ARL Position Description Bank ( ARL PD Bank ) Demonstration Presentation at ALA Midwinter 2013

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Material Information

Title:
ARL Position Description Bank ( ARL PD Bank ) Demonstration Presentation at ALA Midwinter 2013
Physical Description:
Presentation slides
Language:
English
Creator:
Keith, Brian W.
Smith, Bonnie J.
Taylor, Laurie N.
Sullivan, Mark V.
Publisher:
George A. Smathers Libraries, University of Florida
Place of Publication:
Gainesville, FL
Publication Date:

Notes

Abstract:
Abstract from ARL: The ARL PD Bank is scheduled for launch on February 1, 2013. The PD Bank will aggregate position descriptions from participating academic and research libraries, making the PDs browsable and searchable. The PD Bank will provide a source for current PDs and will also track the evolution of positions—and library functions and services—and the varied ways in which institutions organize and define functions. The PD Bank will also provide participating institutions with a functional digital archive of their own position descriptions. In addition to standard data fields available to all participants, individual libraries may elect to use custom data fields that would not be viewable by other institutions, such as employee and supervisor names, classification, date last reviewed/modified, and other data identified by the institution as useful for internal purposes. The PD Bank has been developed over the past few months by a team of staff from the University of Florida Libraries and ARL, along with personnel officers from ARL member institutions, who have been engaged via surveys, focus groups, and beta testing. Demo & other informational sessions: Every ARL member library that has staff attending the ALA Midwinter Meeting in Seattle is encouraged to send a representative to the January 26 demo. ARL will also offer subsequent online sessions, but the in-person meeting is an important opportunity to learn more about the system. There is no fee or registration necessary to attend the demo at ALA Midwinter.

Record Information

Source Institution:
University of Florida
Holding Location:
University of Florida
Rights Management:
Applicable rights reserved.
System ID:
AA00013508:00001


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Full Text

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ARL Position Description Bank Slides available at http ://ufdc.ufl.edu/AA00013508/ ALA Midwinter 2013 Seattle, Washington

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Brian W. Keith Associate Dean, Administrative Services and Faculty Affairs George A. Smathers Libraries University of Florida ARLPDBank@uflib.ufl.edu 352 273 2595 Slides available at http ://ufdc.ufl.edu/AA00013508/

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Agenda Background Orientation to the System Demonstration Institutional Administration Launch ARL PD Bank Brian W. Keith

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Background ARL has contributed to and served as a catalyst for the development of a system to establish a national bank of job descriptions and help institutions manage these documents. The system has been developed by a University of Florida team, with broad input from other institutions. ARL PD Bank Brian W. Keith

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Acknowledgement o College of Charleston o Northwestern University o Ohio State University o Purdue University o Queens University o Rice University o Syracuse University o University at Buffalo, SUNY o University of Alabama o University of Alberta o University of Colorado o University of Florida o University of Guelph o University of Houston o University of Massachusetts Amherst o University of South Florida o University of Utah o Washington State University THANK YOU! to the following Institutions for their IMPORTANT contributions to the design: ARL PD Bank Brian W. Keith

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The Idea The PD Bank, as a collective work of academic and research libraries, can inform us about our industry and benefit libraries. ARL PD Bank Brian W. Keith

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System Fundamentals An ongoing resource not simply a one time effort to collect documents ARL PD Bank Brian W. Keith

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System Fundamentals Submission of positions requires providing limited Standard Data to complement keyword search capabilities. ARL PD Bank Brian W. Keith

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System Fundamentals The ARL PD Bank as a database can enhance the management of position descriptions and improve their usefulness to the institutions, through effective archiving and accession ARL PD Bank Brian W. Keith

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System Fundamentals In addition to archiving and Institutions may opt to use the system to store data and documents associated with the positions they submit. Institutions may also opt to use the system to store limited data about employees and the positions they hold. ARL PD Bank Brian W. Keith

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System Fundamentals The institution level ROI is the improved document findability, access, and archiving which enhances PD usefulness and maintenance. The resulting use of the system by institutions to manage their PDs can result in better maintenance of the data and documents in the long r un. ARL PD Bank Brian W. Keith

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System Fundamentals Use will result in a better industry level collection of job which better informs us about our industry and benefits libraries. ARL PD Bank Brian W. Keith

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Cost to You? ARL PD Bank Brian W. Keith

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Design Elements Web application with: secure, restricted, credential based access remote back up encryption ARL PD Bank Brian W. Keith

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Design Elements A simple intuitive, easy to use interface for a variety of that takes as little time as possible! ARL PD Bank Brian W. Keith

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Design Elements Highly effective keyword searchability Data submitted and maintained by institutions A combination of: viewable to all registered users (essentially anonymous) (optional and limited) ARL PD Bank Brian W. Keith

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Design Elements Customizable for your institution based on your specific needs (without a degree in IT) ARL PD Bank Brian W. Keith

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The System A. Collection of PDs with limited anonymous descriptors For example, % FTE ARL PD Bank Brian W. Keith

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The System A. Collection of PDs with limited anonymous descriptors B. Optional Institutional only data and documents for positions For example, department ARL PD Bank Brian W. Keith

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The System A. Collection of PDs with limited anonymous descriptors B. Optional Institutional only data and documents for positions C. Optional Employee data and documents For example, employee name ARL PD Bank Brian W. Keith

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Levels of Institutional Participation A. PD Bank depositor ARL PD Bank Brian W. Keith

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Levels of Institutional Participation A. PD Bank depositor B. PD Bank depositor opting to use additional Position features to enhance the management of PDs ARL PD Bank Brian W. Keith

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Levels of Institutional Participation A. PD Bank depositor B. PD Bank depositor opting to use additional Position features to enhance the management of PDs C. The Position features, plus opting to use Employee Data management features ARL PD Bank Brian W. Keith

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Individual privacy is paramount. The ARL PD Bank is hosted by the George A. Smathers Libraries at the University of Florida. All data and system security comply with the UF IT Data Security Standard. ( http:// www.it.ufl.edu/policies/security/uf it sec data.html ) Privacy ARL PD Bank Brian W. Keith

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Though the ARL PD Bank is secure, access is restricted, data and documents are encrypted, and only very limited data is available to those outside of the individual institution, submitted data and documents must not include restricted information, such as Social Security Number or the comparable, driver's license number, alien registration number, passport number, or bank account, credit or debit card information. Permissible Use and Acceptable Data ARL PD Bank Brian W. Keith

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PDs must not include other personal identifiers, such as employee names, home contact information, and complete birth dates Permissible Use and Acceptable Data ARL PD Bank Brian W. Keith

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So what data is acceptable? Information likely available online already or in existing shadow system(s) Permissible Use and Acceptable Data ARL PD Bank Brian W. Keith

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Likely examples: Employee ID Name (legal and preferred) Phone Office Address Email Address User Name Library Start Date Library Exit Date Tenure Status Tenure/Promotion Home Tenure Track Start Date Tenure Review Year Year Granted Tenure Year of most recent sabbatical Permissible Use and Acceptable Data ARL PD Bank Brian W. Keith

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Any questions about what we have covered? ARL PD Bank Brian W. Keith

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The System www.arl.org/pdbank ARL PD Bank Brian W. Keith

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The System Login and User Access Requests Search View Position Record (External v. Internal) Forward Export Add Position Edit Position record Add Employee Edit Employee record ARL PD Bank Brian W. Keith

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Any questions about what we have covered? ARL PD Bank Brian W. Keith

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Individual User Permission Levels View Data Add/Edit Data and Documents Delete Positions and Employees Institutional Administrator ARL PD Bank Brian W. Keith

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Institutional Admin Menu driven Simple Intuitive No IT degree required ARL PD Bank Brian W. Keith

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Basic Institutional Admin Validate institutional user requests Assign individual user permission levels (privileges) ARL PD Bank Brian W. Keith

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Additional Institutional Admin Depending on level of institutional use, would also manage the settings for: Institutional level data and documents for positions Employee data and documents ARL PD Bank Brian W. Keith

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Any questions about what we have covered? ARL PD Bank Brian W. Keith

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Launch System GO LIVE is February 1, 2013 Institutional Administrator roles available Online help documents, including a full user guide Series of web based trainings begin ARL PD Bank Brian W. Keith

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Roll Out February to April, ongoing support for Admin setup Data imports Ability to test drive the system in a test environment ARL PD Bank Brian W. Keith

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User questions and feedback supported by UF Assessment ARL PD Bank Brian W. Keith

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What NOW? Questions to think about: Who is your institutional lead (likely Administrator but does not need IT expertise)? Who will be your institutional users and what user levels should they have? ARL PD Bank Brian W. Keith

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What NOW? Questions to think about: Do the expanded elements of the system make sense for your institution? If so, for what data or documents? ARL PD Bank Brian W. Keith

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What NOW? Think about potential uses of this system to learn more about our industry and/or to support the work of our institutions in other ways. ARL PD Bank Brian W. Keith

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Any questions about what we have covered? ARL PD Bank Brian W. Keith

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Thank you! Slides available at http ://ufdc.ufl.edu/AA00013508/