Designing a GIS-based planning support system for a public library building project

Introduction

In Korea, 44 public libraries per year have been opened during the last five years. In addition, the interest in public libraries, as well as the demand for them, is increasing. Such a quantitative increase is expected to play a positive role in the development of public libraries since accessibility is improved and the convenience of using them is enhanced. Following the opening of new public libraries, however, problems have arisen. These problems, arising in the early stages of the building project, stem from insufficient examination of site placement issues and space program concerns.

Currently, most public library building plans are prepared by personnel who have little or no professional background in public library planning (Kim and Sim, 2008). In the survey ‘Planning of Public Library Building Strategy and Consulting Support’, given to public library policy makers, 66.1% of the respondents stated that consulting on building a public library is necessary. Among respondents 76.8% stated that, if provided, they would accept consultation when they built a new library or renovated their library. These results clearly indicate that the characteristics of public libraries and these service areas are not being given proper consideration during the process of planning and building a public library. It is clear that administrative support for policy makers and library building project managers is critically necessary. With inadequate attention given to the true characteristics and needs of public libraries, poorly located and poorly designed facilities lead to library users being negatively affected and thus public libraries’ status is diminished.

Consulting services need to be based on data from the community in which the library will be located. Additionally, an appropriate library system including main and branch libraries should be designed for local residents to conveniently access public libraries. For example, even though small branch libraries have small collections, they can provide their community with easy access to the public library system. Additionally, a main library which has a large collection might share this with branch libraries through inter-library loans. For the systematic construction of libraries in a specific area, information on libraries within a community is critical. Geographic location, in particular, should be visually represented since the distance between libraries is a fundamental element in establishing a library system.

In light of all these issues, this paper aims to suggest a system which provides (1) library information in a community and (2) basic consulting on space program and budget. This system will help administrative staff who lack expertise in library building projects to make a project proposal for the building of a new library.

Literature review

System development

The GIS-based Library Planning Support System (GLPSS) consists firstly, of a database in which data for computation is stored, and secondly, of operational modules which produce the information for decision making. Figure 1 shows the structure of GLPSS. The information contained in the database includes population statistics information, GIS data on the administrative districts in each city, borough, and county, geographic information such as the urban area coverage, and information on all the public libraries throughout Korea. The operation module is a tool to calculate the service population, the size of the facility and area, and the cost of building, all based on the service region set by the user.

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Figure 1.

Structure of GLPSS.

Operation modules

In GLPSS, the public library operation modules use statistical data, geographical data, and urban area coverage data. The operation modules consist of a service population estimation module that calculates the number of inhabitants according to gender and age, a space program module, and a module that estimates the cost of constructing a library building. Calculation results obtained by the module are transmitted to the web system and reconstructed in order to help in policy making.

Estimation of the service population

One of the basic decision-making factors in preparation of a public library building plan is the demographic characteristics of the local residents that the library is meant to serve. Particularly, the service population is used as the basis for the estimation of the size of the public library, the number of books, the number of seats, and the number of library employees. To estimate the service population in this study, the population statistical information from Statistics Korea and the public library statistics of the national library statistical system were collected and analyzed. The numerical map (geographic information excluding roads, water spaces, and mountains as represented by planes) of the National Geographic Information Institute was used as the analytical tool. The service population was estimated using the population density coefficient. The service area set to measure the population density was divided into grids, and then population density was allocated. However, to estimate the population more precisely, a land use planning map was overlaid with the GIS system, and thus uninhabited regions were excluded. Figure 2 shows the estimation process for service population according to the user’s request.

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Figure 2.

Estimation module for service population.

As shown in Figure 3, two methods for selecting a service area are provided: (1) drawing a circle with a certain point at the center, and (2) direct user setting on the web-mapping application. The former is a travel distance-based service region setting method which considers that the travel distance is an important parameter affecting the utilization of a library. On the other hand, the latter is a service area setting method in which a person in charge of constructing the library sets the service region by considering the surrounding environment, the travel pattern of the local residents, and the location of nearby libraries. When the service region is directly set by the user, each of the selected points is converted to the coordinate information to create a polygon. The polygon set up in this manner is overlaid with the administrative district of the GIS database. If the overlaid area exceeds zero, the area is multiplied by the population density to obtain the population according to age and gender. The total population over the whole region is calculated by summing up the obtained population. The population difference between the population database and the data at the time of system utilization is corrected regularly and continuously.

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Figure 3.

Methods for setting a service area.

Public library space program

An investigation of the current status was performed to establish detailed space program standards which are to be used as important indices for the development of a web system. By performing two preliminary investigations, the basic format was prepared. This was done before carrying out the main investigation. In the first investigation, we reviewed the space programs for the building plans of 11 public libraries. Data for this is from a report on the public library building and operation consulting support project performed by the Ministry of Culture, Sports, and Tourism between 2009 and 2011. In the second investigation, we reviewed the space programs for the building plans of 26 public libraries. Data regarding this was from public libraries primarily selected in the Excellent Public Institution Selection Project in 2012. The space programs and the area ratios were analyzed based on the space programs of the investigated public libraries. In the main investigation, among the Korean public libraries opened since 2000, a total of 275 libraries were selected. Among the 195 space programs submitted by the 275 public libraries, 141 public libraries (whose data were valid) were selected (141/275=52%), and their space programs were analyzed to estimate the space and size generally required.

The detailed spaces of 141 public libraries include spaces for reference service, for learning and research, for book checkout and return, for infants and children, for employees to work and rest in, for facilities to host exhibitions, meetings, and education, and for user services. These spaces can also be classified into a domain for the storage and access of information, for data conservation and management for culture and information exchange, and for resting and community. Additionally, library standards for space programs including those from IFLA, US, France, Spain, and South Korea were analyzed. From these analyses, four types of space needed for a public library were finally determined: (1) the data usage sector, (2) the culture and education sector, (3) the work management sector, and (4) the public use sector (Lim and Ko, 2013).

The data usage sector was divided into a general data space and children’s data space with reference to the user behavior and occupied area. The space for multimedia data, having different types of information, was installed as a separated space depending on the space size. The culture and education sector was divided into a space for culture and education, a multiple use space, and an exhibition space, as well as learning spaces for youth and adults. The work management sector was divided into office areas, including an office for the public library director, general offices, a document holding room, and work support rooms such as a meeting room, kitchen and lounge, volunteers’ room, a server and communication room, including a material delivery and arrangement room, and a storage facility. The public use sector was divided into common spaces such as a hall, staircase, and restrooms, and public resting places such as a restaurant and a lounge. Parking lot, machine rooms, and electric rooms are dependent on laws and regulations, and the various circumstances of the building site. Thus, these spaces were categorized into extra areas, excluding them from a library’s own area.

The constitutional make-up of the space program for a public library could vary depending on the hierarchical role (a central library or a branch), and the size (large, medium, and small). Public libraries are managed through a systematical library network, classifying them into regional center libraries, major branches, and minor branches. A regional center library prepares and manages the overall library service plan within an administrative zone and includes a storage facility. A major branch provides book reading and culture programs to the residents in the service area, playing the role of a central facility for the community in the area. A minor branch provides limited library service to local residents.

The public library network decides the space program. This decision is based on the service population of a public library and varies based on the features and status of a region. Public libraries of the same size may have different hierarchical roles in metropolitan regions, small and medium-size cities, and rural areas, having different population densities. On the other hand, public libraries of the same hierarchical role may have different space programs depending on the regions. Each public library type has different size standards and space programs and thereby, the service programs are operated. Therefore, the space program of a public library will vary depending on the size and characteristics of the population of the region in which the public library is to be built.

The reviewed public libraries were classified into five categories according to their square meter area, allocating a similar number of libraries for each size category: less than 1500m², 1500–2500m², 2500–3500m², 3500–5500m², and more than 5500m². As a result, the 141 libraries were designated to each of the categories 34, 33, 25, 32, and 17 libraries, respectively. With regard to regional characteristics, the public libraries were allocated to one million population megapolis regions, including Seoul and other metropolitan cities, small and medium-size cities, and rural areas. As a result, among the 141 libraries, 51 were designated to megapolis regions, 52 to small and medium-size cities, and 38 to rural areas.

The libraries were re-classified into 14 types in relation to the regional characteristics and hierarchical roles. The megapolis regions, small and medium-size cities, and rural areas were named as Type A, B, and C, respectively. The five area categories of less than 1500m², 1500–2500m², 2500–3500m², 3500–5500m², and more than 5500m² were named as Type 1, 2, 3, 4, and 5, respectively. Thus, the detailed types were A-1, A-2, A-3, A-4, A-5, B-1, B-2, B-3, B-4, B-5, C-1, C-2, C-3, and C-4. Type C-5 was excluded from the analysis, since there were no type C-5 libraries. The current status of the space programs, the number of seats, and the number of books were analyzed according to the detailed types. Based on the current status, 14 space program standards were finally prepared as shown in Table 1.

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Table 1.

Space program standards.

		Hierarchical roles
		less than 1500m2	1500–2500m2	2500–3500m2	3500–5500m2	more than 5500m2
Regional characteristics	Megapolis regions	A-1	A-2	A-3	A-4	A-5
	Small and medium-size cities	B-1	B-2	B-3	B-4	B-5
	Rural areas	C-1	C-2	C-3	C-4	Void

Estimation of building cost

The standards for estimating the construction cost applied to GLPSS conformed to the ‘Seoul Eco-friendly Public Library Construction Cost Estimation Guidelines’. The applied data were adjusted by considering the average construction cost of public libraries in Seoul as well as the inflation rate. The design cost was estimated by applying the ‘Work Scope and Payment Criteria of Registered Architects for Public Construction Projects’ (Notification of Ministry of Land, Infrastructure, and Transport, No. 2009-129). The cost of construction supervision was estimated by applying the supervision payment criteria in Article 27, Enforcement Decree 50 of the Standard Construction Supervision Act.

Real-world application

Geumcheon, Seoul was the region where the public library building support system which was developed in this study was actually applied. Figure 4, created from GLPSS (http://lib-bldg.clip.go.kr/), shows the service regions of three public libraries that are currently in operation in Geumcheon (yellow circles of 1 km radius). The black line is the boundary of Geumcheon, indicating that the southern area has less access to a public library than do the other areas. Thus, to increase access and convenience of a public library to the residents in Geumcheon, the library building plan suggested building a public library in the southern area. If the building site is determined to be in an area with high population density, and the service region is decided in an area within a 1km radius circle, the library service will be equally distributed because the residents in the southern area of Geumcheon are included in the library service region. Although the service region was set up as a circle in this example, GLPSS allows the person in charge of the building project to freely establish the selected library service region directly on the map.

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Figure 4.

Setting up of the service area within a 1km radius with the predicted library building site.

Next, the population in the selected service region was analyzed. Using the previously described service population estimation algorithm, GLPSS generated the number of people who live in the service region. In addition, the system provided the population distribution according to gender and age as shown in Table 2. Regarding the administrative district, the service region included Siheung-2, Siheung-4, and Siheung-5, and Siheung-5 accounting for 71% of the entire area. If the service area was set up as a 1km radius circle, the densely populated southern area of Geumcheon would not be included. Thus, the population was corrected when calculating the service population. A corrected population of 10,000 inhabitants was added to the total inhabited population of 27,011 within the 1km radius circle, so that the corrected total population would be 37,011. Additionally, system users can correct the service population by changing it according to the administrative district, gender, and age. A review of the gender characteristics of the population distribution indicated that there was not a significant difference between men and women. The population distribution according to age showed that the ratio was highest for people in their forties and also high for people in their thirties and sixties. The population distribution according to the administrative district indicated that Siheung-5 accounted for about 50% of the service population, although it accounted for most of the service area.

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Table 2.

Analysis of the service population.

Service population: 37,011; Gross area of service: 767,639 m2
Administrative district	Size(m2)	Gender	Age							Total
			0–9	10–19	20–29	30–39	40–49	50–59	Over 60
Siheung-2	214,793	Male	699	840	808	1003	1104	917	828	6199	12,504
		Female	614	811	778	1072	1124	917	989	6305
Siheung-4	7,175	Male	317	512	555	607	656	552	492	3691	7406
		Female	306	465	511	585	670	578	600	3715
Siheung-5	545,671	Male	703	1219	1263	1399	1494	1219	1254	8551	17,102
		Female	651	1072	1176	1296	1469	1302	1585	8551
Total			3290	4919	5091	5962	6517	5485	5748	37,012	37,012

GLPSS provided the library gross area criteria per 1000 residents based on existing statistics, shown in Table 3. The average gross area of the libraries per 1000 residents for the whole of Korea was 39.9 m², and it was 23.8 m² in Seoul (study area). The value is significantly lower in Seoul than the average for the whole of Korea, since a metropolitan city is highly populated. GLPSS automatically calculates and provides the gross area of the library to be built. Table 4 shows the recommended criteria. According to Table 4, the gross area per 1000 residents needed for the study area, where there were 37,000 inhabitants, was 55 m². Accordingly, a gross area of 2035 m² was required for the library. GLPSS also provides a function by which the user can directly set up the gross area reference, considering that not all libraries can meet the recommended area criteria. In this example, 55 m² per 1000 residents was set up as a user reference according to the recommended criteria.

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Table 3.

Library gross area criteria.

Averages	Per 1000 inhabitants
National avg.	39.9 m2
Regional avg.	23.8 m2	Region: Seoul
Recommended avg.	55 m2
User’s input	55 m2

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Table 4.

Gross area criteria per 1000 of population according to the service population.

Service population	Gross area (m2/1000 inhabitants)
Less than 20,000	60
20,000 – 40,000	55
40,000 – 50,000	50
50,000 – 80,000	45
80,000 – 100,000	40
More than 100,000	35

The space required for the library was estimated according to the gross area based on the previously set up service population, as shown in Table 5. The library facility was divided into data usage sector, culture and education sector, work management sector, and public use sector. The area of each sector was estimated by applying the ratio of each sector occupied in the total area. GLPSS suggested that the space program for the public library to be built in Geumcheon should contain 950 m² for the data usage sector, 571 m² for the public use sector, 316 m² for the culture and education sector, and 198 m² for the work management sector.

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Table 5.

Library facilities plan.

Averages Sectors	National avg. (m2)	Regional avg. (m2)	Recommended (m2)	User’s input (m2)
Data usage	790	473	950	950
Culture and education	163	97	316	316
Work management	111	67	198	198
Public use	414	247	571	571
Etc.	0	0	0	0
Total	1478	884	2035	2035

GLPSS suggested the area required for the detailed spaces in each sector, shown in Table 6. In addition to the four main spaces, extra spaces were designated for the basement parking lot and rooms for machinery, electric equipment, and storage. Because the required area may differ depending on whether a parking lot is constructed, and on the machinery and electric equipment, the spaces were set up as extra spaces, excluded from the library’s own space. The system was designed so the total area could be corrected as the user inputs the numerical values. These data are significant in the sense that the data allow for verifying the required area and its size before the library design is complete, and thereby providing the purpose of the library building and helping the library to fully accomplish its functions.

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Table 6.

Detailed library facilities plan – User’s input (Seoul/metropolitan cities).

Sector	Space		Size(m2)	Seats	Size of collection
Data Usage	General collection	General	580	109	34,510
		Periodicals
		Rare/Local
		Disabled
		Multimedia		22	0
		Sub-total	580	131	34,510
	Children’s collection	Children	330	93	13,860
		Early Childhood	40	26	2800
		Story telling
		Cultural program	0	0	0
		Sub-total	370	119	16,660
	Sub-total		950	250	51,170
Culture and education	Culture education	Auditorium	102	54	0
		Clubs	20	0	0
	Multi-purpose		143	79	0
	Exhibition		51	0	0
	Reading		0	0	0
	Sub-total		316	133	0
Work management	Information desk		14	0	0
	Office	Director	0	0	0
		Work	71	0	0
		Archive	0	0	0
	Meeting		24	0	0
	Preparation and rest		18	0	0
	Volunteer		20	0	0
	Server and networks		20	0	0
	Acquisition and labeling		31	0	3,100
	Book storage		0	0	0
	Sub-total		198	0	3,100
Total			1464	383	54,270
Public use	Conference hall, ELEV, stair, restroom, etc.		540	0	0
	Book café		0	0	0
	Lounge		31	0	0
	Sub-total		571	0	0
Total			2035	383	54,270
Etc.	Mechanical		0	0	0
	Basement parking		0	0	0
Grand total			2035	383	54,270

Finally, GLPSS suggested the budget needed for the library building. The person in charge of a library building plan may have difficulties in preparing the budget if he or she has limited knowledge or a limited understanding of building procedures and stages. In this regard, this function may be very useful since it not only calculates the cost of design and supervision, but also provides an objective basis for the calculation. In the case of the subject library in this study, the estimated construction cost was $4,859,580. Adding the estimated costs of design and supervision, which were $229,193 and $57,411 to the construction cost, the total budget was $5,146,184 (see Table 7). GLPSS also provides the average budget for the whole of Korea as well as that for metropolitan cities.

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Table 7.

Estimated budget.

Costs Averages	Construction	Design	Supervision	Total
National avg.	3,808,806	181,436	45,398	4,035,640
Regional avg.	2,278,068	112,143	27,995	2,418,206
Recommended avg.	4,859,580	229,193	57,411	5,146,184
User’s input	4,859,580	229,193	57,411	5,146,184

Note: The system generates cost based on the Korean monetary unit (Won). For the reader’s understanding, however, the US dollar ($1 = 1,000 Won) is used in this paper.

Conclusions

In this study, the requirements for a system supporting public library building plans were described, and an actual system was designed. The basic database included not only the geographic information but also the population statistics and public library information for the whole of Korea. GLPSS calculated and provided the optimal site as well as the space program and budget needed for the construction by processing those data. GLPSS has a significant advantage in that the user is helped by the system to conveniently prepare public library building plans since it automatically performs all the procedures after establishing the region. Additionally, GLPSS’s flexibility is improved by allowing users to manually correct values, taking into consideration the circumstances of each library. Further, the Naver Map, which is the most frequently used web-based mapping application in Korea, was employed so that users may be able to select the construction site for a public library and set up the service area using a web-based map familiar to the users. The geographic information can be kept up to date and accurate by automatically updating the geographic information by means of the Naver Map API in the system. Application of the developed system may allow the people in charge of public library construction projects to suggest building plans based on reliable information.

Limitations and future direction of the research

One of the limitations of this study is that the usability should have been evaluated in the early stage of the system development. Even though simulations were performed during the development process with regard to the estimation of the service population, space program, and cost of building, and possible problems were resolved thereby, unexpected glitches can occur during operation. Additionally, GLPSS should take into account not only the space program and the cost of building a public library but also the number of books, the number of employees, and the operation budget in relation to the operation of the library.

Therefore, in order to improve GLPSS, a usability test has to be conducted with hands-on workers who are in charge of public library building plans. The tool that was used to evaluate the PLGDB usability may be applied to the system usability evaluation (Thompson et al., 2004). Furthermore, to increase the utilization of GLPSS, studies need to be actively conducted on the establishment of the criteria with reference to the operation of public libraries. Appropriate criteria should be created regarding the number of employees, the number of books, and the operation budget so that GLPSS may be extended by reflecting these data.