WEBCLARITY SOFTWARE INC.

Toronto Public Library (TPL) began a search in 2007 for a more effective way to gather, manage and distribute information about the vast number of programs and events that occur throughout their 99-branch system. After conducting a RFP process, they awarded the contract to Convergent Library Technologies, distributors of the Events software. The project team, including Marketing, Web Services and IT, found the Events technology and its suitability for the Library’s technical architecture to be a good solution for the project’s requirements.

The Events system will support data entry from all 99 branches and allow designated public service staff to proof the content before it is published to the online calendar. It can be reviewed and revised online, making the content management process much more efficient and timely for both the branch staff and the marketing team who is responsible for communicating the information in print and digital forms. Most importantly, it will provide web users with dynamic, searchable listings, as well as automatic email notification of upcoming events or changes to a program. Online registration for some programs will be piloted as well.

As all the data is stored within the database, it can be syndicated dynamically through the use of RSS feeds, and integrated into TPL’s website or other forms of e-communication. This data is fully searchable and can also be filtered to reflect program types by location and date (e.g. all children’s events at Fairview Branch from September thru November).

Events will also allow for a more efficient process to review, revise and extract the information for the print production of the Library’s quarterly program guide What’s On. As of April, the Library’s marketing staff has begun the mammoth task of entering the program data for the upcoming Summer 2008 programs and events and to generate their summer What’s On guide At the same time, public service staff is being trained to take on this program-entry role for the next version of the program guide to be distributed in the Fall.

Project Lead Penny Griffin explains that for the Fall 2008 season, “the current laborious process will evolve and become more de-centralized with programming staff being empowered to take on the job of entering the events they create themselves, with a significant time savings for them and the marketing team in managing this content. TPL plans to have fully implemented the Events database in the next few months, including launching online listings to the public through a new web interface.

“We are very happy with the Events solution and how it will facilitate the effective management and delivery of program and events listings from across our multiple-branch system,” states Dawn Charlton, Manager, Marketing and Communications. “Our patrons will be able to find information much more readily through both our online and offline channels – which is our primary objective.”