HARDWARE AND SOFTWARE EVALUATION ANDSELECTION.

Abdul Rashid

Abstract

library may have to pay dearly to keep date withnew developments. It has been observed byBawden (1990, P.56) that if the hardware andsoftware are purchased from different suppliersand when some fault develops in a system, and itis not clear whether the fault lies in the hardwareor the software, the suppliers tend to blame eachother's product. But such a problem generallydoes not arise in this case as the whole systemis purchased from a single supplier. However, thissystem may not fit exactly the requirements of aparticularly library. Its acceptability depends uponhow easily the system can be modified in orderto achieve the satisfactory results. This systemis sure to be less efficient than an in-house writtensystem as the library has no alternative but todepend on the expertise and reliability of thesystem supplier for both the initial packages andsubsequent maintenance and support. In realitythere is no chance of getting a modification madeto a standard business package to suit individualusers needs. For specialised packages, thesupplier may be willing to consider customisationon request but probably at a higher price. Bawden(1990) says that there are well-attested storiesof trivial modifications, which cost more than theoriginal purchase price. This idea is also confirmedby Mudrick et al.(1992, P.303) who say that somuch modification is required to fit the needs thatit would have been cheaper to have developedthe entire software internally. This is certainly thepoint at which the attractiveness of the cheap,standard package begins to wane 'and theadvantages of some degree of in-house controlbecomes clear. Moreover, some libraries cannotopt for this system who may have alreadypurchased a computer.

As far as the off-the shelf packages areconcerned, they are:

a) economical because the investment cost forthe initial creation and later maintenance is

The available software and hardware are discussed. In particular, specialised andintegrated systems are described. It was concluded that Indian libraries should designand implement an in-house written packages and adopt specialised-cum-integratedsystems in a piecemeal approach. Hardware should be carefully evaluated and selected.It should be expandable, compatible, robust and tested.

SOFTWARE

Option

Before choosing any software package to suit thepresent needs and future plans of a library, it isworth mentioning briefly the relative merits anddemerits of some of these systems.

The co-operative system may allow the library toget a better, more complete system for lessinvestment in money, material and staff. Sincecost and data are shared by many libraries, sucha system is sure to provide the benefits of sharingdata, authority information, inter library loanresources, etc. But as the shared networkbecomes larger, the system functions maybecome more difficult to change or enhance inways that suit the special needs of users.Moreover, the system may become a financialliability, if the costs go up - a development overwhich the individual members may have no or littlecontrol. This possibility is specially so at presentwhen a large part of the cost of using such utilitiesis the price of the communication, which go chieflythrough telephone lines but there is no efficienttelecommunication service available throughoutIndia. Above all, no such system is presentlyavailable either at the local or national level.

With regard to the turnkey systems, the supplieris responsible for the necessary hardware,software, installation and maintenance. Therefore,no computer expertise, according to Boss (1990)is required on the part of the library staff and thereis usually a firm contract price and predictabledelivery date. Some other advantages are thatthe cost of designing and programming the systemcan be spread over several installations and thatthe supplier is usually continuously enhancing thesystem and new features may be added. But Ithink at least some of the library staff need somecomputer knowledge in order to negotiate with thesuppliers and to run the system. Moreover, the

spread over several years;

b) available at short notice and the system can,therefore, be implemented earlier;

c) well documented including detailed systemspecification, identification of hardwarerequirements, input, output and filespecifications and systems training and usermanuals; and

d) a well-tested set of programs and the supplierhas a sufficient number of clients to justify theadequate maintenance arrangements (Rowley,1993a).

Inaddition, for such packages, support and adviceservice are available from the supplier, who islikely to be a specialist in that kind of softwareand should, therefore, produce a better qualityproductwith valuable features, whose importancemightnot occur to the new user. But this systemrepresentsthe same problems as are posed by aturnkey system. However, keeping its relativemeritsin view, it is a suitable option for the librariesbutthere is no good software readily available inIndia and the problems with importedcommercially available software are the hugelicencefee, custom duty, package and transportcharges,quite apart from government restrictionsand requlatlons. Moreover, imported packagesmay not suit the environmental conditions andatmosphere and are sure to impose otherproblems. For example, initial creation and latermaintenance with the help of the supplier orseeking vendors support, if the system fails, isnot always possible and if possible it will provetoo expensive as the libraries have to bear thetravellingallowances (TA) and the daily allowances(DA) charges of the technician, deputed by thefirm for the purpose. Literature on libraryautomation also lays stress on the avoidance ofunnecessaryand combersome dependence upongeographicallydistant organisations or personnel.The question also needs to be examined as tohowfar the imported packages can be used onthe locally manufactured computers.

Althoughthe design and implementation of an in-housewritten package definitely requires greaterskills in system analysis, communication, liaisonandproject management than the acquisition andimplmentation of a pre-written package yet it istailor-madeand can be expected to cater for everylittle idiosyncrasy in every application. Suchpackageswill encourage the library to adopt morestandard practices and iron out some of itsunnecessary habits. The system will not prove asexpensive as it is in the West, where theprogrammers demand high salaries. In India,

man-power is very cheap and there is no lack ofexpert software professionals. Moreover, most ofthe libraries, who have computerised theirservices in India, have developed their ownsystems. No doubt, support like documentation,user groups and other users, training, help disksand maintenance arrangements is crucial at theinitial stage for the new computer informationmanager but as Rowley (1990) says, it should bewelcomed by all those who have to manage acomputer system. Again, it will take some time toproduce such system as it will have to be testedand corrected at regular intervals. However, it isbetter to follow the proverb; slow and steady winsthe race. Keeping all these considerations in view,an in-house package seems to be the mostappropriate option as it will also be possible togear it precisely to local needs. It will also bewritten in a version that runs on the alreadyprocured hardware.

The questions also arise: why not to acquire anduse the packages, already developed by any otherIndian library or those which are available free ofcharge like that of CDS/ISIS developed byUNESCO for developing countries? As we know,India is a vast country with diversified lingual,cultural, educational and social background.Obviously, the libraries will develop or purchaseonly such packages, that will satisfy their localneeds and social environment. Moreover, mostof the libraries have not fully automated theiractivities. In addition to dependence on otherlibrary's agreement, one library has no guaranteethat the packages developed by other libraries willbe expandable or compatible. Regarding CDS/ISIS, these packages are not user friendly. Perera(1992) while evaluating these packages concludesthat these packages are friendly to experts buthostile to novices; limited instructions providedby them are not sufficient even for expert users;and documentation does not provide much help.According to Bhargava et al.(1993) the packageis not capable of handling numerical operationslike the calculation of overdue documents,budgetary allocations and the expenditure onacquisition; is not suitable for inter-connecting twoor more databases for a single application likelinking an acquisition system with the on-linecatalogue and circulation systems; and does notupdate inverted files automatically, whenever achange is made in the database etc. Moreover,the purchase price should be a consideration butnot a major factor in the choice of software.Weatherby et al.(1990) says that nothing is withouta price, Installation of some free software mayrequire extensive and time consuming computertraining before it becomes functional.

Possible Approaches

There are two possible approaches for designinga library automated system:

1) Specialised Systems; and

2) Integrated systems.

A specialised system, as its name denotes, maybe designed for anyone of the in-houseoperations, e.g., acquisition or circulation control,and this approach makes it possible to

. concentrate on the development of one applicationat a time. An integrated approach, on the otherhand, is one where files are inter-linked so thatdeletion, addition and other changes in one fileautomatically activate appropriate changes inrelated files.

Both these systems have their plus and minuspoints. Integrated systems have becomeincreasingly popular because such systems cancarry a number of functions within a framework.It also covers any qualms about compability, offersgreater scope for staff saving and offers betteruser-friendliness of management information. Itis also easier to learn because functions and theircommands mimic each other and are built to worktogether. However, the main drawback of suchpackages is that they are not as powerful andsophisticated as separately available packages.Therefore, it is not wise to rely on some elementsof an integrated package. Keeping theseconsiderations in view, it is better for the librariesto adopt the specialised-cum-integrated systemin the piecemeal approach because it is easierand has the advantage of providing a bettersystem as both the programmer and the librarystaff have the opportunity to concentrate moreon each individual section and particularly on thefirst urgent one. There is no danger ofincompatibility as the programmer can developpackages later in a manner which can beintegrated to the previous ones. Such an approachhas other advantages as well. It is flexible andwill permit a carefully managed process so thatthe staff, as well as the users can adjust to thenew system and verify each part. It will alsoprovide an opportunity to test the new system,find out its results whilst comparing with the oldone. Above all, it will not prove a financial burdenon the libraries as the system can be implementedin many phases as funds become available.

Evaluation and Selection

In India, there are many firms, like ProgressiveSoftware Pvt.lndia Limited, New Delhi, TataConsultancy Service, New Delhi etc., who offertheir services by deputing a team of their

programmers to write the software packages forthe library. Many of these firms work incollaboration with foreign firms; there is a world-wide demand for their programmers, which I havepersonally observed while visiting some of thesoftware houses in the UK and by interviewingthem. Therefore, while selecting the most suitablefirm and evaluating its activities, it is suggestedthat the libraries should follow almost the sameprocedures, which will be discussed for theselection and evaluation of hardware later on.Only one point should be added here, i.e., theoperating system adopted should be UNIX, whichis the latest one and has one main feature, i.e., itis an open system.

Packages

The various kinds of packages which the librariesshould develop include:

1. Library house-keeping operations includingInter library loan modules and OPAC.

2. Information Retrieval Systems e.g. databasecreation and maintaining interactive searchingof in-house as well as external databases.

3. Current Awareness Services including indexingand abstracting.

4. Communication/network, e.g., electronic mail,local area network etc.

5. Business packages like word processing,spread sheet, publishing systems, graphicsetc.

6. Training modules for library staff andinformation users.

HARDWARE

Options

Like software, there are many options of hardwareas well. Among these are:

1. using parent body's computer,

2. using computers belonging to an externalservices like co-operative services, nationalbibliographic agencies, on-line searchservices, commercial computer based servicesand so on;

3. the library acquiring its own computer.

As already mentioned, the first two options arenot available to most of the libraries, therefore,discussing their suitable is beyong the scope ofthe present article. Thus, the libraries have nochoice but to opt for the third option. While

selecting the hardware platform, a key questionto consider is whether to use mainframe,miniframe or micro computers. Mainframecomputers are considered to be the mostpowerful, intermediate as mini computers andsmall machines as micro computers. Keeping inview the increasing number of users and the.information explosion, mainframe or miniframe isthe best choice but it will prove a great financialburden to the libraries. Moreover, now thecomputersare becoming so small in physical sizeandfaster in their capacity to process informationthat it is difficult to draw a distinction betweenthem. Previously, the micro computers werestandalone systems but now these can be linkedtogether as part of a network connecting with afile server, which controls them. Keeping thesefactorsand others in view, it is recommended thatthe libraries should purchase the micro ones.

I have already recommended that the librariesshould adopt the new system piecemeal. In thecourse of time, a number of PCs will be linkedtogether in a network. A network of microcomputers as opposed to a series of stand alonemicrocomputers, will support shared databases,networkedsoftware and will offer access to otherhardwaresuch as CD-ROM drives and printers.

The size and cost of the required hardwareneededat the consecutive stages are difficult toassess at present because, such issues can bedetermined in a better fashion once the softwareis written. However, it can be said that when alibraryshifts to a completely automated system itmay need a minimum equipment of: a powerfulfileserver, some PCs (for various house keepingoperations,office automation etc. depending uponthe size and nature of a library), printers, etc.,and at least five to six dumb terminals for thepublicaccess catalogue. However, the hardwareshouldbe supplemented with CD-ROM drive, fax,UPS etc.

Evaluation

In order to evaluate the hardware, the libraryshouldkeep the following criteria in mind :-

1. Asthe library is going to automate its activitiespiecemeal, it is absolutely necessary that itshould purchase only such hardware which isexpandable. It should be able to add more andmore terminals and to have a link with othermainframes (like that of the parent body's,which may be installed in the near future) inorder to be in a position to participate in theInformation and library Network (INFLIBNET)programme and other local, national andinternational networks. For this purpose,

compability is also an important consideration,which must be kept in view because the librarymay at a later stage decided to purchase theequipment from other firms for some reason.Therefore, the libraries should adhere to aparticular standard.

2. It should be robust, tried and tested and notlikely to crash or break down. Since hardwareis very expensive, therefore, only the latestequipment should be preferred.

3. It should have the ability to operate quickly inorder to handle the peak load, large files andrecords.

4. It should be purchased from a reputable firmin order to have enough support and back-up.Such vendors usually deal with standardbusiness machines with features that are notlikely to be superseded in the next few years.

5. Last but not least, the purchase price, cost ofthe maintenance, upgrading, repair etc. arealso essential factors, which should be givendue consideration.

Selection

The selection process should involve the followingsteps :-

(i) Specification of Requirements

The first essential step is to define carefully therequirements of the systems, also known asoperational requirements (O/R), which is astatement issued to suppliers giving details ofproject against which they are invited to submittenders. It forms an important document, whichmust enable the supplier to determine whether ornot he should invest effort in competing for thebusiness (Clayton, 1992, P.14). In order to saveembarrassment and time, the libraries shouldkeep in view the rules and regulations of theirrespective parent organisation, while framing thisdocument. It is also advisable to consult theguidelines laid down by the working group of theUGC, which, has laid down the technicalspecifications of hardware and software and ofassociated infra-structure for various units anddifferent levels. Typically this document shouldinclude :-

1. background of the institution and its library.

2. broad and specific objectives which the libraryhopes to achieve through the new system.

3. details of the environment in which the systemhas to work, i.e., existing hardware, standards,protocols, health and safety regulations etc.

4. present requirements and future plans, i.e., itshould involve the requirements based on aninitial needs analysis as well as the guidelinesand objectives against which the later progresscan be measured.

5. a time table for the implementation of thesystem. The system should be installed duringvacations otherwise it will cause inconvenienceto the users.

6. information about terms of payment,maintenance, site preparation, delivering andscheduling guidelines, installing and trainingprocedures.

7. mandatory questions to be answered by thefirm such as whether the systems allow formulti-lingual flexibility as most of the librarieshave a good collection of non-Englishdocuments; whether the voltage stabiliser, aline filter and a surge suppresser are designedfor the local power supply (220 volts) etc.

In short, the needs and requirements of the libraryshould be stated clearly, succinctly andrealistically and should not be based on thecapabilities of anyone system. Boss (1990 P.629)says that in formulating the requirements of thelibrary, it is necessary to be realistic in terms ofwhat is available and what the library can afford.As a rule of thumb, one should not dictate; oneshould not leave anything out; and one shoulduse clear terminology. The O/R document, asdiscussed provides vendors with a formal proposaland gives them a perspective on how to satisfythe needs and objectives of the library. It is writtenspecifically to identify what is acceptable in theproposed automated system. Therefore, it shouldbe preserved as it will serve as a reference toolat the implementation, maintenance and reviewand will form a part of the contract with thesupplier.

(ii) Request for Information (RFI)

Once the O/R is written, it should be sent to avariety of possible vendors/firms and they shouldbe asked to give an indication whether theserequirements could be met and an estimate ofwhat the cost would be. Vendors usually send outa packet of information for evaluation. The library,in turn, should also evaluate the information andjudge the degree to which the proposedautomated system meets its needs. Therefore,vendors that will provide the best possible matchshould be select as potential candidates. The listof vendors can be found from directories, yearbooks, advertisements, articles in the professionalpress etc. Workshops offered by professionalassociations, educational institutions, exhibitions,

conferences are also valuable. Assistance in thisregard can also be sought from otherorganisations like INFLIBNET, NationalInformation System for Science and Technology(NISSAT) etc.

(iii) Request for Proposal (RFP)

At this stage, the library should invite tenders fromthe potential vendors, who are expected to submita detailed description of the system, which eachof them would propose to supply. It is importantthat the vendors should be compelled to reply toall requirements and specifications in clear,unambiguous language. After evaluating theproposed system and selecting the vendor whomost adequately matches the requirements of thelibrary, it is valuable to visit or contact a variety oforganisations using their system. The names andaddress of the institutions using their systems areusually supplied by the firms. Thus, upon thesuccessful completion of a series of evaluationtests, the library should forward all the relevantpapers to the Purchasing Unit of their respectiveinstitutions as per their normal procedures, whomay sign the contract and place orders with thefirm. In the contract especially, it should be notedthat after the installation of the system, there willbe a set of standard formal tests; a systemreliability test in order to find out that the systemsoperates at a specified level of effectiveness fora specified period of time; a functional validity testto assess that each and every function of thesystem performs as required; and the full loadtest in order to evaluate the performance of thesystem during peak hours.

The same procedure should also be followedwhether the library wishes to purchase a singleor small item as Bawden (1990) also suggeststhat the same guidelines for small or big purchaseshould be gone through, in an appropriatelysimplified form to avoid buying something whichwill immediately prove valueless or much worse.It is also suggested that the staff of the library,who will ultimately use the systems, should alsobe involved in the evaluation and selectionprocess.

REFERENCES

Bawden, David (1990) : Going automated;implementing and using information technologyin special libraries and information units. London,ASLIB

Bhargava, J.K. et al.(1993) : Sanjay; an Indianlibrary automated package based on CDS/ISISProgram 27(1)P.51-66

Boss, R.W. (1990b) : Procurement of library

automationsystems. Library Technoloqy Reports27(2)P.629-749

Boss, R.w. (1990a) : Library manager's guide toautomation.3rd ed. Boston, O.K. Hall

Clayton,M. (1992) : Managing library automation.2nded. USA, Ashgate

Mudrick,R.G. (1992) : Information system tormodernmanagement. 3rd ed. London, Prenticehall.

Perera,P.(1992) : Micro CDS/ISIS; a critical

appraisal of its search interface. Program 26(4)P.373-386.

Rowley,J.E.(1990) : Guidelines on the evaluationand selection of library software packages. ASLIBProceedings 42(9) P.225-235

Rowley.J. E. (1993): Computers for libraries.London, The Library Association.

WeatherbY,N. et al. (1990) : Guidelines forestablishing automated libraries in developingcountries. Computer in Libraries. 10(2) P.21-28.