All That Jazz


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Presentation at ALA Annual Convention in New Orleans, June 27, 2011

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  • Meetings at each of the libraries, Deans and directors, Search committee, sharing information with everybody as frequently as possible
  • Ask many, many questionsContracts should be about clarity, but are they?
  • All That Jazz

    1. 1. All That Jazz<br />The Rhythms of Creating an<br />Academic-Public Library ILS Consortium<br />ALA Annual 2011<br />Alberta Comer & Tim Gritten<br />
    3. 3. A New Online system: why?<br /><ul><li>Workflows and staffing efficiencies</li></li></ul><li>A New Online system: why?<br /><ul><li>Customer expectations</li></li></ul><li>A New Online system: why?<br /><ul><li>Changing needs</li></li></ul><li><ul><li>Greater community cooperation</li></ul>Building a Consortium: what we hoped to gain<br />
    4. 4. Building a Consortium: what we hoped to gain<br /><ul><li>Lower the cost of an ILS purchase</li></li></ul><li>Building a Consortium: what we hoped to gain<br /><ul><li>Intended consequences</li></li></ul><li>considerations<br /><ul><li>Stakeholder buy-in</li></li></ul><li>considerations<br /><ul><li>Communication</li></li></ul><li>considerations<br />Be cognizant of the difficulties<br />
    5. 5. considerations<br /><ul><li>Project manager</li></li></ul><li><ul><li>Visits and test-drives</li></ul>considerations<br />
    6. 6. Bringing libraries together<br />
    7. 7. Technical issues - timeline<br />
    8. 8. Technical issues--product<br />“Must” vs.<br /> “Should”<br />
    9. 9. RFP<br />
    10. 10. SWOT<br />
    11. 11. costs<br />
    12. 12. Legal complexities - MOU<br /><br />
    13. 13. Contractual complexities<br />
    14. 14. Configurations<br />
    15. 15. Change<br /><br />
    16. 16. OR<br />
    17. 17. change<br /><br />
    18. 18. Going forward<br />
    19. 19. Considerations<br />More than the bottom line<br />
    20. 20. considerations<br />A few more…<br />
    21. 21. Appendix - 1<br /><ul><li>Creating a Memorandum or Understanding (from the Department of Homeland Security’s Guide)
    22. 22. Introduction</li></ul>For what capability or resource is this MOU being created?<br />What agencies are participating in the MOU?<br />Why is this MOU necessary?<br />What agreements are set forth by this MOU?<br />
    23. 23. Appendix - 2<br /><ul><li>MOU: Purpose</li></ul>What is the intended level of command?<br />When will it be used?<br />How will it be used?<br /><ul><li>Scope</li></ul>Who Will Use the MoU<br />What is the authorized user command level for the capability/resource?<br />
    24. 24. Appendix - 3<br /><ul><li>MOU: Definitions </li></ul>What are the technical and operational aspects of the capability/resource?<br />Are there any community-specific terms or acronyms?<br />
    25. 25. Appendix - 4<br /><ul><li>MOU: Policy</li></ul>When can the capability/resource be used?<br />When should the capability/resource be considered for use?<br />Who has the ability to authorize use of the capability/resource?<br />Are there operating procedures associated with this capability/resource? Can specific procedures be referenced?<br />
    26. 26. Appendix - 5<br /><ul><li>MOU: User Procedure Requirements</li></ul>What are the training, exercise, and equipment requirements associated with participating in this MOU?<br />Are there any financial obligations that must be considered?<br />
    27. 27. Appendix - 6<br /><ul><li>MOU: Maintenance</li></ul>What are the maintenance requirements associated with participating in this MOU?<br />Who will own the licenses?<br />Who will maintain the equipment?<br />
    28. 28. Appendix - 7<br /><ul><li>MOU: Oversight</li></ul>What governance structure oversees the use of this capability/resource and enforces all requirements of this MOU?<br />Who is the chair of this governance structure and how is he/she appointed?<br />What are the participation requirements in this governance structure of agencies entering this MOU?<br />
    29. 29. Appendix - 8<br /><ul><li>MOU: Oversight (cont.)</li></ul>How are issues affecting policy, recommendations, and/or subsequent change implemented by the governance structure?<br />What is the voting method within the governance structure?<br />How do individual agencies establish oversight authority for the capability/resource?<br />
    30. 30. Appendix - 9<br /><ul><li>MOU: Updates to the MoU</li></ul>Who has the authority to update/modify this MOU?<br />How will this MOU be updated/modified?<br />Will updates/modifications require this MOU to have a new signature page verifying the understanding of changes by each participating agency?<br />
    31. 31. Appendix - 10<br />Timeline<br />When do you want to go live?<br />When must you sign a contract?<br />When must you complete the MOU?<br />When must you write the RFP?<br />
    32. 32. Appendix - 11<br />RFP<br />Purpose<br />Definitions<br />
    33. 33. Appendix - 12<br />RFP: Proposal Instructions<br />Submissions of Questions and Proposals<br />Proposal’s Focus<br />RFP Schedule<br />Content of Vendor Response<br />Costs<br />Proprietary Information Agreement (what can go into public record?)<br />RFP Process Conditions <br />
    34. 34. Appendix - 13<br />RFP: Selection Process<br />RFP Evaluation<br />Vendor Presentations<br />Preferred Vendor (how identified)<br />Contract Negotiations<br />Background Information<br />Organization Overview<br />Goals of the Project<br />
    35. 35. Appendix - 14<br />RFP: Vendor Information<br />Background<br />Experience<br />Products and Customers<br />Vendor Contacts<br />Training<br />Documentation<br />
    36. 36. Appendix - 15<br />RFP: Technical Specification<br />Recommended system configuration<br />Database<br />Hosting Environment (if applicable)<br />Upgrade and Maintenance Process<br />Authentication and Authorization<br />Report Writing<br />Performance<br />
    37. 37. Appendix - 16<br />RFP: Module Specifications<br />Base Bid<br />Optional Modules<br />Online Public Access Catalog (OPAC) and/or Discovery Platform<br />Cataloging and Authority Control<br />Acquisitions and Serial Control<br />Circulation, Reserve, and Media Booking<br />
    38. 38. Appendix - 17<br />RFP: System Migration and Implementation<br />Installation<br />Migration<br />Customization<br />Licensing<br />Support and Maintenance<br />Upgrades<br />
    39. 39. Appendix - 18<br />RFP: Reliability<br />Performance Statements<br />Cost Recovery<br />Costs<br />Itemization<br />Payment Options<br />
    40. 40. Appendix - 19<br />Costs<br />How do costs compare to current system before creation of consortium?<br />Do the migration costs (with vendor and local labor) justify consortium?<br />Are there any immediate savings (especially hardware)?<br />Is there a political benefit that does not have a specific price tag?<br />
    41. 41. Questions and Credits<br />Other photos courtesy morgueFile<br />Presentation saved at slideshare:<br />