Case Study: Acquiring an Integrated Museum Content Management System Museum Computer Network Pre-Conference Workshop Yu Su...
The Organization  (1975) <ul><li>World-renowned photographic museum and research center by Ansel Adams and the then UA pre...
Current Situation <ul><li>Photograph collection index: half a dozen red binders </li></ul><ul><li>Photograph catalog: InMa...
The Need <ul><li>User Experience: </li></ul><ul><li>&quot;...an international audience experiences the Center, not through...
The Need <ul><li>A solid data foundation is needed for…  </li></ul><ul><ul><li>unified collections </li></ul></ul><ul><ul>...
The Vision  (2004) <ul><li>A digital initiative and a massive digitization plan of the CCP to make a complete online prese...
Problem (#1) <ul><li>Over the years different departments of the CCP have developed their own protocols. </li></ul><ul><li...
Solution (#1) <ul><li>A formal Request for Proposal (RFP) to… </li></ul><ul><ul><li>Choose a comprehensive system to solve...
The Process <ul><li>Form the selection team </li></ul><ul><ul><li>Museum Director </li></ul></ul><ul><ul><li>Associate Dir...
The Process  (8/2005) <ul><li>Draft the Request for Proposal </li></ul><ul><li>Many meetings to reach consensus… </li></ul...
Problem (#2) <ul><li>We all liked different products! </li></ul><ul><li>Matrix is useless </li></ul>
Sample matrix 0.85 10% 8.5   7 10 Fit 0.85 10% 8.5   7 10 Support   10%         Cost 1.575 35% 4.5   7 2 V. Technical Requ...
Solution #2 <ul><li>Follow-up questions to each vendor </li></ul><ul><li>Reference check </li></ul><ul><li>2 nd  round ven...
Some discussion focuses… <ul><li>The product’s ability to handle archives </li></ul><ul><li>Tickler function </li></ul><ul...
The Reference Check  (11/05) <ul><li>MINISIS </li></ul><ul><ul><li>Public Museum of Grand Rapids </li></ul></ul><ul><ul><l...
The Process  (12/2005) <ul><li>More discussion meetings… </li></ul><ul><li>One more round of vendor demo… </li></ul>
Finally…  (1/2006) <ul><li>A staff member is gone… </li></ul><ul><li>MINISIS Integrator is chosen… </li></ul>
<ul><li>Is the world happy yet? </li></ul>
Problem (#3): The REAL problem <ul><li>We don’t understand our own work </li></ul><ul><li>…so we couldn’t understand what ...
Solution (#3): The REAL solution <ul><li>Think about how you work and how you would like to work </li></ul><ul><li>Technol...
Recap  (11/2006) <ul><li>This technology project is still going on… </li></ul><ul><ul><li>Implementation Project Manager h...
Proverbs: Successful and Not-So-Successful Stories <ul><li>World renowned content, 21st century research, 19th century tec...
Upcoming SlideShare
Loading in …5
×

Managing Software Selection and Acquisition: From Problem to Solution

674 views

Published on

Half-day workshop presented by Yu Su and Bill Weinstein at the Museum Computer Network the 34th Annual Conference. Pasadena, CA. November 8, 2006.

Published in: Technology, Business
0 Comments
1 Like
Statistics
Notes
  • Be the first to comment

No Downloads
Views
Total views
674
On SlideShare
0
From Embeds
0
Number of Embeds
6
Actions
Shares
0
Downloads
0
Comments
0
Likes
1
Embeds 0
No embeds

No notes for slide

Managing Software Selection and Acquisition: From Problem to Solution

  1. 1. Case Study: Acquiring an Integrated Museum Content Management System Museum Computer Network Pre-Conference Workshop Yu Su November 8, 2006
  2. 2. The Organization (1975) <ul><li>World-renowned photographic museum and research center by Ansel Adams and the then UA president John P. Schaefer. </li></ul><ul><li>Life-long work of over 50 photographers: historical materials, a research center, and an exhibit space. </li></ul><ul><li>80,000 fine prints, a research library, and an archive of 3.8 million items </li></ul><ul><li>Opportunity to create interrelated subject matters </li></ul>
  3. 3. Current Situation <ul><li>Photograph collection index: half a dozen red binders </li></ul><ul><li>Photograph catalog: InMagic database </li></ul><ul><li>Acquisition and registration: emails, InMagic records, registrars’ own filing systems. </li></ul><ul><li>3.8 million archival items, 200 finding aids, 8 EAD records searchable, boxes and folders. </li></ul><ul><li>Book collection: completely separate from the photograph and archive collections. </li></ul><ul><li>Research method: Personal, onsite visit to the Tucson, Arizona, facilities. </li></ul>
  4. 4. The Need <ul><li>User Experience: </li></ul><ul><li>&quot;...an international audience experiences the Center, not through these physical spaces, but through publications such as the scholarly journal, catalogs, the newsletter, and through traveling exhibitions originating at the Center.“ </li></ul><ul><li>Website: </li></ul><ul><li>&quot;information about current exhibitions and programs, new publications, rights and reproductions, traveling exhibition schedules, and how to make appointments to use the Research Center and PrintViewing facilities“ </li></ul><ul><li>( Original Sources, Amy Rule, 2002). </li></ul>
  5. 5. The Need <ul><li>A solid data foundation is needed for… </li></ul><ul><ul><li>unified collections </li></ul></ul><ul><ul><li>fully developed metadata </li></ul></ul><ul><ul><li>public web presences </li></ul></ul>
  6. 6. The Vision (2004) <ul><li>A digital initiative and a massive digitization plan of the CCP to make a complete online presentation of its content. </li></ul><ul><li>Five-year initiative, started in 2004 and led by the fourth director of the CCP, Dr. Douglas R. Nickel. </li></ul><ul><li>Aims at activating the archive, bringing the lifework of the world's most important photographers to the web and making them accessible to those of all ages and educational background. </li></ul>
  7. 7. Problem (#1) <ul><li>Over the years different departments of the CCP have developed their own protocols. </li></ul><ul><li>The need to centralize the data into an institutional-wide system became apparent. </li></ul><ul><li>Main library system staff members looked into different products, but there was no decision making channel. </li></ul><ul><li>Vendors have been invited to demo their products, but there was no decision making channel. </li></ul>
  8. 8. Solution (#1) <ul><li>A formal Request for Proposal (RFP) to… </li></ul><ul><ul><li>Choose a comprehensive system to solve everybody's problem </li></ul></ul><ul><ul><li>Document and meet everybody’s requirements </li></ul></ul>
  9. 9. The Process <ul><li>Form the selection team </li></ul><ul><ul><li>Museum Director </li></ul></ul><ul><ul><li>Associate Director </li></ul></ul><ul><ul><li>Digital-Imaging Lead </li></ul></ul><ul><ul><li>R&R manager </li></ul></ul><ul><ul><li>Curator </li></ul></ul><ul><ul><li>Archivist </li></ul></ul><ul><ul><li>Archivist </li></ul></ul><ul><ul><li>Registrar </li></ul></ul><ul><ul><li>Registrar </li></ul></ul><ul><ul><li>Registrar </li></ul></ul><ul><ul><li>Cataloger </li></ul></ul><ul><ul><li>Education director </li></ul></ul><ul><ul><li>Administrative assistant </li></ul></ul><ul><ul><li>Gift store manager </li></ul></ul><ul><ul><li>(All CCP staff) </li></ul></ul><ul><ul><li>IT Director </li></ul></ul><ul><ul><li>Hardware coordinator </li></ul></ul><ul><ul><li>Systems librarian </li></ul></ul><ul><ul><li>System librarian </li></ul></ul><ul><ul><li>Archivist </li></ul></ul><ul><ul><li>(Library system staff) </li></ul></ul>
  10. 10. The Process (8/2005) <ul><li>Draft the Request for Proposal </li></ul><ul><li>Many meetings to reach consensus… </li></ul><ul><li>Decision Matrix </li></ul><ul><li>Many meetings to reach consensus… </li></ul>
  11. 11. Problem (#2) <ul><li>We all liked different products! </li></ul><ul><li>Matrix is useless </li></ul>
  12. 12. Sample matrix 0.85 10% 8.5   7 10 Fit 0.85 10% 8.5   7 10 Support   10%         Cost 1.575 35% 4.5   7 2 V. Technical Requirements   35%         IV.10 Collections Use   35%         IV.9 Collections Controll   35%         IV.8 Collections Care   35%         IV.7 Collection Documentation   35%         IV.6 Collection Acquisition and De-accession 2.8 35% 8     8 IV.5 Reports 2.8 35% 8     8 IV.4 Query 0.7 35% 2     2 IV.3 User Interface 0.245 35% 0.7 0.7     IV.2 Data Management 2.1 35% 6   7 5 IV.1 System Characteristics 0.7 35% 2 2     III Final Score Weight % Mean Su Yan Adele Section Product XYZ               CCP RFP Evaluation
  13. 13. Solution #2 <ul><li>Follow-up questions to each vendor </li></ul><ul><li>Reference check </li></ul><ul><li>2 nd round vendor demo </li></ul>
  14. 14. Some discussion focuses… <ul><li>The product’s ability to handle archives </li></ul><ul><li>Tickler function </li></ul><ul><li>Hand-held component </li></ul><ul><li>Scrolling vs. tabbing screen </li></ul>
  15. 15. The Reference Check (11/05) <ul><li>MINISIS </li></ul><ul><ul><li>Public Museum of Grand Rapids </li></ul></ul><ul><ul><li>Historical New Orleans Collection </li></ul></ul><ul><ul><li>Canadian Imperial Bank of Commerce </li></ul></ul><ul><ul><li>International Development Research Center </li></ul></ul><ul><ul><li>State of Alaska </li></ul></ul><ul><li>MIMSY XG </li></ul><ul><ul><li>Modern Art Museum of Ft. Worth </li></ul></ul><ul><ul><li>Portland Art Museum </li></ul></ul><ul><ul><li>Autry National Center </li></ul></ul><ul><ul><li>Norton Simon Museum </li></ul></ul><ul><ul><li>Albright-Knox Museum </li></ul></ul>
  16. 16. The Process (12/2005) <ul><li>More discussion meetings… </li></ul><ul><li>One more round of vendor demo… </li></ul>
  17. 17. Finally… (1/2006) <ul><li>A staff member is gone… </li></ul><ul><li>MINISIS Integrator is chosen… </li></ul>
  18. 18. <ul><li>Is the world happy yet? </li></ul>
  19. 19. Problem (#3): The REAL problem <ul><li>We don’t understand our own work </li></ul><ul><li>…so we couldn’t understand what we need </li></ul>
  20. 20. Solution (#3): The REAL solution <ul><li>Think about how you work and how you would like to work </li></ul><ul><li>Technology enables solution, but it is never the solution itself </li></ul><ul><li>Make up the long overdue homework of understanding your own data and workflow </li></ul>
  21. 21. Recap (11/2006) <ul><li>This technology project is still going on… </li></ul><ul><ul><li>Implementation Project Manager hired (3/2006) </li></ul></ul><ul><ul><li>Joint application development (4/2006) </li></ul></ul><ul><ul><li>More system analysis (7/2006) </li></ul></ul><ul><ul><li>System installation and training (11/2006) </li></ul></ul><ul><li>When I look back… </li></ul><ul><ul><li>What we did right (and not so right) </li></ul></ul><ul><ul><li>The view toward standards </li></ul></ul><ul><ul><li>Don’t blame on personality for conflicts </li></ul></ul>
  22. 22. Proverbs: Successful and Not-So-Successful Stories <ul><li>World renowned content, 21st century research, 19th century technology </li></ul><ul><li>Non-IT staff choosing technology product (Do you really have to be a techie to participate in technology project?) </li></ul><ul><li>What to expect for a RFP process </li></ul><ul><li>The most important question: What do you really want to do? </li></ul>

×