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System Selection

System Selection. Dania Bilal IS 582 Spring 2006. System Selection. Business Selection of system project to develop or enhance Libraries & other information agencies Process of reviewing, evaluating, and choosing an information system. Selection Process: Libraries/Information Agencies.

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System Selection

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  1. System Selection Dania Bilal IS 582 Spring 2006

  2. System Selection • Business • Selection of system project to develop or enhance • Libraries & other information agencies • Process of reviewing, evaluating, and choosing an information system

  3. Selection Process: Libraries/Information Agencies • Procuring an off-the-shelf system • Changing an existing system • Purchasing an information system for the first time • Developing an information system in-house • Similar to process described in Vallacich, et. al.

  4. Selection Process: Libraries/Information Agencies • Continue the planning process • Read the Automated System Marketplace published in Library Journal, April 1 issue of each year. • http://www.ljdigital.com (Library Journal) • http://www.librarytechnology.org ((Library Technology Guides)

  5. 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)

  6. 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.

  7. 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.

  8. 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.

  9. 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 packages that best meet the needs and requirements of your library.

  10. 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

  11. 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)

  12. 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

  13. 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

  14. Organize the RFP • Instructions to Vendor • Introduction to the library • Software specifications • Hardware specifications • Request for price quotation • Notice of intent to respond

  15. Organize 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

  16. 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

  17. 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.

  18. DO and Not DO! • See Bilal, pp. 43-44 • The Do Not Do List • The Do List (key things to remember)

  19. Sample RFPs and RFIs • Visit • http://www.ilsr.com/sample.htm (Integrated Library Systems Reports)

  20. Vendors and Products • Visit these sites • http://www.libinfo.com/vendors-systems.html • http://www.librarytechnology.org/VEND-search.pl?SID=20060215455505371&UID=&auth=

  21. RFPs: Class Activity • Review one of the RFPs from ILSR site that is appropriate for an information agency/center/library of your choice. • Report your findings in class.

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