The literature and discussion regarding library budgets usually focusses on methods and formulas for allocating funds among the different subject areas. However, little attention is being paid to the structure of the funds within those subject areas. This presentation will introduce new concepts and a new way of thinking about the Library budget as more than just a way of spending funds, but also as a tool for planning and reporting, for both management and selectors

1. Nov 8, 2013
Maria Savova
Collection Management
& Digital Integration Librarian
http://www.dreamstime.com

3. 
Five undergraduate colleges and two
graduate universities

One Library with single location and
budget

All seven academic institutions
contribute to the Library’s budget as a
consortium

4. 
What is a Library Materials budget and what do
we need it to be

What kind of funds we need in order for the
budget to fulfill its purpose

New concepts and a new way of thinking about
the Library budget as a tool for planning and
reporting, for both management and selectors

5.  Operations budget
 Materials
budget
 Collections – divided by
subject/discipline
 Collections support

6. A budget provides a focus
for an organization, as it
aids the coordination of
activities, allocation of
resources, and direction of
activity, and facilitates
control.
budget. (2009). In BUSINESS: The Ultimate Resource. Retrieved from
http://www.credoreference.com/entry/ultimatebusiness/budget
http://blog.intohigher.com/wp-content/uploads/2013/07/Budget-jar-ofmoney.jpg

7. Budgeting has two
primary functions:
planning and
control.
Budgets and Budgeting. (2002). In L. C. Hillstrom & K. Hillstrom
(Eds.), Encyclopedia of Small Business (2nd ed., Vol. 1, pp. 106-113).
Detroit: Gale. Retrieved from http://go.galegroup.com/
http://blog.intohigher.com/wp-content/uploads/2013/07/Budget-jar-ofmoney.jpg

8. 
Planning of activity

Allocation of resources

Control of resources

Communicating of the planning

Visibility of the organization’s performance

Accountability

9. 
Annual survey data for various associations

Internal assessment activity for Library
management

Justifying funding request before our
constituencies and funding bodies (University/College/City) Administration

10. Books material type
Journals material type
http://www.flickr.com/photos/86530
412@N02/7932571974/
Standing orders nature of spending
Media material type
Electronic resources material format

11. http://www.flickr.com/photos/walkn/3812703999/

12. 
Hard to plan purchases if part of the fund is
committed to ongoing expenditures

We need to be able to (more easily) track overall
increase in ongoing commitments

We need to consistently charge the same type of
expenditures on the same fund

We need to be able to not only track, but also plan
expenditures per material type

13. 
Purchases of Books, Serial Backfiles, and Other
Materials

Electronic Expenditures

Audiovisual Expenditures

Ongoing Commitments to Serials Subscriptions

Ongoing Commitments to Serials Subscriptions
(Electronic)

Books Added By Purchase

E-journals - Current Titles Received

14. 
Discipline

Material type

Nature of spending

Material format
http://www.dreamstime.com

15. 
ah – Arts and Humanities

ss – Social Sciences

st – Science and Technology

as – Asian Studies

sc – Special Collections

md - Multidisciplinary

16. 
b - Books

p - Print / physical

j - Journals and journal

e - Electronic
databases

n - Non-journal
databases

m - Media

17. 
o - Ongoing

a - Approval Plan autoship

s - Standing orders

Unmediated demand driven

f - Firm/outright purchases
Without
librarian
intervention
With librarian
intervention

18. 
Print




Firm orders
Autoship
Standing orders
DDA?
http://www.canstockphoto.com

Electronic




www.fernandobiz.com
Firm orders
Standing orders
Ongoing
subscriptions
DDA?

19. 
Print

Ongoing
subscriptions

Ongoing
subscriptions
Firm orders
http://www.flickr.com/photos/thefirebottle/122895549/

Electronic


20. 
Electronic
 Ongoing subscriptions

Physical
 Firm orders
 Firm orders
http://www.flickr.com/photos/elgrandee/3217549652/

21. Discipline
(ah)
Material Nature of Material
type
spending
format
(book) (autoship) (print)

23. Books – xxbfp, xxbap
Journals - xxjop
Standing orders – xxbsp
Media - xxmfp

24. 
E-books
 xxboe - Ongoing: e-book collections subscriptions, hosting
fees for packages
 xxbfe - Firm: e-book packages, individual e-book
purchases
 xxbse – E-book standing orders

E-journals and journal databases
 xxjoe - Ongoing: subscriptions, hosting fees/maintenance
 xxjfe - Firm: backfiles, individual article purchases

Non-journal databases
 xxnoe - Ongoing: subscriptions, hosting fees/maintenance
 xxnfe - Firm: datasets, one-time primary sources, etc.

25. Example: SS fund has $1,000,000 total for FY14

Books – 23%
 Print (firm, autoship, standing orders, DDA)
 E-books (firm, ongoing, standing orders, DDA)


Media – 0.5%
Journal content – 46.5%
 Print
 Electronic (firm, ongoing)

Non-journal databases – 30%
 Firm vs. ongoing

26. Total = Previous year appropriation + %
increase
Ongoing = Previous year expenditure*
overall subscriptions increase (~4.5%) + any
additions (new subscriptions or hosting fees
for purchases)
Firm = Total – ongoing

27. FY14:
Total: $320,000 for non-journal databases
Ongoing: $310,000
Firm: $10,000 (3.13%)
FY15:
Total = $320,000 + 2% increase = $326,400
Ongoing = $310,000 + 4.5% increase + $450 hosting fee = $324,400
Firm = $326,400 - $324,400 = $2,000 (0.6%)

28. Planning and controlling budget
expenditures in a transparent and
consistent way is essential!
Modifying our Materials budget structure
to account for the three critical aspects of
library materials expenditure, in addition
to discipline/subject, could give us the
tools we need in order to succeed.

29. QUESTIONS?
maria_savova@cuc.claremont.edu