Evaluating and Selecting Library Services PlatformNEW

Editor's Notes

• #3: The mission-critical infrastructure plays a key role in how the library keeps pace with its day-to-day activities and whether it achieves its strategic goals.
• #4: Traditional legacy ILS system no longer able to handle increasing complexity of library library collections (Different content formats in the digital world bring different metadata needs to describe material and also brings different business for acquisition, management, providing access to library patrons). Aging legacy system: Libraries on average operate legacy ILS system for about 10 years, in our case, it is more than 15 years. It is challenge to build and support such a disintegrated environment, with many different applications and platform that need to be installed, configured, maintained, and most importantly integrated them together. Marsh Breeding named the next generation ILS to Library Services Platform (LSP). LSPs aim to provide more comprehensive approach to manage library collections as a promising move. It starts an initial step into rebuilding systems in alignment with library reality. It is the time for libraries to take the most forward-looking process to start picking up next generation automation system. LSPs emphasize managing library collections through shared metadata rather than traditional local bibliographic database. Decoupled LSP and discovery services. In theory, one vendor’s WSD can be powered by LSP from another vendor, however the synchronizing library holdings with multiple/different knowledgebase maybe prohibited. Most libraries especially academic libraries are in the stage of creating technology infrastructure component in tune with the libraries’ strategic needs. Organization requires a well-designed, maintained technology infrastructure to carry out its mission effectively and efficiently.
• #5: Figure 1 illustrates the general schema of the library services platform. The platform includes two core elements: Resource Management and Resource Discovery. Resource management is the back-end automation, which includes acquisitions, cataloging, circulation, serials control, as well as electronic resources license management and knowledge base. It is in the center of Figure 1, described as Library Services Platform.   Resource discovery is the end user discovery, usually named discovery tool. It is on the right of Figure 1, described as Discovery Service, which is composed of a consolidated index and search engine.   In addition to the two core elements, the new library services platform also includes an API layer. Libraries can develop interactions between core software and thirty party applications via APIs.
• #8: Gathering information and getting up to speed with the status of product before you dive into the RFP. It is not necessary to develop the RFI, since vendors make much of their product information available on the internet You might also use other third party channel to gather information for example Marsh Breeding’s library technology guide After filtering the information gathered, identify 2 – 3 final vendors to shoot for the further process. (Pre-Selection Process) The more knowledge you have about library system capabilities, and the better and more thought-provoking your RFP will be. Selection process. Develop a formal RFP gradually become optional. In an RFP, there’s too much room for misinterpretation and sales-pitch. It is a passive document, we knew what the systems could do, but we wanted to know how they work, how they are built.
• #9: Alan Manifold has worked in the library automation industry for more than 30 years, building an unequaled reputation for service to libraries. Senior Administrator for Library Enterprise Application, Purdue university July 1980 – October 2006, managing Voyager and NOTIS ILS.
• #11: Selecting a library automation system is not a discrete process, it shouldn't be divorced from the wider institutional contact. The selection process can be a tool in shaping the organization to meet the goals. Focusing on the system selection process without taking into account the larger context might result in a functioning systems, but is likely to result in a general failure of the system to meet the needs of the institution as a whole. It is desirable to choose the system that best meets the needs of your library now. IT is clear, however that is more to your advantage to choose the system that seems most likely to continue to evolve and develop at reasonable pace in the directions most suited for your library. Note: There is no perfect system which contains all features you are expecting.
• #14: The LUC libraries have undertaken a process to select and implement a library services platform to improve the internal library workflow as well as provide Loyola community with an intuitive and sophisticated tool to discover and give access to scholarly resources and library collections of increasing complexity, depth and breadth. The Next-Gen ILS Exploratory committee and sub-committees were appointed by the dean of library in January 2014. There are overlaps between main committee and subcommittee. The main committee chaired by Head of Library Systems. Outside of the libraries, Folks from campus ITS also serve on the main committee.
• #16: SaaS model Cloud Computing Multi-tenant software: Multi-tenancy is an architecture in which a single instance of a software application serves multiple customers. Security certifications All three vendors use cloud computing, web-based, service oriented architecture (SOA) that allows for mulit-tenant operations, data aggregations, analytics, and redundant and secure data centers. Redesigned workflows incorporate both digital and print processes into common workflow to optimize staff efficiency.
• #18: We made sure include basic components (look at the components generally, rather than copying another institution’s process wholesale)
• #19: These specifications should concern how the new system will perform in different situations. The primary purpose of the specification document to list the prospective systems’ desired functions. These specifications will comprise the RFP in its rudimentary form. Clearly explain the library’s workflows and connect questions about system functionality to their role in the library environment. By tailoring the questioning to the library needs and concerns, you’ll force vendors to tailor their responses in kind. (concise and to the point)
• #20: After planning is well under way and team has developed preliminary specifications, the RFP begins to take shape. After absorbing a few RFPs, don’t copy another RFP wholesale. You would want to achieve the unique goals or address the special concerns of you library. Copied RFP may contain specifications that matter little to your library. Make sure every specification in the RFP is something the library care about. It doesn’t have to be tedious. The RFP is a legally binding document, and because it specifies precise needs and functions, an RFP must be carefully worded.
• #21: 1.Introduces your organization, library and mission. Writing a quick narrative sketch of your library, convey main facts of the library – size, holdings, user populations, major activities – in 300 words or less 2. Scope of the project: What will the project plan to accomplish with timeline. Include a clear explanation of how responses will be evaluated if possible, deadline etc. Include proposal due date and time clearly, provide a clear, complete contact for proposal delivery. 3. Proposal content requirements: What is expected in terms of response to RFP 4. RFP Terms and Conditions: Provide deadline and contact information for vendors to submit proposals, define key terms used throughout.
• #22: Modeling these specifications into a checklist is a good strategy for tightening the document and facilitates easier comparison among vendor responses. Specify the basic traits of the system library seeks, some of them might be detailed in the specific section later, but this section focus on the library’s most general needs.
• #23: These specifications should concern how the new system will perform in different situations. The primary purpose of the specification document is to list the prospective systems’ desired functions. These specifications will comprise the RFP in its rudimentary form. Creating the specification document in-house will most accurately reflect the needs of the library and will assure the commitment of the staff who will work closely with the new system.
• #26: The RFP responses were reviewed in detail, identified follow-up questions to clarify. In this round, we knew what the system could do, but we wanted to know how they work, how they are built. After the first round of RFP responses, the team developed a fleet of checklists and scenarios in which prioritize them and product demo scripts. Each vendor was given a day to show the basics of their systems handled the various basic staff operations such as acquisition, cataloging, circulation, serial control, and ERM etc. They have the control how they would like to structure what they present, but we wanted to make sure most of concerns, questions get incorporated and addresses.
• #27: The RFP responses were reviewed in detail, identified follow-up questions to clarify. In this round, we knew what the system could do, but we wanted to know how they work, how they are built. After the first round of RFP responses, the team developed a fleet of checklists and scenarios in which prioritize them and product demo scripts. Each vendor was given a day to show the basics of their systems handled the various basic staff operations such as acquisition, cataloging, circulation, serial control, and ERM etc. They have the control how they would like to structure what they present, but we wanted to make sure most of concerns, questions get incorporated and addresses.
• #31: Ex Libris Alma/Primo stand out clearly and became the preferable option.
• #33: The improvements are improved navigation, coverage, date facets, and advanced search; more direct links to view electronic resource; and the ability to create lists without signing in. The WMS’s reliability on master record poses challenges for accurate collection description and management. The OCLC community focus and the emphasis on collaborative implementation, shared quality control, and its developer network provide potential for positive partnerships and future innovation. Community-based quality control also raises concerns about the accuracy of data in the bibliographic database, the knowledge base, and print serials check in records.
• #34: with well-executed search and display features including customized search result order, good known item searching, useful facets to focus results, helpful relevance ranking, and flexibility for local configuration. , individualized dashboards based on an individual’s responsibilities, and many opportunities to customize to suit specific needs or preferences. Many routine tasks are more fully automated, and staff can focus on exceptions to the routine.
• #35: "All library staff" does not refer only to professional librarians. It refers also to the support staff, whose knowledge of day-to-day processes often far exceeds that of their professional supervisors. Involving staff on the basis of talent rather than position can be a political minefield (Thompson, 1985), but is just part of the transformation of the organization. . An atmosphere of partnership and trust can be developed that will translate into a greater feeling of ownership of the mission in the library.