Evolving Your Library Management System: A Comprehensive Journey
Exploring the process of changing a Library Management System, covering aspects such as drivers, themes, timeline, stakeholders, scoping, tendering, and decision-making. The journey entails evaluating current systems, establishing needs, consulting with teams, drawing up tenders, and ultimately selecting a new system through a thorough process involving vendors and stakeholders.
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Presentation Transcript
Thinking of changing your Library Management System? The drivers, themes and the timeline 10 mins Generating questions - 15 mins Panel Q & A 35 mins Mike Aynsworth, Scholarly Systems Manager Heather McBryde-Wilding, Head of Service Development George Dimmock, Head of Academic Services Christine Dale, Collections Manager Janet Milner, Metadata Manager Cleo Cameron, Information Assistant MC: Kate Coulson, Head of CfAP
Drivers & Themes Contract for current library management system was due to expire July 2015 Current contract Cloud/ Software as a Service (SaaS), discovery integration, Electronic Resource Management, improved analytics New Generation Systems An opportunity to source a system that could better meet our needs Opportunities Procedural Issues Legal and bureaucratic Data cleansing and data migration Integration Technical & Housekeeping Staff consultation and communication Library policy implications Change Management
Stage 1: Scoping Feb 2014 Establishing stakeholders Vendor visits to the UN with stakeholders Intota, OCLC, PFS Europe (Koha), Ex Libris Alma, Capita Alto, Innovative Sierra March 2014 Library Road Trip Sheffield Alma; Bedfordshire Sierra; Staffordshire Koha; City Sierra May 2014 Notice to current supplier. Contract due to expire July 2015. July 2014
Stage 2: Drawing up the tender Drew up tender specification Consultation with teams within LLS June Aug 2014 July 2014 Notice given to current vendor August 2014 Final version of tender Tender delayed so University lawyers could ensure the tender did not exhibit vendor bias and was clear on requirements Sept 2014
Stage 3: Out to tender Out to tender via the Official Journal of the European Union (OJEU) 5-6 weeks for the tender process Nov 2014 Scoring the tender responses Further interviews with vendors Rescoring the responses Dec 2014 Decision announced first week in January Letters issued to vendors online via In-tend Early-Jan 2015 10 day standstill period when vendors can challenge the decision Not contested. Sierra announced as winner. Late-Jan 2015
Stage 4: Implementation One month working out contract details with procurement, lawyers and IT Feb 2015 First project meeting with Sierra (Innovative) March 2015 12 training and implementation sessions and weekly project meetings with stakeholders May July 2015 Went live on 1 August 2015 Staff training rolled out to the wider staff group August 2015
Stage 5: Post-implementation Weekly project meetings Book ordering workflows enabled Aug Oct 2015 Sept 2015 Ironing out issues with holds Ironing out issues with fines, reservations and with book ordering workflows Autumn 2015 Setting up the Electronic Resource Management System Spring 2016
