SDLC 1: Systems Planning and Selection Dania Bilal IS 582 Spring 2008
Today’s Session • SDLC 1: System Selection • Discuss business and library environments • Project identification and selection • Project initiation and planning • Do class activity from last week
SDLC Phase 1: Project Identification • (Runs parallel with planning) • Identify potential projects • Reasons • Replace or improve an existing system • Make system more efficient, less costly to operate, and/or use an existing system in a new • Top-down (e.g., CEO) & bottom-up sources (senior IS manager)
Project Identification • Rank projects based on merit • Use criteria and ask questions such as • To what extent does project X provide benefits or value or help the organization meet its strategic objectives and long-term goals? • Select project with highest rating, delay project with lower rating, and/or reject project.
Project Identification • In libraries, preparing or planning for automation is a similar process. • Automation committee assesses need for new system, upgrade existing system, or use a third party module to run with an existing system • Refer to Bilal, chapter 2 and class notes
Project Initiation • Definition of tasks and who will perform them • Size, scope, complexity of project • Make assumptions about • Potential problems • Resource availability
Project Initiation • Assessment of tangible benefits • Can be measured in dollars and with certainty • Examples: error reduction, increased productivity, increased efficiency • Assessment of intangible benefits • Cannot be measured in dollars • Examples: Convenient access from remote locations, better access to resources
Project Initiation • Project costs • Tangible cost • Intangible costs Students: provide an example of each.
Project Initiation • Feasibility assessment • Technical • Schedule • Legal • Political
Project Initiation • Documents • To Justify need for information system (Business Case document) • Benefits, costs, feasibility, etc. • Baseline Project Plan (BPP) • System description, feasibility assessment, management issues (see Valacich et al, p. 97)
Project Initiation • Business vs. library environment • Business • Activities performed to design and develop a system • Library • Activities performed to acquire a system if outsourcing or an open system is the option.
Library Environment: Selection Process • After reviewing LJ article, LTR, and other sources, and after consulting with colleagues, etc. • Identify six most suitable software packages • Find evaluation of each package in Library Technology Reports (latest issues) and other sources
Library Environment: Selection Process • Acquire the latest demo for each package from software vendor to preview, or review package on the Web, if provided. • Use each module in package • Take notes and/or use a checklist and indicate features you like, dislike. • Identify lacking features • Write down questions to ask of vendor or software representative.
Library Environment: Selection Process • Invite a sales rep. from each company for a presentation of software. • Again, take notes about strengths and weaknesses of software. • Ask questions and don’t be intimidated!
Library Environment: Selection Process • Read literature (e.g., brochures) from each company and identify further features supported, hardware requirements, cost, other services provided, etc. • Meet as a Committee to discuss each rep.’s presentation and compare notes.
Library Environment: Selection Process • Explore types of software available • Developed by vendor (turnkey) • Open source • Locally developed • A mix of options • Assess benefits & pitfalls of each
Library Environment: Selection Process If outsourcing is the option • Narrow choices to 3 software packages • Class activity • How will you narrow the packages to 3?
Library Environment: Selection Process • Strengths of each module provided: • Overall software capabilities (Web-based, Windows-based, expandability, etc.) • Compliance with latest standards • Architecture and operating systems supported (e.g., NT, Unix, Linux)
Library Environment: Selection Process • Software update, documentation, training and cost, maintenance and technical support • After gathering all information, develop a Request for Information (RFI). • Develop a Request for Proposal RFP).
Request for Proposal (RFP) • Develop one RFP with required and desired specifications for the software. • RFP describes needs and priorities • Each vendor’s response to RFP provides basis for comparing specifications and other services software company provides
Organization of the RFP • Instructions to Vendor • Introduction to the library • Software specifications • Hardware specifications • Request for price quotation • Notice of intent to respond
Organization of the RFP • Review the RFP before sending it • Evaluate responses to the RFP from each of the three vendors • Rank RFPs • Negotiate purchase of top-rated RFP
Legal/Contractual Agreement • Work (administrator higher in rank does this) with an attorney about contract for securing software selected • Agreement details • Schedule for software delivery, installation, testing, and implementation • Schedule for training personnel • Vendor’s promise to deliver the package that meets the specifications stipulated in the final RFP
Legal/Contractual Agreement • Vendor’s comments or explanations about certain specifications, rating of features, etc. • Payment plan • Consider paying in three installations: 1/3 upon signing contract, 1/3 upon successful installation and performance testing, and the rest upon successful performance over time.
DO and Not DO! • See Bilal, pp. 43-44 • The Do Not Do List • The Do List (key things to remember)
Sample RFPs and RFIs • Visit • http://www.ilsr.com/sample.htm (Integrated Library Systems Reports)
Vendors and Products • Visit these sites • http://www.libinfo.com/vendors-systems.html • http://www.librarytechnology.org/VEND-search.pl?SID=20060215455505371&UID=&auth=
Business Environment • Create a Statement of Work • Outlines goals, objectives, requirements • Describes deliverables • Indicates timeline for project completion • Describes tasks and responsibilities and who will perform them • Other