System SelectionDania 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

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.

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)

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)

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.

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.

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.

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.

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

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)

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

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

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

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

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 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! 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=

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.