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System Selection. Dania Bilal IS 592 Spring 2005. The Selection Process. Review the literature Read the Automated System Marketplace survey for the last two years. This survey is published Library Journal , on April 1of each year. Consult Library Technology Guides.

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system selection

System Selection

Dania Bilal

IS 592

Spring 2005

the selection process
The Selection Process
  • Review the literature
    • Read the Automated System Marketplace survey for the last two years. This survey is published Library Journal, on April 1of each year.
    • Consult Library Technology Guides
the selection process3
The Selection Process
  • Identify six packages most suitable for your library
  • Examine each package thoroughly
    • Find evaluations of these packages in Library Technology Reports (latest issues)
the selection process4
The Selection Process
  • Check whether a neighborhood library has a particular package so that you can use it when it is in full operation.
  • Acquire the latest demo diskette of the software package for the software vendor to preview.
  • Write down questions to ask of a sales representative about the software.
the selection process5
The Selection Process
  • Invite a sales representative from each of the six software companies for a demo of their software packages.
  • Write down strengths and weaknesses of each module in a package as you view/examine it.
the selection process6
The Selection Process
  • Read the literature provided by each software company and identify the features supported, hardware requirements, cost, other services provided, etc.
  • Consult with library professionals to get their input about the packages.
the selection process7
The Selection Process
  • Ask colleagues over listservs (be careful about their responses, meaning do not go by what they say 100%).
  • Narrow your choices to 3 software packagesthat best meet the needs and requirements of your library.
the selection process8
The Selection Process
  • Consider the following in narrowing your choices:
    • The features that match your present needs and the needs in the near future
    • The capability to integrate multiple modules and add modules in the future
    • The presence of all modules needed
the selection process9
The Selection Process
  • The strengths of each module provided:
    • Overall software capabilities (Web access, expandability, networking, etc.)
    • Compliance with latest standards
    • Architecture and operating systems supported (e.g., NT, Unix)
the selection process10
The Selection Process
  • Software vendor’s plans for future developments
  • Frequency of software update
  • Quality of service provided
  • Software documentation
  • Type and cost of training provided
  • Maintenance and technical support
the rfp
  • Develop one RFP with specifications for the overall system function, as well as for each module you want to have.
    • The RFP allows you to articulate your needs and priorities
    • The RFP responses allow you to compare and evaluate each software package and make a wise selection decision
organizing the rfp
Organizing the RFP
  • Instructions to Vendor
  • Introduction to the library
  • Software specifications
  • Hardware specifications
  • Request for price quotation
  • Notice of intent to respond
organizing the rfp13
Organizing the RFP
  • Review the RFP before sending it
  • Evaluate responses to the RFP from each of the three vendors
  • Decide on one software package
  • Negotiate and issue a contract to purchase the software package
contract should include
Contract Should Include
  • Schedule for software delivery, installation, testing, and implementation
  • Schedule for training personnel to use the software
  • Vendor’s promise to deliver the package that meets the specifications stipulated in the RFP
contract should include15
Contract Should Include
  • 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
DO and Not DO!
  • See Text, pp. 43-44 for:
    • The Do Not Do List
    • The Do List (key things to remember)
class activity
Class Activity
  • Work individually or in a group
  • Choose a type of library you desire
  • Review LJ article and decide on 6 company software packages you could meet your library needs
  • Find and print a profile about each of the companies and their software by using the class Resources. Click on Library Technology Guides.
  • Find the name(s) of software each of the six companies produces and write down the name of the package that may best fit the needs of your library.
  • Find a sample RFP to consult when you write the RFP for the system of your choice. Give the source of the RFP you find.