Proposal for LMS

Proposal for Library Management Solution for (client)

Technical Proposal & Write Up

On

Library Management Solution

For

Name, Designation

(Client, Location

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Seller Restrictions

This data shall not be disclosed and shall not be duplicated, used, or disclosed in whole or in part for any purpose. If a contract is awarded to HCL as a result of or in connection with the submission of this data, the client or prospective client shall have the right to duplicate, use, or disclose this data to the extent provided in the contract. This restriction does not limit the client’s or prospective client’s right to use the information contained in the proposal if it is obtained from another source without restriction. The data subject to this restriction is contained in all marked sheets.

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HCL PROFILEHCL PROFILE

HCL Infosystems Limited is one of the pioneers in the Indian IT market, with its origins in 1976. For over

quarter of a century, HCL has developed and implemented solutions for multiple market segments,

across a range of technologies in India. HCL has been in the forefront in introducing new technologies

and solutions, now HCL is amongst the top 20 business houses in India with 14000+ employees spread

across 38 countries and revenue of around 14 billion US dollars.

HCL Infosystems Ltd. is the Internet Infrastructure initiative of the HCL group, India’s premier

information technology group. Through the pioneering presence of the HCL group companies the vast

experience of the markets, HCL Infosystems has propelled itself to the path of “Total Technology

Integration”.

HCL Infosystems has established state-of-the-art ATM / Frame-Relay IP based network infrastructure

across 43 cities in the country and offers an entire range of managed services. Its portfolio of services

includes Virtual Private Networks (VPNs), Broadband Internet access; Hosting Co-location Services;

Designing and deploying Disaster Recovery solutions and Business Continuity solutions; Application

services; Managed Security services and NOC services.

All these services are delivered with a turnkey approach that includes delivering Infosystems’s core

services, third party hardware and network provisioning, maintenance activities and project

management.

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HCL Infosystems comes with the promise of delivering the committed ‘Quality of Service’ backed by

significant investments in infrastructure, network management solutions and its round the clock

centralized Customer Support Call Center. This holds even more when we consider the leverage

Infosystems draws from its parent company’s unparalleled experience in networking.

LIBRARY MANAGEMENT SOLUTION

HCL Infosystems Limited is providing one of the leading library management solutions (LMS) in the

global market. Our LMS is designed on all international standards like MARC-21, UNICODE, SIP/SIP2, etc.

LMS is completely user-friendly menu driven interface, online help, complete and elaborative help

documentation, online downloading of bibliographic details, sharing of database or bibliographic details

with international or national libraries based on international standards like ISO 2709, Z39.50, etc. HCL is

also can provide solutions like RFID based security and circulation including drop box, self check-out

station, EAS Security Gate; biometric based access or simple barcode based circulation system. The same

LMS solution can be used for the digital library also; any digital format document can be attached with

the proposed LMS. HCL also have dedicated a software for the management of the digital library, where

simply scanned images or any e-documents like .pdf, .avi, .mp3, .mpeg, etc. WE BELIEVE IN PROVIDING

100% SOLUTION FOR A LIBRARY.

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HCL’s Customer Support

We have the highest regard for our esteem customers, and to meet this, we have geared up ourselves

with following services across the country:

We organize customer’s meets all over the country to have the first hand interaction, which

enable us to interact with our customers and review their feedback one to one. We also strive to

improve our services standards for more customer satisfaction.

We have the key-client concept, where in we constantly monitor the upkeep of our products,

being used for achieving highest level of service standards. The parameters governed by this

(viz. Up-time, Preventive Maintenance Schedule etc.) are appraised by specialized team at the

regional office and Head office. Further, these clients are provided with an Up Time Certificate

authenticated by the respective user department and these are sent by the President & CEO

himself.

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We have across the country –

Number of Machines 50,000 (All products including photocopier)

10,000 (Telecom products alone)

Number of Software Solutions 1,000

Number of Professionals 14,000

Number of Trained Engineers 5,000

Number of Offices 170 cities

Number of Service Centres 360

Customer Satisfaction 9 out of 10 *

ISO Certification ISO 9001:2000 & ISO 14001:2004

* Survey done internally by HCL Infosystem directly to its customers.

With trained engineers around 360 locations around India, we are able to provide better customer

support and reach well above the industrial customer satisfaction level standards.

HCL is itself synonymous with customer satisfaction, we are proud to offer the best solutions and

services anywhere in India.

The best in the “Corporate Users expectation and Satisfaction Survey 2003” - Voice & Data Magazine.

HCL has been ranked No.5 among India’s Top 5 groups impacting the dynamics of the IT Industry - DataQuest

“The Most Responsive Company, 2005”– IT Hardware Category by the Economic Times - Avaya Global Connect

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HCL’s Presence in India HCL’s Presence in India

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Collections at, (Client)Collections at, (Client)

Books & Bound Volumes

Books being one of the important parts of a library and has got number rare and important books. Total

number of collection of ____________ in which ___________ is books and __________ bound volume.

Magazine & Article Indexing

They have ___________ number of subscription per year, which is on circulation for its member. They

regularly add _________ magazine annually into their collection.

Article indexing is one of their major reference services for their users. Article indexing is currently done

online/offline; they are planning to provide the same online/office to their users.

Other Materials

Regular to their print collection they have other collections like:

Collection Total Circulation

Videocassettes

CD-ROMs

Photographs

Slides

Any others (please specify)

Activities at, (Client) Activities at, (Client) (gets from clients apart from the stated below)

Acquisition

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Library, as in many other cases, does acquisition completely on manual way. It maintain files for

different purchases and orders. File are signed and approved by Committee Members, etc.

Library use acquisition module for initial catalogue and preparing a list of books for Committee

Member’s approval, and most importantly avoiding the duplicate books on approval basis.

Catalogue / Bibliographies

Currently library is doing cataloguing based AACR2 standards. They are cataloguing most of the

collection manually. Currently they are not following any MARC21 or any other international standard

for cataloguing except for AACR2.

Printed bibliographies services they are providing to their users. On regular basis they take out the print

of the collection in bibliography for their users and or distribute the same to their faculty/registered

members/ students, etc.

Indexing

In House library do not provide any such kind of services. They subscribe to external database like

(EBSCO, etc) for the same purpose.

Library have indexing services for it’s users, which they are doing on Periodical Indexing card. They

manually manage the entire indexing card and regularly take out a periodical Index Journal for the users.

This is clubbed together at the end of the year.

Circulation

Circulation is totally manual based processed. Users have been given Membership Cards. Books card

and Membership Card is goes to library procession when any user/member issues any

resource/collection.

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Circulation process is semi-automated i.e. books are issued to member via a library management

software which keep track of the issued /pending resources against any member. Membership Card are

kept by the library when members issues any resource/collection.

Stock Taking

Stock taking is annual/bi-annual/3 year /4 year process in the library. Library is does not function during

the stock taking period. Stock taking process is completely a manual process in the library. Mostly library

will be closed for stock taking, the number of days depends on the total collection for example a library

with 10,000 to 15,000 collection will close the library for 10-14 days for only re-shelving, manual

counting, and rechecking the stock records, etc with a manpower of 4-6 people.

Management & Reporting

Different management issues and reporting can be easily managed and generated through our library

management solution. User can customise the different reports and generate the same according to

their requirements.

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Services at, (Client) Services at, (Client) (gets from clients apart from the stated below)

Circulation

All major resource in their collection is for circulation. The following number of collection from

documents is only for reference only.

Books

Bound Volume

Any other

Selective Dissemination of Information / Current Awareness Services

Members and faculty members have to personally visit the library to know new arrivals in the library or

to know the exact kind of collection they have for their subject preference.

Current Awareness Services are provided on the circulation desktop in the form of bibliographies title

“New Arrivals”

Online Public Access Catalogue (OPAC)

Library does not provide any kind Online Public Access Catalogue (OPAC) services to its users.

Members /users are complete depended on the mood of the staff at the circulation counter for getting

any information.

Library does provide Online Public Access Catalogue (OPAC). The search window is very obsolete

technique, where as in today’s internet world where full image and multimedia oriented search is

provided to users.

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Inter Library Loan (ILL) (select any one of the paragraph)

Library does not indulge in any inter library loan activities.

Library does have inter library loan services. ILL services are totally a manual process. Member library

exchange their collection data with each other periodically, any member who is interested in the

collection will raise the request and these resource/collection is issued to the member like any other

library registered member.

Library is a member of Delhi Library Network (DELnet) (or name the association) with whom they follow

the standard protocol established by the association.

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Library is looking for following endeavours Library is looking for following endeavours (gets from clients apart from

the stated below)

An efficient Library Management Solution that enables in maintaining and retrieving the books

within no time.

Access of single records to multiple locations through Network / Web based.

Maintaining an audit trail for keeping track of all activities performed on records by users.

Fool proof security for library collection

A Secure and easy to share database.

100% error free shelving of books, magazine and other collection in their respective

racks/shelves.

An international standard used in the sharing the database both at bibliographic level or

complete database at one go.

Interactive and enhanced search engine for users anywhere, anytime meeting all international

standard.

Creating new worksheet/workform for newly added type of documents.

Reducing the workload on library’s professional as well non-professional staff.

Providing round the clock services to users, minimum days of closure even during the stock

taking time.

Support different languages for different users.

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HCL’s Library Management Solution will meet the followingHCL’s Library Management Solution will meet the following

endeavoursendeavours

MARC 21 based cataloguing and well enhanced and interactive OPAC search

All resource cataloguing information are stored in single database. LMS provide option of storing

database at different location also

Software allows keeping track not only the book, etc but also on individual members

LMS provide / support RFID based security and circulation. RFID is supported by SIP/SIP2

protocol

LMS uses Oracle 10g at the back for security and reliable storage and retrieval

RFID hand held scanner can be used for stock taking, which will ensure a speedy and reliable

stock checking

LMS support Z39.50 for exchange of bibliographic details and ISO 2709 for interchange and

import/export of database, internationally.

I-chameleon portal allows to Libraries to change the user interface and OPAC interface.

LMS provide facility for adding n number of worksheet/workform based on n type of

documents/resources

Downloading bibliographic / catalogue details from Library of Congress as it support Z39.50

protocol.

Shelf check-in and check-out programmed into the software due to RFID based -technology can

reduce the workload on the circulation counter. Drop-in Box can allow users to return the

resource at any time.

LMS is built on UNICODE technology which supports all major national and international

languages.

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Objectives & Requirements Objectives & Requirements (gets from clients apart from the stated below)

Library Management System a part of “Information Management” best described as “science of safe,

secure and organised retention of electronic data, images, media and documents such that information

contained therein is retrievable "on line" or physically whenever and wherever needed.” Following are

the objectives and requirements for the digitisation of Records:

Acquisition

o To stream line the acquisition process of the library in such way that any information

pertaining any order should be available on click. It should be able to display the details

of the budget like balance, heads, pending, etc.

o To display number of orders, pending, approval committee or members, vendors.

o To be able to display number of titles, type of documents, order locations, etc.

Cataloguing

o Able to reduce the world related to cataloguing of recources.

o A uniform standard is maintained in cataloguing, authority files, controlled vocabulary,

etc

o A standard cataloguing style/methodology is to be followed between the libraries at

different location or institutes.

Circulation

o To able to reduce the workload on the circulation counter by allowing members to take

charge of check-in and check-out of resources.

o Help in controlling the theft of resources in the library.

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o Help in shelf rectification so that users and library staff are able to locate the resource

without loosing a major part of their time.

o Ease inter library loan management system.

o Circulation history of resource/s available on a click.

o Auditing the member transaction

Reporting and Management

o Circulation statistics

o Collection reports and statistics

o Reduce and error free stock taking process

Online Public Access Catalogue

o Full featured search services

o Display of book covers, reviews, notations even providing external links to users

o Online membership application form

o Secure access to database and other features

o Represents the look and feel of the library or it’s parent institute.

Manpower Management

o Enhance the library professional knowledge

o Improve the library and user interaction

o Making library professional / staff more IT oriented and aware of major international

library and information science standards

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o Improving and enhancing the working culture / experience of library staff to different

other fields.

Miscellaneous

o Graphic User Interface for easy understanding of LMS

o Help system, LMS should be able to provide not only online help in the form F1 but also

a comprehensive help documents.

o LMS should be more hardware free i.e. any hardware can be installed with the software

but should meet all international standards

o Easy upgrade to future expansion or enhancements

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VIRTUA – Library Management SoftwareVIRTUA – Library Management Software

HCL is pleased to present this proposal for implementing its Integrated Library Management Software

(ILMS) for (client). This proposal addresses all the necessary aspects of (Client) - Library Management

Solution.

Our understanding of the business objectives and system requirements is based on the various

interactions and meeting held between (Client) and HCL, as well as our own experience in designing and

providing library management solutions.

The aim of this solution is to enhance and address few key business issues:

To improve and smooth working of the library in accordance with international standards

Library as well as it’s collection become more easily accessible to users

Instant updates to it’s users or management body about the progress of collection, services,

management, etc

Proper library security and collection management for more usage by the users

Reduce the workload on the library professional staff

Developing and avoiding duplication of collection between the members libraries

Easy sharing of collection/information between the member libraries.

Implement a library management solution not only to meet current needs but easily upgrade to

future requirements.

Users of our LMS system will be able to perform functions such as acquisition, cataloguing, serial control

and general management but also searches, retrievals, indexing, viewing, printing, e-mailing, etc. This in

turn would enable dynamic information requests to be fulfilled expeditiously thereby creating greater

efficiency within the organization.

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FEATURES OF Virtua - LMS

HCL offers Virtua – a total Library Management Solution to (Client) which enables the department to

achieve an efficient working of Library. Virtua - Library Management Software has been designed on

the international library standards and is capable of integrating the (Client) with other global partner

libraries in order to provide better services and improve it’s own collection. Library can have access /

share their database with their partner libraries/channels to enhance the collection and provide inter

library loan facility for electronic documents, etc.

Following are key features of the offered software:

Completely integrated package having independent modules such as Acquisition, Catalogue,

Circulation, Serial Control, Online Public Access Catalogue (OPAC), Hi-Resolution Image Viewer,

Extended Bibliographic Services, etc.

With in built UNICODE technology Virtua supports Indian languages such as Hindi, Telugu, Urdu,

Malayalam, Marathi, Kannada, Tamil, Oriya etc. as also all foreign languages such as Persian,

Arabic, Turkish, Pushto, German, French, Spanish, Russian, Finnish, Chinese, Japanese, Korean

etc., besides English. User can switch from one language to another on same window itself.

Extremely user friendly, menu driven and easy to operate feature of Virtua. User gets online

help (F1) on every tag.

Wide range search capability and generation of information through Author, Title, Subject, Key

Words, Publisher, Call Number, Publication Year, Accession Number, Document status, etc. Fully

supports MARC-21, USMARC, CANMARC, etc.

Capable of generating wide range of reports and statistics in various formats conforming to

international standards.

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Allows export/import of any type of database stored in ISO 2709 format in Virtua. ISO 2709 is an

international recognized standard for storing and exchanging database.

Virtua support Z39.50 Protocol standard for exchanging bibliographic details without exporting /

importing database from one library interface to another.

Supports multi-user environment, Virtua can support single as well as multi-user interaction.

Capable of creating and using as many as Authority / Vocabulary control files for different

bibliographic entries.

Support multimedia format (images, video clips, sounds, slides, etc) in general library interface.

MARC Tag 856 is used to add multimedia files to simple bibliographic details. Very useful in

Extended Bibliographic Search option.

The Web-Gateway module works within the www environment having option for output in

HTML format. It also makes searching library's holdings or other databases easy.

Additional Salient features of the software:

ISO 9001 certified product.

ORACLE 10g as back end database for safe and secure storage.

OPAC also allows expert searches like Left/Right Truncation, Wild Card Truncation, Boolean

Search, Free Text Search etc.

Sorting of Library holdings through language.

Multiple cross-references and tracings.

Powerful security features.

On-line help facility/elaborative documentation in PDF format

Facility for mounting local databases.

Union catalogue facility.

XBS OPAC feature which provide facility book cover, TOC, Annotation, Expert Reviews, etc.

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Server operates on all UNIX and LINUX operating systems

Other Features

Electronic Submission of Thesis/Dissertation/Projects: With the help of Virtua library can maintain a e-

copy of the Thesis/Dissertation/Projects for easy retrieval and reduce ever increasing space problem.

Communication: All communication between the hardware (Server, Client, Printer, etc) and software is

done on TCP/IP. On higher end Virtua support HTTP and Z39.50 protocol (on top of TCP/IP).

RFID: Virtua support SIP/SIP2 protocol. Any manufacturer’s RFID hardware can easily incorporated with

Virtua, it is hardware independent software.

Barcode: Software is able to handle barcodes of different formats like EAN-13, SICI/SISAC, Codebar.

Software Level Security: Control access to different modules of the library management software, it can

also track and audit the login and log out by the users/specific user.

User Level Security: Member authentication is required both module and OPAC level access. Permission

can be granted to the users like self-renewal, reservation, etc.

Customer Support: User can log their queries on Held Desk and Live Updates (Online) can be provided at

client ends.

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Module Available in LMS

The ILS should support all the major library functions listed below

Acquisition – preparing different budget headings.

o Preparation of budget

o Gifts and Gratis items

Cataloguing – cataloguing different resources in the library according national and

international standards

o Authority control – a systematic and controlled cataloguing of resources to meet the

library standards

o Import/export of records – to facilitate in inter-library loan system and to meet the

international standard

Circulation – for systematically managing the circulation.

o Circulation of resources, fine receipts, location of resources, etc

o Members wise, category wise rules can be formulated

Online Public Access Catalogue

o OPAC, including Web-access – OPAC acts more like a public relation section

o OPAC XBS – OPAC Extended Bibliographic Services like book cover, table of

contents, reviews, author notes, etc.

o Featuring the Chameleon iPortal Web Gateway and its flexible “skins” technology

Serials control – to manage a journals and periodicals

o MARC 21 standard followed for entry of magazine

o Infinite number of magazine subscriptions can be defined

Software Management – easy management and controlling the access and features of the

library software for the library staff/users.

o Statistics – to help librarians to develop their collection and improve services.

o Reporting – validate / authenticate the progress done by the library both in

collection and service front.

HELP / Manual

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o Virtua provide two level of help/manual documentation

o F1 clicking on any field will provide user with Online Help Tag Help

o VTLS had provided elaborative manuals modules wise which available totally

separate of the software.

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ACQUISITION MODULEAcquisition Details: As defined in the USMARC/MARC21 & FRBR format, Virtua can manage the

following acquisition data (describe any limitation on the length of each field); which is common to

monographs and serials:

Monographs Acquisition Data

Acquisition method, i.e. purchase, exchange, legal deposit, gift

Order type, e.g. subscriptions, standing orders

Publication type

Order number

Order date

Claims period/academic year

Number of copies - volumes

Accounts / departmental allocations

Ordering department, branch library

Receiving department, branch library

Estimated price per copy

Estimated price per order

Final Proforma invoice

Invoiced price

Ordered by

Vendor/source

Vendor numbers i.e. option for several numbers

Invoiced number

Invoiced date

Call number/location

Claim date

Cancelling date

Status for different stages in the acquisition process, i.e. ordered, renewed, paidPage 24 of 47


Free text field for messages to vendor

Free text field for internal messages

Serials Acquisition Data

Holdings information

Frequency

Numbering

Index available

Delivery history

Next expected issue

Subscription start

Subscription period, incl. expected volumes and issues

Renewal information

Subscriber number

Reference number

Binding information

Bibliographical identification of monograph series, theme issues, etc.

Links between records when titles change

Call number: permanent and current issue

Vendors: The vendor record remains in USMARC/MARC 21 format. The vendor details include fields for

following information (describe any limitations on the length of the fields):

Name

Abbreviation or code (nick name)

Addresses for the libraries’ communication (separate addresses for correspondence and

for communications of orders, claims, and returns)

Language of communication

Telephone numbers

Fax numbers

E-mail address

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Internet address

Discounts

Library, Central Command, Lucknow number

Contact person

Free text

Date of updating vendor information

Acquisition Statistics and Reports: Acquisition statistics is available:

By subject/classification

By type of publication (i.e. monograph or serials) and bibliographic level

By fund account (at least number of publications)

By vendor

By country of publication

By date of publication

By order date

By price

By time period as defined by the library

By faculties/departments or branch library

Gifts, Exchange, etc: The acquisition module is able to support different types of procurement like

purchase, exchange, gifts, and legal deposit and distinguish between them.

Vendor Interaction: The system is able to handle the communication with vendors, i.e. ordering,

invoices, claiming, cancelling, credit data, and other messages, using EDIFACT (Letters, Fax, Emails, etc)

Drag n Drop Orders: It’s possible to import bibliographic records in the USMARC/MARC21 & FRBR

formats, Library of Congress, OCLC, RLIN, CD-ROM databases, and commercial databases and place

order directly to the vendor.

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Accounts and Invoicing: Possible to use several separate budgets, it is also possible to establish a fund

structure for each financial year. Its possible to copy the fund structure to a new financial year. Its

possible to transfer groups of outstanding orders to new accounts by using global changes, even if the

fund structure has been changed.

Invoice Creation: The system have a function for handling different types of invoices, such as standard

invoices, part-payments, credits, refunds, additional payments for periods already invoiced, pro-forma

invoices and deposits.\

Live Update in OPAC: status of the order will displayed and updated accordingly in the OPAC interface.

Currency: The system must be capable of handling different currencies as well as local currencies.

Permissions Matrix for Security: software provide fool proof security / permission to access different

options and modules in Acquisition.

Express Receiving & Invoicing: Orders and invoicing can be done on urgent basis also. Where a

resource/s can be ordered instantly and

CATALOGUING

Cataloguing (Data entry): The system must have full screen (customisable by Application Administrator)

data entry and editing ("empty screen" with MARC header) for cataloguing as well as a number of

predefined data entry screens (templates).

Bibliographic details download: can download bibliographic details from Library of Congress (supported

by Z39.50 protocol) into local database. The bibliographic details can be further modified according to

local requirements.

Bulk transfers and multi record editing: Bibliographies can be downloaded /uploaded in bulk in the

database from any Z39.40 / ISO2709 approved database. Later libraries can make modification

accordingly to their needs. Page 27 of 47


Indexing: All indexes and record displays can be updated in real-time. All fields and sub-fields are

available to be key worded and/or string indexed with flexibility in defining indexes. Keyword indexing

supports the Z39.50, Bib-1 Use Attribute standard.

Browse Index (Cataloguing): Browse indexes include but not be limited to:

Author

Title

Journal title

Subject

Class number

Call Number

Shelf Mark

Supplier (staff only)

Patron (staff only)

Searchable data (Cataloguing)

It is possible to:

Search a record as a whole

Specify any variable or fixed field to be searched

Specify any combination of fields to be searched

Searching is possible by, including but not limited to:

Author

Title

Journal title

Subject

Class Number

Call Number

Standard Number (e.g., ISBN, ISSN, etc.)

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Accession Number

Shelf Number

Location

Type of Material

Authority/Vocabulary Control: Directly cut and past the authority file entries into the catalogue. It must

be possible to create and maintain authority control for the following search elements:

Personal and corporate names

Conferences

Uniform titles

Series titles

Subjects

Name/title combinations

Publishers

Classification codes

Shelf-marks

Cataloguing for XBS OPAC interface: Images for book covers, annotation, external hyperlink, etc can be

easily included the bibliographic details of the resources. XBS OPAC is a vibrant interface for OPAC.

Retro-Conversion: Virtua fully support retro-conversion of database from one format to another. As

Virtua follow ISO 2709 and Z39.50 standard any database which both standard can convert vice versa.

Case sensitive Help Option: Field/tag based help menu can be retrieved online for more depth

information on any particular tag/field during the cataloguing process.

Workforms/Worksheet: libraries can create n number of worksheet/workforms from the standard

worksheet/workforms. It helps in creating databases for different type of collection libraries currently

have or addition in future.

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Multimedia support: Libraries can include multimedia files along with the normal bibliographic details.

Images, movie clips, hyperlinks can be inserted with the help of MARC 856 Tag.

Movement from Window screen to another (check with VTLS team to include or not, reason being

permission and rights)

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CIRCULATION SYSTEM Circulation System: The following functions must be included in the

Circulation system:

Check-out (charges) from multiple sites

Renewals

Check-in (discharges) from multiple sites

Reservations

Display of members photograph

Closed access requests

User files

Status control

Overdue notices (through email as well ), invoices, availability notices, and other messages

Fines and fees, incl. invoicing

Interlibrary loans

Statistics and reports

Request Printing: It must be possible to print requests (call slips) for items in the closed access & Call

slips must be routed to printers at the library owning the requested material without operator

intervention

Online Library Membership: New members can apply for online membership for the library. Virtua

provide Libraries to fix/manage criteria for granting membership. The same can be provided through

library website.

Patron Record: Members records are saved in MARC 21 format and include following information:

Name

Personal identification number

Patron category

At least two addresses with option for selecting postal address

Two telephone numbersPage 31 of 47


E-mail address

Last valid date

Notes

Patron’s preferred method of receiving notices (e-mail or snail mail) blocks

Inter Library Loan: The system support online import of bibliographic records from Z39.50 compliant

databases (i.e. LOC, OCLC, Bowker (Books in Print) etc). Z39.50 allows storing imported catalogue details

on local database. ILL facilities based on the ISO 10160 and 10161 standards

Book Location: Virtua support in finding the exact physical location of the book/resource in the library

with the help of Map feature.

Audit Trail: Library can audit the number of resource issued to a member, issue date, return, number of

renewal, fine paid, etc for a particular documents or complete information. Similarly the same can be

review for any resource on the same check-in and checkout window itself, without going to

Management module.

SIP/SIP2 for RFID: Circulation module all RFID hardware which meet the international standard of

SIP/SIP2. RFID can be integrated to manage check-in, check-out, stock taking, shelf rectification and

most important reduce the theft control in the Library.

Transaction Logging and Audit Trails: Users can very easily view and management transaction and audit

trail of any resources or services rendered by the users or staff. These transaction and audit trails will

librarian to formulate any future policy pertaining to collection or service or any users.

Self Check-in and Check-out: VTLS has partnership with 3M products range for managing the self check-

in and check-out resources by the users themselves, unless permission are granted to them. Here

different Drop Cube and Self Check-out machine are incorporated with Virtua Library management

software with the 3M hardware.

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Holds, Recalls, Loans, Page Requests and Reissue: Users can hold, recall, loan or request for a particular

pages from a books for his/her references. These facilities are online via OPAC/Web OPAC. Reissue of

the resources can be done by specific user, after the library had given him/her the adequate rights and

permission.

System Alerts and Blocks: These facilities can be provided to Circulation staff to stop further circulation

of any resources according the option of Alerts assigned. This feature is very useful in case where users

had reservation request or library would like to withdraw the collection from the shelf.

Grace/Amnesty Periods: Circulation of a particular resources can be extended for any valid reason for

any particular user/s. This feature helps in overriding the general circulation policy.

Disputed Returns and Fine: Virtua provide option of collection fine/membership fees, etc from the

credit card. Credit history of the users can viewed on circulation’s check-out and check-in window itself

which helps the circulation staff to determine next suitable step regarding the member/s.

Reservation List / Request List: Virtua provide a unique reservation / request option where reservation

is linked to faculty members and request to general library members. Reservation is given more priority

than request.

Circulation Backup: Virtua provide feature of taking backup of all the circulation transaction done for a

particular period as assigned in the system setup.

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SERIAL CONTROL

Serials Control: Software support MARC 21 tags format for Holdings fields’ 853-855, 863-865 for

enumeration and chronology, and 866-868 for textual holdings field. The system accepts local holdings

data, e.g. fields 9xx. Only library software which support MARC 21 support cataloguing

Expected receipt date: Virtua compile a expected date of receipt of magazine in libraries. Librarian can

manage the entries accordingly or can modify accordingly.

Online Update: All information pertaining to serial control whether receipt, damage, binding, etc are

immediately updated for the OPAC and circulation records.

Issue specific reminder: Libraries can generate issue specific reminder for vendors and send the same

via email from with the library management software.

Create and Save Patterns unique to Library: many libraries around the world subscribe to serial /

journals very specific to their need, which does not fall into general serial / magazine/journal category.

Libraries can maintain the subscription of the same unique to their library.

Intuitive Receiving & Claiming: Libraries can predict the date of the issues of the magazine available to

the libraries in the coming months based on the frequency, software will give them reminder in the form

of pop-up for the issues.

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OPAC

OPAC Interface: Web browsers such as Netscape Communicator or Microsoft Internet Explorer. The

WWW OPAC includes a Z39.50 /HTTP gateway, which makes it possible to search the local OPAC and

external OPAC in the same way. Web OPAC can be integrated to external database like EBSCO, etc.

Extended Bibliographic Service (XBS): OPAC

XBS is capable of displaying Book Cover, Table

of Content, Annotation, Book Reviews, Author

Notes and even allow user to procure it from

www.amazon.com, etc.

WEB OPAC Customisation: Institutions will be

able to customize and Design multiple interface

“skins,” or Cascading Style Sheets, to suit any

audience. Nearly every aspect of the Web OPAC

is configurable. This means that library has

complete control over the functionality of the software and the appearance of the interface. Also

included in the Web OPAC are several tools and customisations options to make searching convenient

and the interface easily navigable. As with any other aspect of the Web OPAC, you have control over the

search environment and have the ability to customize both the appearance of the interface and the

actions of the software.

Web based Image Navigation: The system offer high-resolution image viewing and navigation. The

system rapidly retrieves on the Web large or highly detailed images with no loss of visual quality. The

users also zoom in on any portion of the original image, select a region to view via a focus area

thumbnail, or pan in any direction to view a section without have to adjust window size or resolution

Reference Reading: While searching for his particular search user can view different reference reading

for the particular subject automatically. Page 35 of 47


User / Library specific OPAC interface: Virtua display different layout of the OPAC interface according to

the requirement of the users or of the library.

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Management Statistics Module

Reports & Statistics: Library system supports exhaustive reports and statistics functions, which help

libraries to formulate their future plans. Reports and statistics are available in a variety of formats such

as printout, online viewing and export in electronic formats example CSV, etc.

Authorized staff/users can generate, print reports without system administration

assistants and can view the reports on any format.

Online results no batch work.

Runtime parameters settings

Automatic scheduling: reports can configured and can be generated in fixed times

frame.

Location based reporting can be done, in case libraries have different location.

Import & Export of Data: The system supports the import and export of MARC 21 under ISO 2709

standard. Database can be stored on different type of media such as Tape, CD-ROMs, etc.

Backup and recovery: Hot Backup is possible, i.e. Virtua support backup of database even during the

database is accessed online

Language Profile: VTLS support UNICODE technology which is worldwide used for supporting national

and international languages at one go.

User can change the language setting without logout

Any particular string in the software can be changes globally for example word “Patron”

can be changed to “User” or “Member” anywhere in the software or at a particular

module/menu.

Support directional scripts/dialects for example Urdu, Arabic, etc which are from left to

right directional.

Profiling and Parameters setting: Graphic user interface for setting up helps libraries to manage the

same very easily.Page 37 of 47


Rights and Permission: Libraries can assign different or combination/matrix of rights and permission for

different users/group of users.

Configure buttons; pull down menu and other user interface: libraries can customise every feature like

buttons, pull down menu items, etc according to their requirements or to meet the user’s requirements.

Changes will reflected on the next login itself.

Helps create Just For You Software: libraries not only have the option of creating their own customized

OPAC interface but also can modify different logo, icons, text in the software according to their parent

institute/local requirement for example, instead of “Patron” library can opt for “Member”, or any other

local language to provide better services.

Page 38 of 47


Help and Manual Documentation

Online Help for Each Subsystem: user can press F1 for online help for each tags/fields

Searchable via table of contents and index: A separate search index is provided with the manual. Even

all the manuals have table of contents, index and reader’s feedback, where user can send his feedback

about the manuals, etc.

Support of Hyperlinks: short cut in the form of hyperlink is provided within the manual so that any user

can quickly reach to the exact / desired location at a click. These hyperlink is provided both at table of

contents and at the beginning of the chapters, etc.

Context-Sensitive pop-up help via Right Mouse Click: User can click right mouse button to get more

help on any given menu or window.

Search the Virtua Documentation: if the user is not sure where he/she will find the information, in

mentioned search option user can enter the exact word and it will display all the manuals where ever

the searched word/text is appeared.

Printed Virtua User Reference Guides available for each subsystem and other functions

: Virtua had provided User Reference Manuals separate of the software so that in electronic format

(PDF) files with search field option.

Page 39 of 47


International Standards

HCLs Library Management Solution follow/abide by the international standard and protocols used in the

Library and Information Science. Following are the few:

ANSI/ISO: The American National Standards Institute or ANSI and International Organization

of Standardization or ISO are international organization for developing and maintaining many

standards in the field of Library and Information Science.

Z39.50 -1995 for exchanging bibliographic information with channel partner / libraries

ISO 23950, the international standard for information search and retrieval, defines a particular

set of network client-server "services".

Bib-1 attribute set is part of the Z39.50 client server protocol. This set defines six attributes to be

used in searches of information on the server computer: use, relation, position, structure,

truncation, and completeness. The syntax of the Z39.50 protocol allows for very complex

queries.

WAIS 1 and 2 stands for Wide Area Information Server1. It is a distributed information retrieval

system. A WAIS system has a client-server architecture, which consists of clients talking to a

server via a TCP/IP network using the ANSI standard Z39.50 V1 protocol. A team at Thinking

Machines, Inc originally developed WAIS.

GILS: GILS defines an open, low-cost, and scalable standard so that governments, companies, or

other organizations can help searchers find collections of information, as well as specific

information in the collections. GILS works for organizations large or small, technically advanced

or just starting out. Anything you can regard as information, you can describe using GILS, from

printed documents, to lists of experts, to complex data.

MARC21, which are standards for the representation and communication of bibliographic and

related information in machine-readable form, and related documentation. It defines a

bibliographic data format that was developed Library of Congress. It provides the protocol by

which computers exchange, use, and interpret bibliographic information. Its data elements

make up the foundation of most library catalogues used today. Different countries support

different MARC format like USMARC, CANMARC, etc.

Page 40 of 47


ISO 10161 refers to the protocols defining the Virtual Document Exchange communication

between various document exchange systems used for Inter-Library Loan purposes. This means

VDX system residing on different hardware platform and software can talk to each other to

request and receive electronic documents between the various participating libraries.

ANSI 92

FRBR (Functional Requirements for Bibliographic Records) is a 1998 recommendation of the

International Federation of Library Associations and Institutions (IFLA) to restructure catalogue

databases to reflect the conceptual structure of information resources. More technically, FRBR

uses an entity-relationship model of metadata for information objects, instead of the single flat

record concept underlying current cataloguing standards. The FRBR model includes four levels

of representation: work, expression, manifestation, and item.

EDIFACT for electronic transfer of documents like invoices, bills, receipts, etc

UNICODE is an industry standard allowing computers to consistently represent and manipulate

text expressed in any of the world's writing systems. Standard to support multiple international

and national languages within a system

SIP/SIP2 The Session Initiation Protocol (SIP) is an application-layer control (signalling) protocol

for creating, modifying, and terminating sessions with one or more participants. It can be used

to create two-party, multiparty, or multicast sessions that include Internet telephone calls,

multimedia distribution, and multimedia conferences. The standard is used RFID

transactions/integration for library.

ISO 2709 is an ISO standard for bibliographic descriptions, entitled Format for Bibliographic

Information Interchange on Magnetic Tape.

NISO: National Information Standards Organization (NISO) is a United States; a non-profit

standards organization that develops, maintains and publishes technical standards related to

bibliographic and library applications. It was founded in 1939, incorporated as a not-for-profit

education association in 1983, and assumed its current name in 1984. VTLS is a voting member

of NISO.

Page 41 of 47


Hardware/Software/Database Requirement

Architecture: Client/Server architecture

Server Side Hardware: RISC/INTEL, 200 GB HDD, 4 GM RAM (RAIDS)

Client Side Hardware: Intel Pentium IV and above with 512 MB RAM and above with 100/1000 Ethernet

LAN,

RFID Hardware: Software support any RFID hardware like EAS Gates, Handheld scanners, etc which are

built/support on SIP/SIP2 protocol.

Client Side Software: Windows95/98/2000/NT/XP/Vista, Linux. Client should be able to publish API.

Server Side Software: The Server should run on UNIX/ Red Hat Enterprise Linux 64 or 32 Bit, SOLARIS,

SUSE LINUX Platform, IBM (AIX), SUN (Solaris) , HP (HPUX), Compaq and Intel (Linux).

The server needs to be installed on internet, with the following ports to be opened for free access to

external database and other features of the software

a. SSHb. 1111c. 9999d. 7090e. 1521 & 1525f. 8000

UNICODE: Complete / full installation of Window XP / 2000 on client terminals/Server.

Multimedia: Delphi required at Client.

Database: Oracle 10g, as standard backend database for easy and secure database retrieval.

Page 42 of 47


Deliverables

Particulars License

Library Management Software & Digital Library Solution (Includes Catalogue, Circulation, OPAC, Acquisition, Serial Control InfoStation Reporting)

8 User License Includes embedded Oracle RDBMS 8

Component Software Licenses – Included

Ad Hoc Reporting 1

iPortal Software – Included

Base iPortal Software Package Includes:Language Editor / Web Administration, Calandar, Chat for e-reference, Web Interface, Selection Lists, Thesaurus Management Utility, Item Locator (map of library), High Resolution Image Navigator

1

Additional iPortal Components

SDI (Selective Dissemination of Information) 1

User Reviews 1

Third Party Products (Optional)

Mr. SID Image Compression Utility** 1

Training and Installation 1

Hardware /OS Requirements for Virtua Library Management Software:

VTLS ‘VIRTUA’ ILMS & DL with functional capabilities of Multimedia and Imaging with front end ‘DELPHI’

while the back end as ‘ORACLE’ RDBMS.

Hardware requirements are typically be RISC/INTEL based server with a min of 200 GB HDD and 4GB RAM

(RAID5)

Operating System for server is any UNIX/LINUX while for the clients Windows 95/98/2000/NT/XP.

Page 43 of 47


HCL here by submit its Commercial Proposal for Total Library Management Solution to

(Client). Kindly find below our Commercial proposal:

Page 44 of 47


Major Customers in India.

1. National Law University & Institute, Bhopal

2. Bhoj Reddy Engg. College for Women, Hyderabad

3. Central Institute of Indian Languages (CIIL), Mysore

4. Indian Institute of Management (IIM), Indore

5. Indian Institute of Technology (IIT), Madras

6. Indian School of Business (ISB), Hyderabad

7. Jawaharlal Nehru Technological University (JNTU), Hyderabad

8. Jawaharlal Nehru University (JNU), New Delhi

9. MARCit, New Delhi

10. NALSAR, University of Law, Hyderabad

11. National Library, Kolkata

12. Radha Soami Satsang, Beas, Punjab

13. School of Planning & Architecture (JNTU), Hyderabad

14. South Asia International Institute, Hyderabad

15. University of Hyderabad, Hyderabad

Page 45 of 47


Deliverables

Commercial Offer for Library Management Software:

Particulars License Prices

Library Management Software & Digital Library Solution (Includes Catalogue, Circulation, OPAC, Acquisition, Serial Control InfoStation Reporting)

8 User License Includes embedded Oracle RDBMS 8

Component Software Licenses – Included

Ad Hoc Reporting 1

iPortal Software – Included

Base iPortal Software Package Includes:Language Editor / Web Administration, Calandar, Chat for e-reference, Web Interface, Selection Lists, Thesaurus Management Utility, Item Locator (map of library), High Resolution Image Navigator

1

Additional iPortal Components

SDI (Selective Dissemination of Information) 1

User Reviews 1

Third Party Products (Optional)

Mr. SID Image Compression Utility** 1

Training and Installation 1

Terms & Conditions:

Delivery: 6-8 weeks from the date of receipt of the PO and payment.

Taxes: The above prices are exclusive of all local taxes. The same will be charged extra as

applicable by HCL to (Client).

Warranty: There is a warranty on the solution purchased for one year from the date purchased.

Thereafter, the warranty will continue to get extended on an annual basis as long as (Client)

Page 46 of 47


continues to renew the Annual Maintenance on an annual and timely basis from the second

year onwards.

Validity of Prices: These prices are valid for 30 days.

Force Majeure: HCL shall be under no liability whatsoever on the occurrence of any Force

Majeure event such as war, fire, arson, industrial action, orders of government or other duly

constituted authority, any natural calamities or Act of God, etc.

HCL provides the solution to (Client) based on the above understanding, In case any additional

scope of work or legal licenses or copyright act has to be noticed by (Client) only.

HCL and (Client) will come into a agreement to fulfil the scope and when ever there is change in

scope mutually will agree and the same in the agreement as and when it arises.

Above pricing is for generic softwares. In case of any customisation in software charges will be

taken as per the degree of customization in the software

Hope the above is in order.

Sincerely,

For HCL Infosystems Ltd.

Page 47 of 47

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