All That Jazz

All That Jazz The Rhythms of Creating an Academic-Public Library ILS Consortium ALA Annual 2011 Alberta Comer & Tim Gritten

INDIANA STATE UNIVERSITY CUNNINGHAM MEMORIAL LIBRARY

A New Online system: why? ,[object Object],[object Object],[object Object],[object Object]

Building a Consortium: what we hoped to gain ,[object Object],[object Object],[object Object],[object Object],[object Object]

considerations ,[object Object],[object Object]

Technical issues--product “Must” vs. “Should”

Legal complexities - MOU http://www.flickr.com/photos/michaelheiss/2871996129/

Change http://www.flickr.com/photos/sidddd/2410693138/

change http://www.flickr.com/photos/rthunder/4880749254/

Considerations More than the bottom line

IntroductionFor what capability or resource is this MOU being created? What agencies are participating in the MOU? Why is this MOU necessary? What agreements are set forth by this MOU?

Appendix - 2 ,[object Object],What is the intended level of command? When will it be used? How will it be used? ,[object Object],Who Will Use the MoU What is the authorized user command level for the capability/resource?

Appendix - 3 ,[object Object],What are the technical and operational aspects of the capability/resource? Are there any community-specific terms or acronyms?

Appendix - 4 ,[object Object],When can the capability/resource be used? When should the capability/resource be considered for use? Who has the ability to authorize use of the capability/resource? Are there operating procedures associated with this capability/resource? Can specific procedures be referenced?

Appendix - 5 ,[object Object],What are the training, exercise, and equipment requirements associated with participating in this MOU? Are there any financial obligations that must be considered?

Appendix - 6 ,[object Object],What are the maintenance requirements associated with participating in this MOU? Who will own the licenses? Who will maintain the equipment?

Appendix - 7 ,[object Object],What governance structure oversees the use of this capability/resource and enforces all requirements of this MOU? Who is the chair of this governance structure and how is he/she appointed? What are the participation requirements in this governance structure of agencies entering this MOU?

Appendix - 8 ,[object Object],How are issues affecting policy, recommendations, and/or subsequent change implemented by the governance structure? What is the voting method within the governance structure? How do individual agencies establish oversight authority for the capability/resource?

Appendix - 9 ,[object Object],Who has the authority to update/modify this MOU? How will this MOU be updated/modified? Will updates/modifications require this MOU to have a new signature page verifying the understanding of changes by each participating agency?

Appendix - 10 Timeline When do you want to go live? When must you sign a contract? When must you complete the MOU? When must you write the RFP?

Appendix - 11 RFP Purpose Definitions

Appendix - 12 RFP: Proposal Instructions Submissions of Questions and Proposals Proposal’s Focus RFP Schedule Content of Vendor Response Costs Proprietary Information Agreement (what can go into public record?) RFP Process Conditions

Appendix - 13 RFP: Selection Process RFP Evaluation Vendor Presentations Preferred Vendor (how identified) Contract Negotiations Background Information Organization Overview Goals of the Project

Appendix - 14 RFP: Vendor Information Background Experience Products and Customers Vendor Contacts Training Documentation

Appendix - 15 RFP: Technical Specification Recommended system configuration Database Hosting Environment (if applicable) Upgrade and Maintenance Process Authentication and Authorization Report Writing Performance

Appendix - 16 RFP: Module Specifications Base Bid Optional Modules Online Public Access Catalog (OPAC) and/or Discovery Platform Cataloging and Authority Control Acquisitions and Serial Control Circulation, Reserve, and Media Booking

Appendix - 17 RFP: System Migration and Implementation Installation Migration Customization Licensing Support and Maintenance Upgrades

Appendix - 18 RFP: Reliability Performance Statements Cost Recovery Costs Itemization Payment Options

Appendix - 19 Costs How do costs compare to current system before creation of consortium? Do the migration costs (with vendor and local labor) justify consortium? Are there any immediate savings (especially hardware)? Is there a political benefit that does not have a specific price tag?

Questions and Credits Other photos courtesy morgueFile Presentation saved at slideshare: http://bit.ly/itx7DV

All That Jazz

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