Library System Technology Plans
(July 2007)

CONTENTS

1. The State's Technology and Resource Sharing Plan Requirement
2. State and E-rate Plan Certification Timeline
3. E-rate Technology Plan Requirements

1. E-rate Technology Plan Criteria
2. Library System Plans:  Addressing The Needs of Member Libraries
3. System Plans And DOA TEACH
4. Division Liability

Note:  From the Wisconsin perspective, the term "library consortia" means the same as "library system".
 

1)  The State's Technology and Resource Sharing Plan Requirement  (top)

The Wisconsin statutes (43.24, 2m) address the requirement that all of the state's regional library systems assist their member libraries in the area of library technology and resource sharing.  In addition, all library systems are required to have a Library System Technology Plan that has been approved by the State Library Division.  While the statute does not include any technology plan criteria,  for E-rate purposes library system technology plans must address the E-rate plan requirements stated below. 

2)  State and E-rate Plan Certification Timeline  (top)

The technology plan timeframe codified in state statue and the plan timeframe recommended by the SLD differ.  The state technology plan requirement covers a period of five years while the SLD's planning information notes that technology plans should cover a period of not more than three years.  When there is a difference in timeframes, the SLD notes on its Website:

There may be cases in which an approved plan is longer than three years to conform to federal, state, or local requirements. Whenever an approved plan is longer than three years, there should be a significant review of progress during the third year.

To comport with SLD guidelines, at the end of the three year SLD technology plan timeframe, library systems need to either:  (1) have an updated technology plan approved by the division, or (2) undertake a significant plan review to ensure that the goals and objectives stated in the plan are still valid.  For the plan review option a statement that the plan is still  valid must be on file with the division.

3)  E-rate Technology Plan Requirement  (top)

a)  E-rate Technology Plan Criteria

To qualify as an approved technology plan for the E-rate, any updated library system technology plan must meet the following criteria established by the SLD.

1. The plan must establish clear goals and a realistic strategy for using telecommunications and information technology to improve education or library services;

2. The plan must have a professional development strategy to ensure that staff know how to use these new technologies to improve education or library services;

3. The plan must include an assessment of the telecommunication services, hardware, software, and other services that will be needed to improve education or library services;

4. The plan must provide for a sufficient budget to acquire and support the non-discounted elements of the plan: the hardware, software, professional development, and other services that will be needed to implement the strategy; and

5. The plan must include an evaluation process that enables the school or library to monitor progress toward the specified goals and make mid-course corrections in response to new developments and opportunities as they arise.

A review of a library's technology plan is part of most routine applicant audits conducted by the SLD.  On the basis of these audits, the SLD has identified several weaknesses common to many technology plans. These weaknesses are in fulfilling criteria 1, 2 and 5.  As library systems revise their plans they are encouraged to give special attention to these three criteria. Suggestions on how to address these weaknesses are provided in Appendix B, "Technology Planning: Questions to Consider," which is part of the SLD's technology planning information. 

b)  Library System Plans:  Addressing The Needs of Member Libraries

The ALA's E-rate Task Force has had lengthy conversations with SLD staff on the issue of allowing library system plans to serve as blanket plans covering system member libraries.  Language allowing this is incorporated into the SLD's Technology Plan Approval Process, section D, "Approval of State Library Agency and Library Plans".   The pertinent language notes that

Library consortia [aka library systems] technology plans may be used to fulfill the requirement for the individual libraries to have a technology plan if (1) they support and validate the services requested by the library;  (2) are based on a collaborative planning process.

To help systems incorporate these two SLD requirements into their plans, the division has developed the following guidelines.

1. The library system technology plan is revised with active participation from member libraries and others as needed. 

Examples:

• The system plan is developed as part of a cooperative process that includes representatives from the member library community (staff, trustees, patrons, friends groups) and may include other key stakeholders (schools, local government, civic groups, literacy groups, etc.).
• Individuals directly involved in plan development offer to meet with the member library community and other stakeholders to explain the plan process and solicit input.
• Drafts of the plan are sent to all members and stakeholders for their reaction and input.
• System members approve the final plan by vote or by consensus.
• The final plan is reviewed and approved by the system board.

2. The library system technology plan describes the technology-related services that systems offer to members.

Examples:

• System management of a WAN for their member libraries.
• System management of Internet access for members.
• System management of a shared integrated system for members.
• System sponsorship of workshops and other professional development opportunities related to the technology needs of member library staff.
• System purchase of hardware/software or other technology-related services for members.
• System provision of technical consulting services for members.
• System provision of technical support and troubleshooting of technical problems for members.
• System negotiation of contracts or other service agreements to allow members to receive discounts on technology-related products and services.
• System development and submission of technology-related grants and proposals (e.g., LSTA, E-rate) to enhance the services of member libraries.

3. The library system technology plan addresses member libraries' use of current  technology and their expected use of enhancements to existing technologies or new technologies.

Examples:

• Statements of member library support for the technology plan are included in the plan itself, in an appendix, or in approval letters.
• The plan states what goals or services apply to what libraries. (E.g., if a system service is the operation of an integrated library system, state what libraries use this service.)  This can be done by developing a grid listing libraries next to the appropriate goal or service.
• The plan states the types of technology (a technology inventory) used in member libraries. (E.g., What libraries have LANs, circulation systems,  computer labs, technology-related programs for patrons, etc.). This may be done by developing a grid listing libraries next to the types of technology and technology-related services used by the library.
• The plan includes budget information that specifies what services are paid by the system itself and what services are paid for by member libraries.
• There is a section in the body of the plan or an appendix where, if needed, a library can describe in more detail the specific technology environment in the library, especially any special or unusual situations. For examples, 
• A library will be constructing a new building.
• A library will be installing a computer lab.
• A library will be undertaking a major upgrade of its LAN, or installing its first LAN.
• A library will be undertaking a major upgrade of its integrated system or automating for the first time.
• A library will be moving from dial-up Internet access to direct, broadband access.
• A library will be forming a cooperative technology support service with its local school district, technical college, etc.
• A foundation or benefactor has given the library significant funds for technology investments.

c)  System Plans And DOA TEACH

The state Department of Administration's TEACH program staff file a statewide E-rate application for all schools and libraries with TEACH T1 datalines.  This means that all public libraries with TEACH lines need to be covered by an E-rate certified technology plan.  TEACH accepts system technology plans that cover member libraries so individual libraries need not develop a separate plan just for the TEACH T1 line.

d)  Division Liability

If, as part of an E-rate audit, your technology plan is reviewed by the SLD and they determine that there are deficiencies in the plan, you cannot claim as a defense that the state library approved your plan.  Under such circumstances you will need to comply with any directive from the SLD (e.g., SLD may request further documentation regarding your plan).

Please contact me if you have any questions.

Bob Bocher,  Library Technology Consultant
State Division for Libraries, Technology, and Community Learning
Public Library Development
125 S. Webster St.,  P.O. Box 7841,  Madison WI 53707-7841
608-266-2127,  fax 608-266-2529
robert.bocher@dpi.wi.gov

 July 2007 

For questions about this information, contact Robert F. Bocher (608) 266-2127

Last updated on 2/25/2008 12:49:45 PM