| |
Guidelines for the Preparation of Library Plans in 2000.
Download the 2000 guidelines in Adobe pdf format (58 kb)
1. Introduction
2. Common Format
3. Audience and Presentation
4. Performance Indicators
5. Guidelines
A1. Appendix One - Annual Library Plans Guidelines 2001
A2. Appendix Two - Timetable for rolling forward the overall plan
1. Introduction
These guidelines have been developed from those devised for the 1999 Annual Library Plans. They take account of the experience gained by both the Local Authorities and the Department in preparing and appraising those plans. They also take account of observations made by Local
Authorities through the consultation process undertaken by the Department. The guidelines provide a framework for what the Department regards as primarily a local planning exercise. The framework will provide Government with a consistent structure for the intentions and achievements of all parties, working together towards national, but also local, objectives
for the library service. In promulgating these guidelines the Department accepts that by definition guidance is not totally prescriptive. Authorities should adopt the structure, but use the described coverage to different degrees depending upon their own circumstances. The framework is promoted in the spirit of
partnership where the Department wishes to support each authority in shaping its own library service to best meet the demands of the community it serves. It is also accepted that the process of planning is more important than the publication and that this can only take place at the point of service management. Publication of the plan extends the knowledge of the plan to a wider audience. To minimise the workload falling upon local authorities and to avoid unnecessary repetition, the plans are to be produced in two sections. Part A should be produced every three years and should · contain standing information about the Local Authority, its community and its library service; · review overall performance against the Authority's own standards and policies, and compared with other Local Authorities; ·
examine the pressures faced by the service, and make the best use of resources to overcome these pressures; · identify the opportunities which exist to adapt service levels to meet changing user demands. Part B should provide the basis for a short term review and be produced annually. In the first year, and every third year thereafter, it will be produced in conjunction with Part A. It will contain: · A rolling three year medium term strategic plan; · New initiatives and influences -
which may impinge upon the medium term strategy; · An action plan for the immediate future, including steps the authority is taking to manage the quality of its service; · A review of comparative performance; · A review of local performance against targets and against national standards when these are
published; · Identification of targets; Part A of the plan should be amended when necessary during the planning cycle to take account of changing circumstances and such amendments should be forwarded to DCMS when Part B is submitted. When an authority is requested, or chooses to, submit Part A it is important that all sections of Part B are also completed. Plans are to be submitted to DCMS by 30th September in each year. This provides a "best fit" to the corporate management and budget strategy processes of local authorities, and facilitates the production and incorporation of performance measures relating to each financial
year. They may, of course, be prepared within the authority at whatever prior date is most convenient. This time-scale reflects the fact that, by the time of submission, the Plan is covering a year which is half way through and for which key budgetary decisions are already taken. It also provides the
opportunity for planning data to be available for local budget setting, purposes in preparation for the next year, and allows the opportunity for authorities to reflect prospective cost and service changes in overall national expenditure projections and grant negotiations. Appendix 2 sets out a time frame for the elements included in both Part A and Part B of the Plan. Primarily the plan is an expression of the authority's own commitment to the development of the library service. However, it is also important to consider the use of the plans by the Department of Culture, Media and Sport, and any research bodies who may have access to plans from all
authorities and who will find analysis and comparison greatly facilitated by a common approach. The guidelines are, therefore, structured in terms of a common format - with chapter and subject headings specified - and a general description of the content that might be expected to form part of each. (See Appendix 1).
2. Common Format
The format for Part A (Planning Platform) will be as follows:
| Chapter 1 | - | Mission Statement |
| Chapter 2 | - | Background |
| Chapter 3 | - | Service Delivery |
| Chapter 4 | - | Resources |
| Chapter 5 | - | Public / Customer Response |
| Chapter 6 | - | Performance Appraisal |
| Chapter 7 | - | Summary of Existing Strengths & Areas for Development |
The format for Part B (Rolling Review) will be as follows:
| Chapter 8 | - | Rolling 3 Year Medium Term Strategy |
| Chapter 9 | - | Review of last year, including review against national standards when these are published |
| Chapter 10 | - | External and Local Influences |
| Chapter 11 | - | The Way Ahead |
3. Audience and Presentation
Council officers and members, Government Departments and external advisers will be the primary users this strategic plan. It is appropriate, therefore, that it should mainly be framed in terms that are relevant from a managerial and professional standpoint. Some elements of the annual
plan may be particularly appropriate for distribution to a wider audience such as users, staff and stakeholders, although a simplified presentation may be preferred.
Given the intention that Part A is intended to stand for three years, it is important that it is compiled in a way that enables it to be easily updated. DCMS expect that authorities will, in future submit copies of all plans in electronic format (using a standard word processing format)
with a hard copy. For hard copy a loose leaf format in a binder will greatly assist maintenance of the plans. Where new/amended pages are submitted, amended content should be sidelined. Library Plans should be submitted to the relevant member forum for approval. This will give the plan the appropriate status for a strategic document. A foreword in the name of the Committee Chair, Cabinet member (or other appropriate member) can be used to add status and set the plan in
context. On the basis of experience, plans are best when kept to a maximum of between 80 and 100 pages for Parts A and B together, though smaller authorities may find a shorter document suffix's. They should be expressed clearly for the benefit of the prospective readership. A 'contents' page
would be valuable. Some cross-referencing of sections may be helpful, but overall coherence must be maintained. Appendices should be kept to a minimum and information should be presented in a summarised form where possible. If an authority decides to use a different arrangement than the one in these
Guidelines, it should provide a concordance showing in which section information requested in the Appendix is located.
4. Performance Indicators
A 'Planning Profile' is being circulated with this guidance which sets out various statistical indicators. These provide a convenient summary of statistical measures defined by the Committee on Public Library Statistics of the available data for the last five years. The profile is meant to be an aid to the authority in considering the scope and scale of its services both in time and in contrast with other authorities. Its purpose is to add context although it is accepted that no statistical measures can effectively summarise performance on their
own. If the finally agreed set of National service standards so requires, a revised Planning Profile with be circulated. The indicators should add the appropriate context within the following sections of the plan:
2.1 - Profile of local authority statistics · socio economic measures
5 - Customer response and quality assessment · significant results of user surveys/user research
6 - Performance appraisal
9.2 - Performance review
The first part of the profile provides a summary of trends for the authority within its class and against the National distributions:
London Boroughs - Metropolitan Districts
- Unitary Councils
- County Councils
Where the results of this analysis are significant, the authority may wish to comment in Section 6, or in section 9.2.
The second part of the profile provides more detail and a range of comparisons with other authorities chosen by the subject authority.
The profile also provides the recognised definitions for the statistical indicators. Authorities may wish to add other indicators to their review.
The intention is that authorities should react to any significant points that emerge from a review of these indicators and thereby set out clear strategies for developing the service as a result. The planning guidance does not require authorities to show in their plans a set number of statistical tables or
diagrams. The emphasis is put on commenting on the authority's position in relation to national standards, and justifying an awareness of significant trends through the use of relevant statistics.
Much of the detail set out in the Profile will only be relevant to Part A of the Plan. In Part B the emphasis should be placed on reviewing progress made during the previous planning period in meeting stated objectives. If this can be demonstrated in the form of statistical measures the relevant indicators
should be shown. Where trends observed in the Planning Profile reflect earlier progress and this is also relevant, then such indicators can be exemplified.
The Committee on Public Library Statistics is keeping the list of indicators set out in the Planning Profile under review, and will place priority on developing suitable indicators for the application of ICT. The format of the planning profile has been developed by a CPLS sub-group in response to comments
received last year, and they are anxious to keep the format under review with particular regard for any National Standards, once these have been agreed.
5. Guidelines
Appendix 1 sets out guidelines for contents of the plan and links this to the common format above.
|
|
