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

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 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 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 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 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.

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 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 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

Instructions to Vendor

Introduction to the library

Software specifications

Hardware specifications

Request for price quotation

Notice of intent to respond

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

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 Text, pp. 43-44 for:

The Do Not Do List The Do List (key things to remember)

Class Activity

Work individually or in a group Choose a type of library you desireReview 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.