SDLC Phase 2: Selection Dania Bilal IS 582 Spring 2009

Project Selection Identify project selected based on priority Identify project selected based on priority Identify environment for selected project Identify environment for selected project –Review existing hardware & software –Review options for automation software selection  Off-the-shelf  Open source  Shared vs. non-shared with other agencies/libraries  Networked vs. stand-alone configuration

About Open Source Software Review existing OSS suitable for the identified environment Review existing OSS suitable for the identified environment Consider Consider –Programming language requirements  Staff availability to program in language software is written? –Operating system for OSS  Software and existing OS

About OSS Maintenance of OSS Maintenance of OSS –Internal and external support –Who else is using OSS in nearby community? What about virtual community? –Outsourcing maintenance? Maturity of OSS (what version has been released? Maturity of OSS (what version has been released? –More versions/releases exist, better is software –Modification required to customize software

About OSS Evaluation of OSS in literature Evaluation of OSS in literature –Rigorous exploration recommended –Reviews in LJ and other related literature User evaluation User evaluation –Rigorous exploration recommended  Interviews  On-site visits  Blogs, listservs, etc.

Off-the-Shelf Software More mature than OSS More mature than OSS Long list of vendors in marketplace Long list of vendors in marketplace Market evaluation Market evaluation –Sources for reviews –Rigorous exploration recommended User evaluation User evaluation –Rigorous exploration recommended

Revisit Project costs Project costs –Tangible cost –Intangible costs Feasibility assessments Feasibility assessments –Economic –Political –Legal –Technical

Library Environment: Selection Process Review LJ latest survey of Automation System Marketplace Review LJ latest survey of Automation System Marketplace Visit Library Technology Guides Visit Library Technology Guides Identify six software packages available for your agency/library Identify six software packages available for your agency/library Find further evaluation of each package in Library Technology Reports (latest issues) Find further evaluation of each package in Library Technology Reports (latest issues) Use additional sources as needed Use additional sources as needed

Consult these Vendor Sites and Products –A list of commercial software vendors and their websites search.pl?SID= &UID=&auth= search.pl?SID= &UID=&auth= search.pl?SID= &UID=&auth= search.pl?SID= &UID=&auth= –Library Technology Guides. Key resource in library automation. –Maintained by Marshall Breeding –Has links to topics on trends, Automation System Marketplace, next-generation ILS, and up-to-date information about library automation –Latest survey about international automation marketplace

Library Environment: Selection Process Acquire demos of each package to view and evaluate Acquire demos of each package to view and evaluate Take notes and/or use a checklist and indicate features you like, dislike, lacking, etc. in each package Take notes and/or use a checklist and indicate features you like, dislike, lacking, etc. in each package Write down questions to ask of vendor or software rep. Write down questions to ask of vendor or software rep.

Library Environment: Selection Process Invite a sales rep. from each of the 6 software companies for onsite presentation of company software. Invite a sales rep. from each of the 6 software companies for onsite presentation of company software. Take notes about strengths, weaknesses, likes, dislikes, etc. Take notes about strengths, weaknesses, likes, dislikes, etc. Ask questions and don’t be intimidated Ask questions and don’t be intimidated

Library Environment: Selection Process Read literature (e.g., brochures) from each company and identify further features supported, hardware requirements, software, networking license, maintenance support, etc. Read literature (e.g., brochures) from each company and identify further features supported, hardware requirements, software, networking license, maintenance support, etc. Meet with appointed Committee members, discuss sales reps. presentations, & compare notes or checklists. Meet with appointed Committee members, discuss sales reps. presentations, & compare notes or checklists.

Library Environment: Selection Process Consider the options you have Consider the options you have –Off-the-shelf vs. OSS –Narrow choices to 3 best software packages Class activity –How will you narrow the choices?

Library Environment: Selection Process Strengths of each module provided: Strengths of each module provided: –Overall software capabilities (Web-based, Windows-based, expandability, etc.) –Compliance with latest standards –Architecture and operating systems supported (e.g., NT, Unix, Linux)

Library Environment: Selection Process Software update, documentation, training and cost, maintenance and technical support Software update, documentation, training and cost, maintenance and technical support Weigh these criteria for off-the-shelf vs. OSS Weigh these criteria for off-the-shelf vs. OSS Decide on either type Decide on either type If off-the-shelf is desired: If off-the-shelf is desired: –Develop a Request for Information (RFI) –Develop a Request for Proposal (RFP)

Request for Proposal (RFP) Develop one RFP packet to send copies of to each of the three software vendors you selected Develop one RFP packet to send copies of to each of the three software vendors you selected RFP describes needs and priorities RFP describes needs and priorities –Each vendor’s response to RFP provides basis for comparing specifications and other services software company provides

Organization of the RFP Instructions to Vendor Instructions to Vendor Introduction to the library Introduction to the library Software specifications Software specifications –Essential and desired for overall system –Essential and desired for each module to be purchased Hardware specifications Hardware specifications Request for price quotation Request for price quotation Notice of intent to respond Notice of intent to respond

Organization of the RFP Committee to Committee to –review the RFP before sending it to the 3 software vendors –Evaluate responses to RFP from each vendor –Rank RFPs and decide on top-rated proposal –Inform project manager about decision

Content of RFP Divided into sections Divided into sections Essential and desired specifications included for each module Essential and desired specifications included for each module Use specific symbols or codes for software and rating Use specific symbols or codes for software and rating Use specific verbs Use specific verbs Visit websites about sample RFPs Visit websites about sample RFPs

Legal/Contractual Agreement Project manager consults with supervisor(s) Project manager consults with supervisor(s) Software vendor of winner RFP may be invited again for a final demo. Software vendor of winner RFP may be invited again for a final demo. Final decision reached Final decision reached Software co. contacted Software co. contacted Formal contract issued (attorney and other Agreement details) Formal contract issued (attorney and other Agreement details) –Schedule for software delivery, installation, testing, and implementation –Schedule for training personnel –Vendor’s promise to deliver the package that meets the specifications stipulated in the final RFP

Legal/Contractual Agreement Payment plan Payment plan –Consider paying in three installations:  1/3 upon signing contract  1/3 upon successful installation and performance testing  Rest paid upon successful performance over specified period of time

Sample RFPs and RFIs Visit Visit – (Integrated Library Systems Reports) –Has links to how to write an RFP and sample full-text RFPs –Sample RFPs are used to write your own RFP based on your agency’s user requirements.

Class Activity You’ve been appointed the project manager for evaluating and selecting an automated system to replace the existing one. You’ve been appointed the project manager for evaluating and selecting an automated system to replace the existing one. Develop a plan for project planning, initiation, and selection Develop a plan for project planning, initiation, and selection –The plan should include team assignment, tasks, projected timeline, tangible and intangible cost, system options and a justification for off-the-shelf or OSS, among other factors –Your team is your classmates.