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Presentation given to the South Est Wales Partnership on Tuesday 6th October 2009
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www.swansea.ac.uk/lis
RFID Procurement..and a few other things
Mark Hughes
Head of Collections
Swansea University
www.swansea.ac.uk/lis
Agenda slide
1.0 The initial questions
2.0 Knowing what you want - the specification
3.0 Options, options everywhere
4.0 The procurement process
5.0 Choosing a supplier
6.0 Implementation
7.0 What happens next?
www.swansea.ac.uk/lis
1.0 The initial questions - WHY?
– ..because it's
'cool'?
http://www.zazzle.com/being_cool_is_not_trying_to_be_cool_button-145252130673154207
http://z.about.com/d/politicalhumor/1/0/x/M/iraq_checklist.jpg
www.swansea.ac.uk/lis
1.0 The initial questions - WHY?
– ..because everyone
else has it?
http://junya17.wordpress.com/2009/03/
www.swansea.ac.uk/lis
http://www.lboro.ac.uk/library/images/news/VC.jpg
1.0 The initial questions - WHY?
– Self Service?
www.swansea.ac.uk/lis
1.0 The initial questions - WHY?
Stock Management?
http://www.attractionmindmap.com/photos/akashic_records_library.jpg
www.swansea.ac.uk/lis
1.0 The initial questions – HOW do I start?
•Think wider focus:
– Staff (!!)
– Customers
– Library layout
– Who'll do the tagging?
– How long will that take?
– ..and cost?
– Long term strategyhttp://smallandbig.blogspot.com/2007/08/my-cartoon-collection-17.html
www.swansea.ac.uk/lis
1.0 The initial questions – HOW do I start?
•Talk to other libraries that have gone
before
•Find the relevant email lists / blogs
•Go to relevant events e.g. RFID in
Libraries COnference
•TALK to everyone you can
•..including the suppliers!
•Identify your budget
•..consider a Consultanthttp://blog.patientslikeme.com/tag/electronic-health-records/http://3.bp.blogspot.com/_cy8UuSySuB8/SggrebBjWtI/AAAAAAAAABk/OJKMJy0Gn_c/s1600-h/copywriting_and_speaking_advice.jpg
www.swansea.ac.uk/lis
2.0 Knowing what you want – the specification
•Comprehensive (as possible)
•Clear
•Functions as well as Items
•Focus on function NOT process
•Standards (ISO 28560!)•..the most critical part of the process..
http://www.donationcoder.com/Reviews/Archive/WordProcs/Screenshots/06-word07-spec.jpg
www.swansea.ac.uk/lis
2.0 Knowing what you want – the specification
•If you don't know where to
start...
•Here's one prepared earlier..
•And you can have it for FREE
•..honestly!
http://groups.google.com/group/ORILS
www.swansea.ac.uk/lis
3.0 Options, options everywhere
•Depending on the budget..
•'Preferred Supplier'
•'3 Quotes'
•European Tender
– Open
– Competitive
•Talk to your procurement
department
www.swansea.ac.uk/lis
3.0 Options, options everywhere - Tenders
•Competitive
– PQQ
– 'Shortlist'
– Initial Tender & replies
– ..then supplier discussions
– Final Invitation to Tender
– ..evaluate & pick a winner
– BUT complex, long, some
Procurement Depts not keenhttp://www.cartoonstock.com/directory/c/competitive_tendering_process.asp
www.swansea.ac.uk/lis
3.0 Options, options everywhere - Tenders
•Open
– PQQ maybe
– 'Shortlist'
– Possible 'Supplier pre-tender
briefing'
– Invitation to Tender
– Final Tender replies
– ..evaluate & pick a winner
– ..the standard optionhttp://www.buckscc.gov.uk/assets/content/bcc/images/procurement/tendering_process--JPG%20%28200x0%29.jpg
www.swansea.ac.uk/lis
4.0 The procurement process
•Evaluating your suppliers
– PQQ can be a shortened
version of the full Specification
– Supplier demonstrations are a
MUST.
– Involve ALL levels of staff
where possible
– Ask awkward questions
– Pose written clarifications
– ..get written answers
http://www.cartoonstock.com/directory/b/business_negotiation.asp
www.swansea.ac.uk/lis
4.0 The procurement process - Evaluation
•Tips
– Equal
– Fair & Transparent
– Be prepared to give
feedback
– ORILS has example matrices
– Look at overall project &
lifetime costhttp://www.cartoonstock.com/cartoonview.asp?search=site&catref=forn703&MA_Category=&ANDkeyword=scoring&ORkeyword=&TITLEkeyword=&NEGATIVEkeyword=
www.swansea.ac.uk/lis
5.0 Choosing a supplier
•Tips
– References & Site Visits
– Long term 'partnership'
– Future development
– Longevity (equipment &
company)
– Standards compliance (again!)
– Cheap is not always good,
most expensive not always
best
www.swansea.ac.uk/lis
6.0 Implementation
•Final steps
– Disruptive
– Plan with the supplier
– Test, test, test
– Security Gates = final install
– Prepare your staff
– ..and your customers –
SIGNAGE, support
– Don't be afraid to tinkerhttp://www.sussex.ac.uk/library/refurbishment/plans.php
www.swansea.ac.uk/lis
7.0 What happens next
•For you
– It doesn't stop here...
– 'Educating' users
– Supporting staff
– Snagging list / 'Tinkering'
– Probably stock management
– Future Development
http://graphics8.nytimes.com/images/blogs/maplewood/posts/cartoon14-480.jpg
www.swansea.ac.uk/lis
7.0 What happens next
•For RFID in General
– 'Smart Shelving'
– Improved stock management
– Innovative user interaction
– Interoperability
– Greater LMS integration
– Falling costs
– Shrinking supplier market
– Acceptance as core library
provision
www.swansea.ac.uk/lis
Useful Reading
•LIB RFID UK mailing list
•https://www.jiscmail.ac.uk/cgi-bin/webadmin?A0=LIB-RFID-UK
• BIC / CILIP e4libraries
– http://www.bic.org.uk/e4libraries/11/RFID-/
• Mick Fortune's Blog
– http://www.mickfortune.com/Wordpress/
• ORILS website
http://groups.google.com/group/ORILS
www.swansea.ac.uk/lis
Thank You & Questions
Mark Hughes
http://twitter.com/Mark_H_Swansea
http://www.slideshare.net/Mark_H_Swansea
