Budgeting

Objective: 
Understand how library funding and how to manage a library's budget.
Project/Task Description: 
-  Keep track of library spending by maintaining purchase orders and paying invoices.
Evidence/Criteria for Evaluation:  
-  Produce budget for 2011-2012 school year
-  Supply copies of invoice and purchase orders
-  Produce a flowchart of the payment process to add to Library manual.  


    
    A crucial component to managing a school library is to manage the school budget, to ensure that the financial resources are best utilized to serve the interests and needs of the student body.  At SHCP, the library mission aims to provide intellectual acces to information, physical access to information through selection and organization of the print collection and electronic resources, and to provide a facility that functions as the information center of the school.
    In order to accomplish my objective to better understand how library funding works, and how to manage a library's budget, I was shown how to process our invoices and how to complete our purchase orders.  As incoming books and invoices arrived, I completed purchase orders to complete the transaction and to record that we had received what we had ordered.  It is very important to be consistent and prompt with these invoices.  It is important to record what we have purchased in order to make sure that we are not overspending while also ensuring that we are getting exactly what we paid for.  Purchase orders are important because not only is it a record for us in the library, it is important for the financial office to ensure that we are spending the library funds responsibly.  Below I present the flowchart I have created to demonstrate my understanding of the purchase order process and to enable future staff members to complete the process as well.

SHCP PURCHASE ORDER FLOWCHART


    
    To protect the privacy of SHCP Library's financial transactions, I am unable to supply direct copies of the purchase orders, but below I have included a photo (left) of what one would see at the end of the purchase order process.  On the right are parts of the purchase order to be stapled and kept for the library's records and on the right are the carbon copies and invoice copy for the financial office's records.  If for some reason a problem in the transaction arises between the company and school, this purchase order will facilitate fixing that problem.  In the next photo is what one would see at the final step of the purchase order process.  This list of purchases eventually gets typed up to save for our records.  This blue paper record is also useful because when someone is not sure what terms of reference to use for the order, and in order to be consistent, one can refer to an old completed purchase order form to complete the new one.  This blue paper record also serves as a reference sheet to ensure that we have received what we purchased if any doubt arises.






       



    Perhaps the most crucial part of the managing a library's budget is to plan it!  In order to plan the next school year's budget the staff had an informal meeting to look at the budget from last year to determine what is necessary to purchase for the student body and staff, what we purchased last year that we don't need to purchase again, and to brainstorm ideas on how to bring the library forward, how to reflect the curriculum as well as the user's interests and needs.  Our library has decided to purchase eight new iPad 2's.  Although the new technology will equip students and staff with a new platform on which to build and form their ideas, teachings, and presentations, it also means that the library has to consider extra costs.  For example, managing iPad 2's would be much easier with an Apple computer. Seeing that all of the computers in the library work on a Windows operating system, our budget has to consider the benefits of purchasing an Apple and also deal with how that will affect the library's budget.  The staff determined that there was no need to put so much money toward purchasing more replacement lamp bulbs for the overhead projectors, many teachers no longer use the overhead projectors anymore, and in only four instances has an overhead projector returned to the library with a faulty bulb that needed replacing.  We know this because replacement bulbs are recorded when they are replaced in the AV binder.  Luckily for the benefit of the SHCP Library, we have a book and materials budget that is separate from our audiovisual budget.  Below is what we foresee our audiovisual budget being for the 2011-2012 school year.


SACRED HEART CATHEDRAL PREPARATORY YEAR 2011-12
ACCOUNT NAME: AV Library Acct. No. XXXXXXXXXXXX
QUANTITY DESCRIPTION UNIT COST AMOUNT
  Projection Lamps   $300.00
       
  General Supplies   $300.00
       
2 Laptops (1 Apple,1 PC) $1,750.00 $3,500.00
       
2 Digital Cameras (Kodak) $200.00 $400.00
       
8 iPad Cases $45.00 $360.00
       
80 iPad Applications $10.00 $800.00
       
1 HP Officejet 6500A Plus (E710n) AirPrint $250.00 $250.00
       
       
       
       
 
   
                                               
Total
 
$5,910.00
Previous Budget Total                                                                         $4,625.00
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