SDLC 1: Systems Planning and Selection Dania Bilal IS 582 Spring 2008

Today’s Session SDLC 1: System Selection SDLC 1: System Selection Discuss business and library environments Discuss business and library environments –Project identification and selection –Project initiation and planning Do class activity from last week Do class activity from last week

SDLC Phase 1: Project Identification (Runs parallel with planning) (Runs parallel with planning) Identify potential projects Identify potential projects –Reasons  Replace or improve an existing system  Make system more efficient, less costly to operate, and/or use an existing system in a new –Top-down (e.g., CEO) & bottom-up sources (senior IS manager)

Project Identification Rank projects based on merit Rank projects based on merit –Use criteria and ask questions such as  To what extent does project X provide benefits or value or help the organization meet its strategic objectives and long-term goals? Select project with highest rating, delay project with lower rating, and/or reject project. Select project with highest rating, delay project with lower rating, and/or reject project.

Project Identification In libraries, preparing or planning for automation is a similar process. In libraries, preparing or planning for automation is a similar process. –Automation committee assesses need for new system, upgrade existing system, or use a third party module to run with an existing system –Refer to Bilal, chapter 2 and class notes

Project Initiation Definition of tasks and who will perform them Definition of tasks and who will perform them Size, scope, complexity of project Size, scope, complexity of project Make assumptions about Make assumptions about –Potential problems –Resource availability

Project Initiation Assessment of tangible benefits Assessment of tangible benefits –Can be measured in dollars and with certainty –Examples: error reduction, increased productivity, increased efficiency Assessment of intangible benefits Assessment of intangible benefits –Cannot be measured in dollars –Examples: Convenient access from remote locations, better access to resources

Project Initiation Project costs Project costs –Tangible cost –Intangible costs Students: provide an example of each.

Project Initiation Feasibility assessment Feasibility assessment –Technical –Schedule –Legal –Political

Project Initiation Documents Documents –To Justify need for information system (Business Case document)  Benefits, costs, feasibility, etc. –Baseline Project Plan (BPP)  System description, feasibility assessment, management issues (see Valacich et al, p. 97)

Project Initiation Business vs. library environment Business vs. library environment –Business  Activities performed to design and develop a system –Library  Activities performed to acquire a system if outsourcing or an open system is the option.

Library Environment: Selection Process After reviewing LJ article, LTR, and other sources, and after consulting with colleagues, etc. After reviewing LJ article, LTR, and other sources, and after consulting with colleagues, etc. –Identify six most suitable software packages –Find evaluation of each package in Library Technology Reports (latest issues) and other sources

Library Environment: Selection Process –Acquire the latest demo for each package from software vendor to preview, or review package on the Web, if provided. –Use each module in package –Take notes and/or use a checklist and indicate features you like, dislike. –Identify lacking features –Write down questions to ask of vendor or software representative.

Library Environment: Selection Process Invite a sales rep. from each company for a presentation of software. Invite a sales rep. from each company for a presentation of software. Again, take notes about strengths and weaknesses of software. Again, take notes about strengths and weaknesses of software. 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, cost, other services provided, etc. Read literature (e.g., brochures) from each company and identify further features supported, hardware requirements, cost, other services provided, etc. Meet as a Committee to discuss each rep.’s presentation and compare notes. Meet as a Committee to discuss each rep.’s presentation and compare notes.

Library Environment: Selection Process Explore types of software available Explore types of software available –Developed by vendor (turnkey) –Open source –Locally developed –A mix of options Assess benefits & pitfalls of each Assess benefits & pitfalls of each

Library Environment: Selection Process If outsourcing is the option Narrow choices to 3 software packages Narrow choices to 3 software packages Class activity Class activity –How will you narrow the packages to 3?

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 After gathering all information, develop a Request for Information (RFI). After gathering all information, develop a Request for Information (RFI). Develop a Request for Proposal RFP). Develop a Request for Proposal RFP).

Request for Proposal (RFP) Develop one RFP with required and desired specifications for the software. Develop one RFP with required and desired specifications for the software. 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 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 Review the RFP before sending it Review the RFP before sending it Evaluate responses to the RFP from each of the three vendors Evaluate responses to the RFP from each of the three vendors Rank RFPs Rank RFPs Negotiate purchase of top-rated RFP Negotiate purchase of top-rated RFP

Legal/Contractual Agreement Work (administrator higher in rank does this) with an attorney about contract for securing software selected Work (administrator higher in rank does this) with an attorney about contract for securing software selected Agreement details 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 –Vendor’s comments or explanations about certain specifications, rating of features, etc. –Payment plan  Consider paying in three installations: 1/3 upon signing contract, 1/3 upon successful installation and performance testing, and the rest upon successful performance over time.

DO and Not DO! See Bilal, pp See Bilal, pp –The Do Not Do List –The Do List (key things to remember)

Sample RFPs and RFIs Visit Visit – (Integrated Library Systems Reports)

Vendors and Products Visit these sites Visit these sites – – search.pl?SID= &UID=&a uth= search.pl?SID= &UID=&a uth= search.pl?SID= &UID=&a uth=

Business Environment Create a Statement of Work Create a Statement of Work –Outlines goals, objectives, requirements –Describes deliverables –Indicates timeline for project completion –Describes tasks and responsibilities and who will perform them –Other