Preparing for AutomationPreparing for Automation

Dr. Dania BilalDr. Dania Bilal

IS 582IS 582

Spring 2007Spring 2007

What do you need to know?What do you need to know?

Evaluation, selection, and purchase of an Evaluation, selection, and purchase of an automated systemautomated system

Software and hardware terminologySoftware and hardware terminologyModules and their functionsModules and their functionsFunctional specifications of various Functional specifications of various

modulesmodules

What do you need to know?What do you need to know?

Users’ of the proposed systemUsers’ of the proposed systemStaff, faculty, studentsStaff, faculty, students

Mission, goals, objectives of the Mission, goals, objectives of the agency/libraryagency/library

How will automation relate to these goals How will automation relate to these goals and objectives and could it achieveand objectives and could it achieve

What do you need to know?What do you need to know?

Benefits automation will bring to the Benefits automation will bring to the agency/library and its usersagency/library and its users

Pitfalls you will need to deal with Pitfalls you will need to deal with Impact automation may have on usersImpact automation may have on users

How staff will deal with change, for example?How staff will deal with change, for example?User studies about automation User studies about automation

What do you need to know?What do you need to know?

Sources for finding software companiesSources for finding software companiesSoftware available for your agency/librarySoftware available for your agency/libraryProfile of software companies, example:Profile of software companies, example:

Products offeredProducts offeredProduct developmentProduct developmentFuture trendsFuture trendsFinancial stabilityFinancial stability

Knowledge AcquisitionKnowledge Acquisition

Read about library automationRead about library automationConsult Library Journal April 1 issue on Consult Library Journal April 1 issue on

Automated System Marketplace. The 2006 Automated System Marketplace. The 2006 is available at is available at http://www.libraryjournal.com/article/CA63http://www.libraryjournal.com/article/CA6321189.html21189.html

Find reviews of specific software in Find reviews of specific software in Library Technology Reports Library Technology Reports

Knowledge AcquisitionKnowledge Acquisition

Learn from colleaguesLearn from colleaguesListservsListservsOn-site visitsOn-site visits

Visit conference exhibitsVisit conference exhibitsAttend vendor showcase or product Attend vendor showcase or product

overview at the conferenceoverview at the conferenceCheck Web sites of potential software Check Web sites of potential software

vendorsvendors

Knowledge AcquisitionKnowledge Acquisition

Request product catalogs Request product catalogs Obtain information about the vendors’ Obtain information about the vendors’

financial stability, reliability, and financial stability, reliability, and experience in automation.experience in automation.

Invite potential vendors for on-site demosInvite potential vendors for on-site demosUse software at neighborhood librariesUse software at neighborhood libraries

Quick Needs AssessmentQuick Needs Assessment

Get a feel about proposed automation Get a feel about proposed automation projectprojectStaff concernsStaff concerns

Coping with change, job security, etc.Coping with change, job security, etc.

User concernsUser concernsCoping with change, training, etc.Coping with change, training, etc.

Advisory CommitteeAdvisory Committee

Who should serve on the Committee? Who should serve on the Committee? Project director plans and coordinates the Project director plans and coordinates the

automation project from initiation to automation project from initiation to completioncompletion

Project director and top administrators Project director and top administrators make the final decision about system make the final decision about system selection & purchaseselection & purchase

Function AnalysisFunction Analysis

Typical functions:Typical functions:Circulation, Cataloging, and Information Circulation, Cataloging, and Information

serviceserviceAnalyze the tasks in each functionAnalyze the tasks in each function

determine how automating it would save time, determine how automating it would save time, increase accuracy and productivityincrease accuracy and productivity

Data Gathering Data Gathering

Collect quantitative data about each Collect quantitative data about each function in order to function in order to justify the automation of each functionjustify the automation of each functionset priorities for automating various functionsset priorities for automating various functionsphase in automated functions, as neededphase in automated functions, as needed

Data Gathering SchemesData Gathering Schemes

Interpretation of collected dataInterpretation of collected data Identify tasks that are least productiveIdentify tasks that are least productive Identify tasks that are most productive, labor-Identify tasks that are most productive, labor-

intensive, and time-consumingintensive, and time-consuming Identify tasks that result in inaccuracy and Identify tasks that result in inaccuracy and

inefficiencyinefficiency

Cost EstimateCost Estimate

SoftwareSoftwareHardwareHardwareSuppliesSuppliesPersonnel costPersonnel costOn-going expensesOn-going expensesOther expenses?Other expenses?

Activity Activity

Using pp. 14-17 in Bilal’s text, do a Using pp. 14-17 in Bilal’s text, do a diagram either for the cataloging or diagram either for the cataloging or acquisitions function in a non-automated acquisitions function in a non-automated and automated environment.and automated environment.

This is a group activity.This is a group activity.