Towards an integrated performance management system for university libraries in Ghana

Abstract

This study investigated the performance management system practices in Ghanaian university libraries to develop a framework for implementing an integrated performance management system for university libraries. The study used the pragmatic research paradigm within the convergent mixed-method research design. Quantitative responses from questionnaires were corroborated by qualitative findings from semi-structured interviews. The study was restricted to Ghanaian university libraries focusing on library staff and head librarians. The stratified sampling method was used to select universities, and the census technique was employed to select respondents for the study. Out of the 291 questionnaires distributed, 218 respondents completed and returned the questionnaires giving a response rate of 74.1%. Nine university head librarians in all the selected universities were included for the qualitative phase. The questionnaire and interview guide were used as research instruments to gather relevant data for the study. The quantitative data collected were analysed using descriptive statistics, including frequency tables, graphs and charts. Thematic analysis was used to analyse qualitative data. This study conformed to ethical research standards found in the University of South Africa’s ethical review guidelines. Firstly, the study revealed that most libraries did not have a documented key performance indicator (KPI). Thus, there was no clarity and measurability of KPIs among respondents noting that they are supposed to be clear and measurable for easy and effective staff appraisal. However, this study identified some unwritten KPIs that staff used as guidelines for performance. Some of these are community engagement and support, contribution to student success and number of physical users’ visits. Further, this study revealed that the current state of integrated performance management systems in Ghanaian university libraries is poor. Several reasons were ascribed to this and included, but was not limited to, inadequate knowledge by management on the concept, insufficient resources and lack of policies on the performance management system. Factors such as training, effective provision of feedback, staff motivation and effective system integration were identified to improve performance management and staff performance in university libraries. Finally, the study found out that, even though most of the respondents were aware of the fourth industrial revolution (4IR) and the benefits associated with it, most libraries had not adopted most of its technologies for effective performance and adequate dissemination of information. The study concluded that performance management in Ghanaian university libraries needs to be relevant and documented and its facets made known to all those who matter. Recommendations are that, firstly, library management and staff should be trained on the concepts associated with the performance management system, KPIs and 4IR. Secondly, there should be proper documentation of all the concepts related to performance management and KPIs. This study proposed a framework for effectively implementing an integrated performance management system in university libraries. The researcher encouraged library management and other concerned individuals to adopt and use this framework for effectiveness. The proposed framework may go a long way to influence professional use and management of library staff performance.