Embed Size (px)
Citation preview
ILS Selection Partner Meeting
July 22, 2008
Meeting Agenda Opening & Introductions (10 minutes) Project Scope (15 minutes) Project Timeline (15 minutes) Communication & Project Resource
Overview (10 minutes) Current Vendor List (20 minutes) QA (15 minutes) Wrap-up (5 minutes)
Meeting Purpose
High Plains Library District is currently on a system no longer in active development.
Determine if other libraries are interested in joining efforts with HPLD in an ILS selection process.
At the end of this meeting you will . . .
Understand the HPLD project process What benefits may be gained by
partnering with HPLD How to participate in this project
Related state ILS projects
State Open Source ILS Committee May CPLD Meeting (Jamie LaRue) ILS Summit (CLiC)
Why this project? HPLD needs to have made a change by
2010 This project is NOT a single, statewide ILS
running on a centralized set of hardware (or the like)
This project OFFERS an alignment of libraries through the selection of the same vendor Cost savings Eliminate duplication of efforts where possible Perhaps a first step toward enabling a statewide
system
Why this may be of interest to you? You’ll have access to all planning documents that HPLD
develops during it’s ILS feasibility process Let someone else do the planning and organizing!
All participating libraries meet at “convergence” points to discuss the process Clear points of alignment Not group meetings throughout (to keep the project moving
forward) You will be provided a free web space for your organization
to use for the project If multiple libraries choose the same vendor, explore
possible group buying options Save money Save time through shared implementation efforts
Example: one library creates training videos on X and shares them with all partners
Project Scope
Project Product Project Justification Measures of Success
Assumptions/Limitations Decision Criteria
Project Product
An agreed upon decision regarding go/no go for an ILS change
Implementation of agreed upon actions which may be the selection and implementation of a new ILS or the decision to hold and reassess at a later time and replace hardware in the interim.
Project Justification SirsiDynix has ended development of the Horizon product
which will eventually require us to migrate to a different system. It is a given that HPLP will have to migrate. Initial server cost was roughly $50k. Overall IL S cost as an upgrade was approx $250k (upgrade/migration planning only). The cost of a new/different cost is estimated to range from $250k-$1M.
The HPLD Horizon server will no longer be supported after approximately June 2010.
There currently is no formal end of life for Horizon. However, SirsiDynix states that once it is decided to no longer support this platform there will be two years until support is suspended.
Every 3-4 years as part of due diligence HPLD will evaluate alternate ILS opportunities.
Decision Structure
Project Sponsor (project sponsor is responsible for obtaining Board and Director direction/support)
Project Team Individual Resource Experts
Measures of Success
Decision Criteria Cost Features Vendor Reputation Vendor Support Compatibility with other systems Vendor Stability Number of Comparable libraries using this solution Organizational fit with HPLD Pain to change Product Design
Project
Risks
ProjectObjective:
Very Low/.05 Low/.10 Moderate/,20 High/.40 Very High/.80
Cost exceeds by <5% exceeds by 5-10%exceeds by 10-
25% exceeds by 25-30%exceeds by >
30%
Timefully operational
by Jan 1 2010
fully operational by Feb 1 2010
fully operational by March 1 2010
fully operational by APril 1 2010
fully operational by May 1 2010
Scope Scope change barley noticeable
Minor areas of scope affected
Major areas of scope affected
Scope reduction unacceptable to sponsor
Final solution is effectively useless
Quality Quality degradation barely noticeable
Only small areas affected by quality issues
Quality reduction requires sponsor acknowledgement and approval
Quality reduction unacceptable to sponsor
Final solution is effectively useless
IMPACT
Very Low/.05 Low/.10 Moderate/,20 High/.40 Very High/.80
Probability
0.9 0.045 0.09 0.18 0.36 0.72
0.7 0.035 0.07 0.14 0.28 0.56
0.5 0.025 0.05 0.1 0.2 0.4
0.3 0.015 0.03 0.06 0.12 0.24
0.1 0.005 0.01 0.02 0.04 0.08
Risk
Probability Impact
Overall Risk Score Mitigation Steps
1
A new/better product or release will surface midway into the project
0.9 0.2 0.18
1) monthly formal reports on new emerging solutions 2) deadline for solutions that meet clear requirements (must be operational as an example) -- after deadline live with options…don't look back 3) communication that something better will come along. educate board on process
2
Overhead in coordinating multi organization effort may impair any participant
0.7 0.2 0.14
1) present project w/ clear expectations so partners know requirements 2) design with convergence and decision points which allow for flexibility from any organization
3Equipment failure prior
to the scheduled migration date
0.3 0.1 0.03
Equipment failure would be no different than when outside of the project - warranty to cover
Project
Risks
Project Timeline (2008) May/June, 2008 – Evaluate HPLD’s requirements
(done) July, 2008 – Confirm interested libraries partners
TODAY: Partner Convergence Point: July 22, 2008 Initial Partner Interest Meeting
August/September, 2008 – Compile Vendor Information Partner Convergence Point: September 24, 2008
Determine if similar top 3-5 vendors October/November, 2008 – Create RFP and prepare
for Bidder’s Conference Partner Convergence Point: December 11, 2008
Conduct Bidder’s Conference (all day)
Project Timeline (2009) December, 2008 /January, 2009 – Receive and review
vendor responses Partner Convergence Point: January 30, 2009
Narrow down to top 2 vendors February-June, 2009 - Top Vendor Review Process
Partner Convergence Point: July 13, 2009 Conduct final vendor selection
July/August, 2009 – Complete Vendor Contracting Partner Convergence Point: September 9, 2009
Final vendor selection October, 2009 – Start ILS Changes/Implementation
Partner Convergence Point: October 9, 2009 Discuss what implementation components can be
shared
Tentative HPLD Timeline Beyond 2009
October/November, 2009 – Procure hardware, install ILS
December, 2009 – Test/Fine-tune installation
January/February, 2010 – Train staff March, 2010 – Prep for final migration April, 2010 – Migrate to new ILS June, 2010 – Close project
Partner Communication/Project Resources
HPLD site will contain all project documents
All meetings will be recorded Access & Use of personal project
workspace (contact Susan Staples for more info)
Weekly notes and formal monthly project updates posted on web and email notices sent to participants
HPLD Initial Vendor Exploration
List of ILS from the “Helping you Buy” Computer in Libraries series
Limited to libraries that have a strong public library presence
HPLD Original Vendor List Agent VERSO / Auto-Graphics, Inc Apollo / Biblionix Atriuum / Book Systems, Inc. Spydus / Civica Pty., Ltd. Evergreen / Equinox Software Vubis Smart / Info Library and
Information Solutions Amlib Library Management
System / Infovision Software Inc. Millennium / Innovative
Interfaces, Inc. Library 4 Universal (L4U) /
Kelowna Software, Ltd. Koha ZOOM / Liblime PC Card Catalog / Library
Concepts
Mandarin Oasis / Mandarin Library Automation
LiBRARYSOFT / New Generation Technologies, Inc.
SISI-SunRise / OCLC PICA Polaris Integrated Library
System / Polaris Library Systems Symphony / SirsiDynix Liberty / Softlink Surpass Centriva / Surpass
Software Talis CARL.X / The Library Corp. TLC Library-Solution / The Library
Corp. - TLC Virtua / VTLS, Inc.
Excluded because too small Agent VERSO / Auto-Graphics,
Inc Apollo / Biblionix Atriuum / Book Systems, Inc. Spydus / Civica Pty., Ltd. Vubis Smart / Info Library and
Information Solutions Amlib Library Management
System / Infovision Software Inc.
Library 4 Universal (L4U) / Kelowna Software, Ltd.
Koha ZOOM / Liblime PC Card Catalog / Library
Concepts
Mandarin Oasis / Mandarin Library Automation
LiBRARYSOFT / New Generation Technologies, Inc.
SISI-SunRise / OCLC PICA Liberty / Softlink Surpass Centriva / Surpass
Software Library-Solution / The Library
Corp. - TLC Virtua / VTLS, Inc.
Watch List (because of feature set)
Evergreen / Equinox Software (may reevaluate if development is fast enough) Currently to Acquisitions module or
z39.50 server (which is required for SWIFT)
HPLD Current Vendor List
Millennium / Innovative Interfaces, Inc.
Polaris Integrated Library System / Polaris Library Systems
Symphony / SirsiDynix Talis (kept as a wildcard) Library-Solution / The Library Corp. -
TLC
Questions?
Next Steps
Decide if your library would like to be involved in the HPLD ILS Project
Email or call Gem Stone-Logan by August 1, 2008 if interested
