Procurement Strategy - Evaluating Library Software (the Bulleted Version)
Posted: Thursday, May 01, 2008
by Claire Stokoe
leapfrogg
Professionals may undertake the task of choosing an integrated library management system (ILMS) only once or twice in their career (unless they are a consultant). When I was at library school this was not specifically covered in the curriculum. When I worked as a consultant I used to ask people how they would buy a system, and most people said they would ask a friend'. This approach may be appropriate if your friend works in the same type of library, but obtaining references is only one part of the picture, and at worst you could end up with a system unsuited to your library.
Define objectives: First of all ask yourself, Why am I buying an ILMS?' Possible answers might be:
- to replace an unsupported or out-of-date system
- to bring in an integrated system to replace uncoordinated databases and manual systems
- to lower maintenance and training costs
- to increase staff efficiency
- to divert library staff from administrative tasks to front-desk services.
To provide more management information
- to improve user service
- to reduce administrative duplication and increase data consistency by importing user data
- to maximise return on existing technologies or services
- to comply with regulatory audits
- to contribute to risk management strategies.
Visit trade shows: Visit trade shows, such as Online Information and the Library & Information Show and CILIP Showcases, to get an idea of the different products available.
Consultation: Following good change management practice, consult your staff early on in the whole process, including setting objectives and listing functional requirements.
Involve IT: Involve IT early on in the project and find out what technology constraints there might be.
Usability: There is absolutely no point in having a system that ticks all the boxes on your specification, but is frustrating for user or administrators
Assessing the Invitation to Tender: The ITT will help you form a shortlist of products you want to look at in more detail.
Price. When considering price or costs, don't forget to consider the initial costs as well as the ongoing costs, both visible and hidden.
Presentations: Invite the vendors of the shortlisted products to give a presentation to a panel of decision-makers including IT.
Trial: Would you buy a car without taking it for a drive? Surprisingly many people buy an ILMS without trying it first.
Criteria for your final decision:
Agree criteria for your final decision. These may include:
- Meets overall objectives agreed at the outset
- Good match to functional checklist/core specification
- Matches technology constraints
- U sability or ease of navigation
- G ood vendor support record or customer retention record
- V endor prepared to add enhancements
- E ase of maintenance
- L ow training overheads
- L ow support overheads
- C onfidence in product
Penny Bailey is Managing Director of Bailey Solutions Ltd and had a former career as a library consultant, She recently won, with Brian Thomas of Fox Williams, the Biall/Lexis Nexis Butterworths Award for Excellence for Best Use of Technology in a Library Project for the Biall (British & Irish Association of Law Libraries) website. You can contact Penny at www.baileysolutions.co.uk.
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