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Preparing for Automation

This guide provides essential knowledge for preparing for automation, including evaluating and selecting an automated system, understanding software and hardware terminology, and identifying the functional specifications of various modules.

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Preparing for Automation

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  1. Preparing for Automation Dr. Dania Bilal IS 582 Spring 2007

  2. What do you need to know? • Evaluation, selection, and purchase of an automated system • Software and hardware terminology • Modules and their functions • Functional specifications of various modules

  3. What do you need to know? • Users’ of the proposed system • Staff, faculty, students • Mission, goals, objectives of the agency/library • How will automation relate to these goals and objectives and could it achieve

  4. What do you need to know? • Benefits automation will bring to the agency/library and its users • Pitfalls you will need to deal with • Impact automation may have on users • How staff will deal with change, for example? • User studies about automation

  5. What do you need to know? • Sources for finding software companies • Software available for your agency/library • Profile of software companies, example: • Products offered • Product development • Future trends • Financial stability

  6. Knowledge Acquisition • Read about library automation • Consult Library Journal April 1 issue on Automated System Marketplace. The 2006 is available at http://www.libraryjournal.com/article/CA6321189.html • Find reviews of specific software in Library Technology Reports

  7. Knowledge Acquisition • Learn from colleagues • Listservs • On-site visits • Visit conference exhibits • Attend vendor showcase or product overview at the conference • Check Web sites of potential software vendors

  8. Knowledge Acquisition • Request product catalogs • Obtain information about the vendors’ financial stability, reliability, and experience in automation. • Invite potential vendors for on-site demos • Use software at neighborhood libraries

  9. Quick Needs Assessment • Get a feel about proposed automation project • Staff concerns • Coping with change, job security, etc. • User concerns • Coping with change, training, etc.

  10. Advisory Committee • Who should serve on the Committee? • Project director plans and coordinates the automation project from initiation to completion • Project director and top administrators make the final decision about system selection & purchase

  11. Function Analysis • Typical functions: • Circulation, Cataloging, and Information service • Analyze the tasks in each function • determine how automating it would save time, increase accuracy and productivity

  12. Data Gathering • Collect quantitative data about each function in order to • justify the automation of each function • set priorities for automating various functions • phase in automated functions, as needed

  13. Data Gathering Schemes • Interpretation of collected data • Identify tasks that are least productive • Identify tasks that are most productive, labor-intensive, and time-consuming • Identify tasks that result in inaccuracy and inefficiency

  14. Cost Estimate • Software • Hardware • Supplies • Personnel cost • On-going expenses • Other expenses?

  15. Activity • Using pp. 14-17 in Bilal’s text, do a diagram either for the cataloging or acquisitions function in a non-automated and automated environment. • This is a group activity.

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