Library systems and their organizational structure

Library System: Formal Analysis of University of Westminster

Dear Sirs:

The University of Westminster is a large university system located in London, England that serves global student populations. The University of Westminster has 4 campus library resource centers available for student use, including: Cavendish Campus Library, Harrow Campus LRC, Marylebone Campus Library and Regent Campus Library (WMIN, 2004). The libraries use ISLS, or information systems and library services to disseminate information to students, staff and visitors. Also in use is infoLinX. The purpose of a system such as ISLS is to improve accessibility to learning materials.

Currently the University serves the following: graduate and undergraduate students, international students, part time students, researchers, alumni, businesses, job applicants and external examiners. Major academic areas range from traditional sectors such as architecture, to more advanced areas such as digital media and e-commerce. The information system utilized by the University is analyzed below based on PEST analysis, value chain analysis and Porters 5 factors. The analysis conducted reveals that the University is currently utilizing competitive technology to provide students with an advantage; however the ability of the system to continue to be successful depends upon its ability to adapt in an environment of rapidly changing technology. The student population have a strong marketing influence and will continue to seek out the systems upgrades that will allow for the most reliable and expedient information, capable of supporting vast populations.

Analysis of System Benefits/Ability to Meet Students Needs

PEST analysis helps achieve a greater understanding of the position and potential direction a business can grow in, in this case the University library system (Chapman, 2001). Unlike a SWOT which simply measures a business unit or proposition, PEST analysis allows for measurement of the market as a whole, its potential, its attractiveness and growth or decline trends (Chapman, 2001). In the PEST analysis below we are examining the library information systems in use as related to their market, or the student population and general public as a whole.

Political

The library system ISLS and infoLinX utilized at the University of Westminster must have the ability to address European and international standards for disseminating information. In order to expand upon the current technology being used, funding, grants and initiatives might have to be presented to the Universities governing body. The regulatory bodies currently in place directing usage of the systems include the student body, government and University officials.

Economic

Currently the economy supports use of information systems such as those in place at UWMIN, as they enable transfer of information electronically and digitally, saving time and effort. There are to specific taxation issues or specific industry factors that necessarily apply in this situation.

Social

Consumers are increasingly becoming technologically savvy, and seeking out advanced methods for researching and transferring information. The population served by the University includes not only students, but also officials, staff and the general public, as well as a global population of information seekers.

Technological

Technology is rapidly changing, and it will be important for innovation potential to be examined in order to keep pace.

Porter suggests that corporate strategies should meet opportunities and threats that arise from interaction with the external market, and that competitive strategy is contingent upon the ability of an organization to change with technology and industry advances (Porter, 1980). Of the five forces that Porter identified, those that are applicable to information systems management at the University of Wyoming include the following: Bargaining power of suppliers and bargaining power of customers. In this case supplier bargaining is likely to be high because the market for information systems is dominated to some extent by a few large suppliers; though there are many suppliers of information system technology, within the library services arena there are a few major competitors. Though there are possibly substitutes for information systems being used at smaller universities, for larger universities such as the University of Westminster, no substitutes for the systems as complex as ISLS really have power. High bargaining power on the part of suppliers may reduce the strategic options available to the University for replacement of the systems they currently have.

The bargaining power of customers is also significant. Customers in this sense may be considered patrons of the library. They have a very influential bargaining power because they utilize the information systems present within the University in large volumes; thus they are likely to have heavy influence over changes and demands for upgrades over they system. A concentration of buyers exists within the student population and other populations served by the library system. The type of information system being utilized is of grave concern to the consumer, also increasing the power of consumers to make changes and recommend systems improvements.

One of Porters other 5 factors should also be mentioned, the threat of new entrants. In a rapidly changing market place, the likelihood of new technology creations and competing entrants is high. There are some barriers to entry evident in the information systems market for large library systems however, which include possibly economies of scale such as the minimum size requirements for use of materials, and brand loyalty (this is perhaps the largest barrier" (Recklies, 2001).

Analysis of Porter's forces reveals that the market for technologically advanced computer systems is attractive. There is much profitability to be gained from utilizing this type of technology. The PEST analysis combined with Porter's findings reveal that of all the factors influencing the information system structure at the University, technological and socio-demographical changes are likely to weigh most heavily in any decision to change current operations.

From the perspective of students who are looking to compete in a global marketplace and utilize the most technologically advanced library information systems available, the library system in place currently contains a catalog or database containing thousands of books and journals. Critical success factors for future success of the information system includes the ability of the system to adapt and change related to technological advances, and continue to provide expedient, reliable information to students. Clients, in this case the students are easily able to access the system to search the catalog and retrieve the information they need to succeed. A SWOT analysis would reveal the following strengths related to the features and capabilities of the current system: easy usability including help features and documentation, strong reliability and reduced frequency of failure, adequate performance and response times. Opportunities for improvement in the competitive market include adaptability and maintainability. In the face of rapid technological advances, consumers will continue to seek out technology that will provide them with the fastest response times and most up-to-date availability. Perhaps other features such as Science Direct might enhanced and added to the system to increase the technology available to students and researchers looking for niche specific information.