planning process. The committee's charge was to develop a technology plan that would:

• Identify what technology is needed to support our long-range service priorities, including which technologies to sustain, expand, add, and/or phase out
• Develop a schedule for regular technology upgrades
• Identify technology implementation goals that will assist in the budget planning process
• Establish a plan for ongoing staff technology training
• Include ways to measure the success of the plan

Current Environment

The Main Library's public use hardware and software is in dire need of upgrading. With all public use computers purchased in 2000 running Microsoft software circa 1998, library users are increasingly unable to open files created elsewhere with more up-to-date software. Although demand for hands-on classes in the Main Library computer lab continues to grow, a lack of staff plus old hardware and software prevent the library from meeting this need. As portable storage devices increasingly supersede floppy disks, library users are unable to use these devices in library computers. On the bright side, wireless Internet access installed in the summer of 2005 (with free service provided by Comcast) is increasingly popular, although only available in the Main Library atrium and nearby areas.

At the branches, public use computers are even older, mostly purchased between 1996 and 1998. Hardware breakdowns at the branch libraries are increasingly frequent and very frustrating for branch users and staff.

The library's present website dates from about 1999, with a follow-up revision (to the home page only) made in December 2002. With the addition of an online calendar of events, an online museum pass reservation service, an online monthly newsletter, and other digital library services, the website's role as Quincy's virtual public library continues to grow. Website usability tests conducted in May 2006 demonstrate a need for the site to be easier to navigate. Focus groups and surveys conducted in the summer of 2006 indicate a need for the website to better serve both older adults and young adults aged 14-19. The Thomas Crane Public Library in Quincy, Massachusetts developed its first long-range plan in May 1988. The period from 1988 to 1998 was one of tremendous change in the library. The city committed to renovating and expanding the Main Library and staff was involved in the building design process, transforming the library into a building that combined traditional library functions with technology.

Summary

The technology planning committee recommends that the library at least sustain-and in many cases-expand all existing technology services. No services are recommended for phase out but no new projects are recommended either, due to the overriding need to merely sustain (i.e. upgrade) existing services.

The most urgent technology priority for both the Main Library and its three branches is to upgrade all the public use computer hardware and software. The library will not be able to achieve its long-range service priorities without this system-wide upgrade. However, even if funding for this entire project were available in year one of the plan, the library does not have enough technical staff to install and test 72 new computers in one year, in addition to providing needed maintenance for existing systems. Thus, the most significant portion of the plan details a three-year phased-in upgrading of all public use technology.

In addition, key services recommended for expansion include wireless Internet (at the Main Library and all branches); the website (redesign to improve ease of use, allow further expansion of content, and include some Chinese language information, ); technology supporting programs and classes (e.g. additional laptops, projectors, computer lab sound system); and digital audiobooks (Playaway).

Administrative support technology enhances the library staff's ability to provide effective and efficient service to the public. Administrative projects recommended for maintenance and expansion include upgraded and new hardware (PCs, laptops, receipt printers, PDAs, scanner) and software (to manage staff scheduling).

Keeping staff technology skills fresh and up-to-date is a major challenge. The Main Library is now open seven days a week, twelve months a year, and hours at all three branches have recently been expanded. The need for all available staff to be "on deck" to serve the public at all times makes it very challenging to schedule staff training. And yet, the staff must be well-trained and comfortable with the library's variety of technology-related services in order to provide excellent customer service. The technology planning committee recommends that library supervisory staff assess training needs and develop a systematic plan for ongoing staff training, including identifying and prioritizing the training needs of each department and of individual staff members; determining what kind of training (i.e. hands-on or demo/presentation) is best for which topic; determining which individual staff members could serve as trainers; and how and when to schedule trainings.

The technology planning committee will meet annually at the end of each fiscal year to review and evaluate the library's progress toward that year's technology goals, and to adjust the goals and timelines as needed.

List of Recommended Projects needed to Sustain Current Services

Goal 1. Replace 72 public use Internet PCs with latest hardware and software over three years

• It is essential to replacing the library's PC hardware at this time. The current environment no longer meets the basic needs of the modern computer user. In order to achieve our long-range service goals, a system-wide upgrade is necessary.
• Since we have neither the staff nor the budget to upgrade all public PCs at once, we propose to replace 1/3 of public use equipment each year over a three-year period. That will amount to a replacement of 24 PCs a year at a cost of approximately $29,500 per year.
• The Systems Librarian will manage the upgrade with assistance from the Interlibrary Loan Librarian (a tech specialist) and the Lab Attendant (a tech specialist). Once purchased, each PC should require roughly two hours to stage and install.
• Goal 1 to be implemented in FY2007, 2008 and 2009.

• The computers in the ADA room are among the oldest in the library. In order to effectively meet the needs of library users with disabilities, we need to keep up with technological changes that aid in computer use.
• We propose to purchase two new ADA PCs loaded with ADA-compliant software for people with mobility, visual, aural, and/or learning disabilities. Each PC will cost approximately $1,425 for a total of $2,850.
• The Systems Librarian will research which hardware and software would be most useful to library users and, with the help of the Interlibrary Loan Librarian and the Lab Attendant, install the equipment. Once purchased, each PC should require roughly four hours to install.
• Goal 2 to be implemented in FY2007.

• The library began replacing the staff PCs in 2004 to meet the basic requirements of an increasingly demanding library technology profession. 19 PCs have already been replaced and 12 remain to be replaced.
• We propose to continue on this course and replace 1/3 of the remaining staff PCs each year over a three-year period. That will amount to a replacement of four PCs a year at a cost of approximately $5,225 per year.
• The Systems Librarian will manage the project with assistance from the Interlibrary Loan Librarian. Once purchased, each PC should require roughly 2.5 hours to stage and install.
• Goal 3 to be implemented in FY2007, 2008 and 2009.

• The library purchased its dot-matrix receipt printers in 2000 and, like the PCs, technology has changed to a degree which makes replacement both necessary and desirable.
• We propose to replace four printers a year at a cost of approximately $1200 per year.
• The Systems Librarian will install the receipt printers with the assistance of the Interlibrary Loan Librarian. Once purchased, each printer should require roughly ½ hour to install.
• Goal 4 to be implemented in FY2007, 2008 and 2009.

• he library has several models of ink-jet and laser printers in use which are at, or approaching EOL . We propose to replace failed and EOL printers with new high-speed laser printers.
• The Systems Librarian will oversee the installation of high-speed laser printers with the assistance of the Interlibrary Loan Librarian and the Lab Attendant. Once purchased, each printer should require one hour to install at a cost of approximately $1,500 per printer.
• Goal 5 to be implemented as required by equipment failure.

• The library strives to provide access to resources in a wide variety of formats to meet the information needs of library users. Database selection is determined by professional review in answer to changing informational demand and is therefore constantly evolving.
• We propose to continue subscribing to numerous online databases and resources to fulfill to our service goal of Lifelong Learning at an annual cost of approximately $10,500.
• Goal 6 to be implemented annually.

• In 2005, the library purchased a subscription to a web-based service that provides public access to a library event calendar and online museum pass booking. The sservice has proved popular with both library staff and library users.
• We propose to continue subscribing to TixKeeper/EventKeeper at an annual cost of $450.
• Goal 7 to be implemented annually.

• Due to an inability to administratively access the library's website when it was hosted on the city server, we now contract with a web hosting company that specializes in non-profit organizations. By doing so, the library has been able to expand its web services significantly.
• We propose to continue our contract with Isovera to both host our website and maintain a registration for our domain name (thomascranelibrary.org) at an annual cost of approximately $400.
• Goal 8 to be implemented annually.

• The library is increasingly challenged to provide stimulating and active storytimes for children. Although the department already has a color printer, an all-in-one unit would be ideal for the creation of colorful storytime props in multiple forms.
• We propose to purchase an all-in-one printer/scanner/copier to aid in the creation of materials for storytimes at a one-time cost of approximately $150.
• Goal 9 to be implemented in FY2007.

• The library currently employs several models of fax machines that are at or approaching EOL. However, technology has changed and the need for fax machines as a form of communication may no longer be necessary for all departments.
• We propose to replace failed or EOL fax machines with high-speed laser fax machines if still required for normal operation.
• Goal 10 to be implemented as required by equipment failure.

List of Recommended Projects which will Expand Services

Goal 11. Offer the latest in digital audio technology in the form of Playaway digital audio books

• As technology advances, libraries must keep pace or lose touch with public needs. Playaway digital audio books are self-contained devices which are infinitely more convenient than books on tape or CD.
• We propose to begin a Playaway digital audio collection that will increase by approximately 30 titles per year.
• Goal 11 to be implemented annually.

• Since introducing wireless Internet service in the Main Library Atrium, the service has been extremely successful. Expanding the service area within the Main Library and introducing the service at the branches is the natural next step in meeting the increasing demand.
• We propose to purchase the necessary hardware and configure. If Comcast provides free Internet service, our one-time cost will be approximately $730.
• Goal 12 to be implemented in FY2007.

• In order to promote the joy of reading and lifelong learning, enhanced readers' advisory service will allow us to provide more personal service and connect library users to our book collections (incl. regular print, large print and audio formats).
• We propose to create an online web form on which library users can input areas of reading interest and receive an emailed response with book suggestions within one week's time.
• Goal 13 to be implemented in FY2007.

• The Library's website was designed in 1999. A dynamic web presence is an essential method of communication and service delivery. Library websites are increasingly functioning as virtual libraries for their users. Our website received over 5,000 hits in the last month. However, websites become dated. A new site which embraces the latest advances in design and functionality, including the addition of Chinese language pages, will allow us to more effectively serve our customers.
• We propose to phase in improvements resulting in an overall website redesign during the next three years at an estimated cost of $20,000.
• Goal 14 to be implemented in FY2007, 2008 and 2009.

• With the increase of library-sponsored programs, there is new demand for multimedia devices. Currently the library has only one notebook computer, therefore only one event can be scheduled at a time.
• We propose to purchase a notebook PC with integrated DVD player (for movie showings) at a one-time cost of approximately $1415.
• Goal 15 to be implemented in FY2007.

• With the increase of library classroom training and library-sponsored programs, there is new demand for multimedia devices. Currently the library has only one LCD projector, therefore only one event requiring projection can be scheduled at a time.
• We propose to purchase an LCD projector at a one-time cost of approximately $1275.
• Goal 16 to be implemented in FY2007.

• In a busy library environment with nine locations to be staffed, it is increasingly cumbersome to schedule staff manually. Scheduling software will enable the schedule supervisor to make changes on the fly, track employee times and locations and allow staff online access to schedules and calendars.
• We propose to purchase staff scheduling software at an annual cost of $360.
• Goal 17 to be implemented in FY2007 and maintained in FY2008, FY2009.

• Gaming is becoming a popular service in public libraries as educators are realizing that some children learn best in a gaming environment. Gaming can also be used to introduce children to topics they might not otherwise explore.
• We propose to purchase the V-Smile educational gaming system, several games and a 20" LCD TV at a one-time cost of approximately $750.
• Goal 18 to be implemented in FY2007.

• The library's introduction to the Internet classes have been very popular since they were introduced in 2004. However, the acoustics in the room are not ideal and often times people have a hard time hearing the instructor from the back row. A portable sound system will alleviate the problem.
• We propose to purchase a portable amp and mike set at a one-time cost of approximately $525.
• Goal 19 to be implemented in FY2007.

• The library has struggled with scheduling meeting room use throughout three separate buildings. An online reservation service will allow us to use a cohesive schedule that can be shared online with changes allowed on the fly.
• We propose to add EK Rooms to our current EventKeeper/TixKeeper subscription at an annual cost of approximately $250 per year.
• Goal 20 to be implemented in FY2007 and maintained in FY2008, FY2009.

• The Circulation Department is a bustling, busy library department. With limited space in the workroom and the realization that library users are much more likely to approach a staff person on the floor for assistance, it is logical to provide mobile workstations to circulation staff.
• We propose to purchase two notebook PCs at a one-time cost of approximately $2830.
• Goal 21 to be implemented in FY2007.

• Basic computer instruction has been a popular service the library has provided to its English-speaking users for several years. With the advent of handwriting recognition hardware and software, it is possible to offer the same classes to our Chinese-speaking users.
• We propose to purchase 14 Chinese language recognition systems for integration into our Computer Lab at a cost of $2,000.
• Goal 22 to be implemented in FY2008.

• Because the library purchases several copies of popular magazines for the Main Library and branches, it is desirable to be able to input labeling data once and duplicate the information for multiple copies.
• We propose to create label templates in Microsoft Word that will allow staff to create multiple labels with minimal data entry.
• Goal 23 to be implemented in FY2007.

Literacy Project

Goal 1L Replace six office computers with the latest hardware and software

• The Literacy Project computers were purchased at the same time as the other Main Library computers and therefore share all the same problems. In order for students to be able to learn and compete in this computer age, the purchase of new equipment is required.
• We propose to purchase six new PCs at a one-time cost of $6,800.
• Goal 1L to be completed in FY2007.

• The Literacy Project website not only attracts potential students but is a critical resource for current students. A new site which embraces the latest advances in design and functionality will allow the Literacy Project to more effectively connect with students.
• We propose to outsource the website redesign at an estimated cost of $8,000.
• Goal 2L to be implemented in FY2007.

Technology Plan Goals by Service Priority

Encouraging Lifelong Learning

Understanding Our Heritage

Creating Community

Achieving Basic Literacy

Administrative/Staff

Technology Goals by Year of Implementation and Cost

Last Modified: October 13, 2006
©Thomas Crane Public Library, Quincy, Mass. 02169