SWAN Update

SWAN Committee of the WholeMidlothian Public LibraryPresented by Aaron Skog, SWAN Executive DirectorNovember 12, 2013

Today’s Topics

Introductions FY15 SWAN Budget & Fees RAILS Update

Jane Plass, RAILS Associate Executive Director Mark Hatch, RAILS Delivery & Facilities Director

RAILS Consortia Committee Update ILS Committee Update Board Special Election Network Changes Update Millennium R2011 1.5 Upgrade

SWAN FY15 Budget

20 page packet Introduction SWAN Reserve Cash Worksheet SWAN Budget Membership Fees Governance Groups

eRead Illinois Costs Discussion

State of the State: Overview of Some Illinois Library GroupsConstitution of the State of

IllinoisIllinois

Compiled Statutes (ILCS)

Illinois Intergovernmental Instrumentality (Act 5 ILCS 220/1, entitled the

“Intergovernmental Cooperation Act “)

MAGIC(LLSAP, 14 libraries)

PrairieCat(LLSAP, 135

libraries)

SWAN(LLSAP, 77 libraries)

CCS(24 libraries)

LINC (9 libraries)

Illinois Libraries(Act 75 ILCS)

Village Libraries

District Libraries

Townships, etc.

Chicago Public Library (Act 75

ILCS 20/)

CPL(79 libraries)

Library Systems: Illinois Library System (Act 75

ILCS 10/1) 

RAILS

Consortia Committee

Working group: create & review

RFP for consultant

IHLS

SHARE (LLSAP, 426

libraries)

Secretary of State (Act

15 ILCS 305)

Secretary of State/

State Librarian

Illinois State Library (ISL)

ISL Advisory Committee

(ISLAC)

Future of Resource Sharing

Committee (FORSC)

ILLINET Interlibrary Loan Code Committee

LLSAP Standardization

Committee

RSA, NFP (LLSAP, 74 full members + 51 basic online)

Pinnacle Library

Cooperative(6 libraries)

Northern Illinois

Cooperative: NIC

(8 libraries)

RiverShare(20 libraries: 12 Iowa, 8

Illinois)

Rock River Library

Consortium(7 libraries)

I-Share: CARLI(128

governing, 17 affiliate

libraries)

LINKin (6 libraries)

ILS Search Update

Why are we doing this? Our selection process ILS Committee formed in November

2012 Membership survey Research conducted Issue Request for Proposals (RFP)

▪ RFP outlines process to vendors▪ Scoring Criteria▪ Timeline

Scoring Criteria: SWAN RFPSWAN RFP Scoring: Round 1 &

Round 2Points

Applications functions and capabilities of proposed software

30 points

Resource sharing functionality 30 points

Overall suitability of the Vendor and proposed system to present and future needs of SWAN

24 points

Quoted costs of proposal 20 points

Costs to SWAN implied by the proposal

20 points

Vendor's proposed training for SWAN

11 points

Vendor's plan and ability for fulfilling proposal

10 points

Performance in other locations of Vendor and of systems similar to those proposed

10 points

Future development and ongoing development of consortia features. Ability to contribute to development and the capacity of the system to support growth.

10 points

Provision, capabilities, and costs of software to load, store, and output in applicable MARC formats bibliographic and authority records, and machine-readable patron, loan, and other records to/from SWAN’s system

10 points

Suitability, performance, capacity, and growth path of proposed system hardware and software platforms and telecommunications systems, including the results of applicable benchmark tests, as described in Section 6.10 & 6.11

6 points

Vendor's hardware and software maintenance services and software support services

5 points

Significance of deviations of proposal from the system requirements and instructions for format and content of the proposal

4 points

Vendor's overall experience in the library automation industry

4 points

Vendor's financial stability 3 points

Vendor's company organization and staffing

3 points

Total 200 Points

Heartland RFI Factors: Round 1

Points

Price 25

Functionality

30

Scalibility 20

Reputation 10

Consortial Friendly

10

Development

5

Total 100

ILS Search Update

5 Proposals received: Equinox Innovative Polaris SirsiDynix VTLS

All posted online as Member’s Only documents

See “ILS Search” menu from SWAN website

ILS Search Update 7 Task Force Groups formed

CHAIR: library member LIAISON: ILS Committee member REPS: self-nominated & selected by ILS Committee

Purpose of the Task Force Groups1. Understand RFP Questions2. Draft ILS Demonstration Questions3. Attend October Demos4. After Demos, Make a Selected Vendor

Recommendation to SWAN ILS Committee

ILS Selection & Task Force Groups

SWAN Member Libraries77Members

SWAN Board7 Reps

ILS Committee9 Reps

Acquisitions5 Reps

System Administrati

on 6 RepsDirectors

5 RepsOPAC

7 RepsCataloging

6 RepsReports

5 RepsCirculation

7 Reps

Task Force Groups• 9 SWAN Staff• 6 Library Directors• 35 Library StaffTotal 50 people!

ILS Search Update

Phase one scoring completed 16 Criteria outlined in RFP Invitation for software

demonstrations Equinox SirsiDynix VTLS

Next steps

ILS Search Update

Task Force Groups reporting on:1. “List of Follow-Up Questions for

Vendor”2. “List of Questions for References

(Libraries using this Vendor)”3. “Problems or Concerns with the

proposed Vendor’s ILS”4. “List of Desired Changes to the

proposed ILS”5. “List of Policy Issues for use of the

proposed ILS”

ILS Search Update

ILS Committee Checking References Calling customers

Migration experience Ongoing development Customer service

ILS Search Update

RBFO Committee will issue “Request for Best &

Final Offer” Revised costs Written questions from task force groups

Phase two scoring Finalist selected Contract Negotiations

ILS Search Update

Guidelines Reminder for All SWAN Libraries: 5 Proposals posted on SWAN website Do not share with anyone outside your

library If any vendors contact you or ask

questions, refer to Aaron Skog Avoid bias or giving a vendor a “leg up” Past tactics for consortia include letters

from current vendor, out-of-the-blue phone calls

ILS Search UpdateOur ILS search consulting Rob McGee (of RMG Consulting) has stated that the procurement process has not been completed so that we should not release the scores at this point in time. The ILS Committee also agreed with that recommendation to not share the scoring at this stage as it could imply a front runner status. The scoring process was completed by the Committee with a unanimous decision for each criterion. The second phase, as stated more fully in the RFP, involves revising the scores based on updated information from the demos, reference checks and reviewing recommendations from task force groups. The Committee cannot make the scoring available until a contract has been awarded.

ILS Search Update

Questions on process? When does SWAN migrate? What would training look like?

Network Changes

Memo #1: Introduction & Overview of project, goals, new email list of IT contacts shared

Memo #2: New Millennium installerMemo #3: Email List MigrationMemo #4: New SWAN Website URLs

Network Migration Progress Memo #4: URL/Domain Name

Transition 95% Completion Final cutover scheduled in upcoming

weeks Visitors to MLS domain websites will be

greeted with redirection page 3rd party vendors are being contacted

with migration information to ensure a smooth transition

Network Migration Progress Memo #5: Member Library Email

Aliases

Network Migration Progress Memo #6: 3rd

party access SSL Patron API SIP2 connections Fines Payment API Item Status API

Vendors Contacted by SWAN: 3M Baker & Taylor (Axis 360) BiblioTheca (ITG selfchecks) Boopsie Bowker (Library Anywhere) Brodart (Millennium

Acquisitions) Central Technology (self-checks) Evanced Solutions (Events, etc) Library Ideas (Freegal, Freading) OverDrive (3 consortia) TBS (MyPC, etc.)

Network Changes: How Can I Find Out More?

SWANTech website

Memos archived

Installer informati

onFAQ’s

RFID/Self Check Evaluation Currently assessing a self

check unit and RFID modules from Bibliotheca

Evaluation for the purpose of documentation and better support of future member library deployments

Looking to alternative vendors as well to ultimately establish a “petting zoo” of self check hardware here at Burr Ridge

Questions & DiscussionAaron Skog, aaron.skog@railslibraries.info