swan update
DESCRIPTION
SWAN Committee of the Whole Midlothian Public Library Presented by Aaron Skog, SWAN Executive Director November 12, 2013. SWAN Update. Today’s Topics. Introductions FY15 SWAN Budget & Fees RAILS Update Jane Plass, RAILS Associate Executive Director - PowerPoint PPT PresentationTRANSCRIPT
SWAN Update
SWAN Committee of the WholeMidlothian Public LibraryPresented by Aaron Skog, SWAN Executive DirectorNovember 12, 2013
Today’s Topics
Introductions FY15 SWAN Budget & Fees RAILS Update
Jane Plass, RAILS Associate Executive Director Mark Hatch, RAILS Delivery & Facilities Director
RAILS Consortia Committee Update ILS Committee Update Board Special Election Network Changes Update Millennium R2011 1.5 Upgrade
SWAN FY15 Budget
20 page packet Introduction SWAN Reserve Cash Worksheet SWAN Budget Membership Fees Governance Groups
eRead Illinois Costs Discussion
State of the State: Overview of Some Illinois Library GroupsConstitution of the State of
IllinoisIllinois
Compiled Statutes (ILCS)
Illinois Intergovernmental Instrumentality (Act 5 ILCS 220/1, entitled the
“Intergovernmental Cooperation Act “)
MAGIC(LLSAP, 14 libraries)
PrairieCat(LLSAP, 135
libraries)
SWAN(LLSAP, 77 libraries)
CCS(24 libraries)
LINC (9 libraries)
Illinois Libraries(Act 75 ILCS)
Village Libraries
District Libraries
Townships, etc.
Chicago Public Library (Act 75
ILCS 20/)
CPL(79 libraries)
Library Systems: Illinois Library System (Act 75
ILCS 10/1)
RAILS
Consortia Committee
Working group: create & review
RFP for consultant
IHLS
SHARE (LLSAP, 426
libraries)
Secretary of State (Act
15 ILCS 305)
Secretary of State/
State Librarian
Illinois State Library (ISL)
ISL Advisory Committee
(ISLAC)
Future of Resource Sharing
Committee (FORSC)
ILLINET Interlibrary Loan Code Committee
LLSAP Standardization
Committee
RSA, NFP (LLSAP, 74 full members + 51 basic online)
Pinnacle Library
Cooperative(6 libraries)
Northern Illinois
Cooperative: NIC
(8 libraries)
RiverShare(20 libraries: 12 Iowa, 8
Illinois)
Rock River Library
Consortium(7 libraries)
I-Share: CARLI(128
governing, 17 affiliate
libraries)
LINKin (6 libraries)
ILS Search Update
Why are we doing this? Our selection process ILS Committee formed in November
2012 Membership survey Research conducted Issue Request for Proposals (RFP)
▪ RFP outlines process to vendors▪ Scoring Criteria▪ Timeline
Scoring Criteria: SWAN RFPSWAN RFP Scoring: Round 1 &
Round 2Points
Applications functions and capabilities of proposed software
30 points
Resource sharing functionality 30 points
Overall suitability of the Vendor and proposed system to present and future needs of SWAN
24 points
Quoted costs of proposal 20 points
Costs to SWAN implied by the proposal
20 points
Vendor's proposed training for SWAN
11 points
Vendor's plan and ability for fulfilling proposal
10 points
Performance in other locations of Vendor and of systems similar to those proposed
10 points
Future development and ongoing development of consortia features. Ability to contribute to development and the capacity of the system to support growth.
10 points
Provision, capabilities, and costs of software to load, store, and output in applicable MARC formats bibliographic and authority records, and machine-readable patron, loan, and other records to/from SWAN’s system
10 points
Suitability, performance, capacity, and growth path of proposed system hardware and software platforms and telecommunications systems, including the results of applicable benchmark tests, as described in Section 6.10 & 6.11
6 points
Vendor's hardware and software maintenance services and software support services
5 points
Significance of deviations of proposal from the system requirements and instructions for format and content of the proposal
4 points
Vendor's overall experience in the library automation industry
4 points
Vendor's financial stability 3 points
Vendor's company organization and staffing
3 points
Total 200 Points
Heartland RFI Factors: Round 1
Points
Price 25
Functionality
30
Scalibility 20
Reputation 10
Consortial Friendly
10
Development
5
Total 100
ILS Search Update
5 Proposals received: Equinox Innovative Polaris SirsiDynix VTLS
All posted online as Member’s Only documents
See “ILS Search” menu from SWAN website
ILS Search Update 7 Task Force Groups formed
CHAIR: library member LIAISON: ILS Committee member REPS: self-nominated & selected by ILS Committee
Purpose of the Task Force Groups1. Understand RFP Questions2. Draft ILS Demonstration Questions3. Attend October Demos4. After Demos, Make a Selected Vendor
Recommendation to SWAN ILS Committee
ILS Selection & Task Force Groups
SWAN Member Libraries77Members
SWAN Board7 Reps
ILS Committee9 Reps
Acquisitions5 Reps
System Administrati
on 6 RepsDirectors
5 RepsOPAC
7 RepsCataloging
6 RepsReports
5 RepsCirculation
7 Reps
Task Force Groups• 9 SWAN Staff• 6 Library Directors• 35 Library StaffTotal 50 people!
ILS Search Update
Phase one scoring completed 16 Criteria outlined in RFP Invitation for software
demonstrations Equinox SirsiDynix VTLS
Next steps
ILS Search Update
Task Force Groups reporting on:1. “List of Follow-Up Questions for
Vendor”2. “List of Questions for References
(Libraries using this Vendor)”3. “Problems or Concerns with the
proposed Vendor’s ILS”4. “List of Desired Changes to the
proposed ILS”5. “List of Policy Issues for use of the
proposed ILS”
ILS Search Update
ILS Committee Checking References Calling customers
Migration experience Ongoing development Customer service
ILS Search Update
RBFO Committee will issue “Request for Best &
Final Offer” Revised costs Written questions from task force groups
Phase two scoring Finalist selected Contract Negotiations
ILS Search Update
Guidelines Reminder for All SWAN Libraries: 5 Proposals posted on SWAN website Do not share with anyone outside your
library If any vendors contact you or ask
questions, refer to Aaron Skog Avoid bias or giving a vendor a “leg up” Past tactics for consortia include letters
from current vendor, out-of-the-blue phone calls
ILS Search UpdateOur ILS search consulting Rob McGee (of RMG Consulting) has stated that the procurement process has not been completed so that we should not release the scores at this point in time. The ILS Committee also agreed with that recommendation to not share the scoring at this stage as it could imply a front runner status. The scoring process was completed by the Committee with a unanimous decision for each criterion. The second phase, as stated more fully in the RFP, involves revising the scores based on updated information from the demos, reference checks and reviewing recommendations from task force groups. The Committee cannot make the scoring available until a contract has been awarded.
ILS Search Update
Questions on process? When does SWAN migrate? What would training look like?
Network Changes
Memo #1: Introduction & Overview of project, goals, new email list of IT contacts shared
Memo #2: New Millennium installerMemo #3: Email List MigrationMemo #4: New SWAN Website URLs
Network Migration Progress Memo #4: URL/Domain Name
Transition 95% Completion Final cutover scheduled in upcoming
weeks Visitors to MLS domain websites will be
greeted with redirection page 3rd party vendors are being contacted
with migration information to ensure a smooth transition
Network Migration Progress Memo #5: Member Library Email
Aliases
Network Migration Progress Memo #6: 3rd
party access SSL Patron API SIP2 connections Fines Payment API Item Status API
Vendors Contacted by SWAN: 3M Baker & Taylor (Axis 360) BiblioTheca (ITG selfchecks) Boopsie Bowker (Library Anywhere) Brodart (Millennium
Acquisitions) Central Technology (self-checks) Evanced Solutions (Events, etc) Library Ideas (Freegal, Freading) OverDrive (3 consortia) TBS (MyPC, etc.)
Network Changes: How Can I Find Out More?
SWANTech website
Memos archived
Installer informati
onFAQ’s
RFID/Self Check Evaluation Currently assessing a self
check unit and RFID modules from Bibliotheca
Evaluation for the purpose of documentation and better support of future member library deployments
Looking to alternative vendors as well to ultimately establish a “petting zoo” of self check hardware here at Burr Ridge
Questions & DiscussionAaron Skog, [email protected]