selection.ppt

SDLC 1: Systems SDLC 1: Systems Planning and Planning and

SelectionSelection

Dania BilalDania Bilal

IS 582IS 582

Spring 2008Spring 2008

Today’s SessionToday’s Session

SDLC 1: System SelectionSDLC 1: System Selection Discuss business and library Discuss business and library

environmentsenvironments– Project identification and selectionProject identification and selection– Project initiation and planningProject initiation and planning

Do class activity from last weekDo class activity from last week

SDLC Phase 1: Project SDLC Phase 1: Project IdentificationIdentification

(Runs parallel with planning)(Runs parallel with planning) Identify potential projectsIdentify potential projects

– ReasonsReasons Replace or improve an existing systemReplace or improve an existing system Make system more efficient, less costly to Make system more efficient, less costly to

operate, and/or use an existing system in a operate, and/or use an existing system in a new new

– Top-down (e.g., CEO) & bottom-up Top-down (e.g., CEO) & bottom-up sources (senior IS manager)sources (senior IS manager)

Project IdentificationProject Identification

Rank projects based on meritRank projects based on merit– Use criteria and ask questions such asUse criteria and ask questions such as

To what extent does project X provide To what extent does project X provide benefits or value or help the organization benefits or value or help the organization meet its strategic objectives and long-term meet its strategic objectives and long-term goals?goals?

Select project with highest rating, Select project with highest rating, delay project with lower rating, delay project with lower rating, and/or reject project.and/or reject project.

Project IdentificationProject Identification

In libraries, preparing or planning for In libraries, preparing or planning for automation is a similar process.automation is a similar process.– Automation committee assesses need Automation committee assesses need

for new system, upgrade existing for new system, upgrade existing system, or use a third party module to system, or use a third party module to run with an existing system run with an existing system

– Refer to Bilal, chapter 2 and class notes Refer to Bilal, chapter 2 and class notes

Project Initiation Project Initiation

Definition of tasks and who will Definition of tasks and who will perform themperform them

Size, scope, complexity of project Size, scope, complexity of project Make assumptions aboutMake assumptions about

– Potential problemsPotential problems– Resource availabilityResource availability

Project InitiationProject Initiation

Assessment of tangible benefitsAssessment of tangible benefits– Can be measured in dollars and with Can be measured in dollars and with

certaintycertainty– Examples: error reduction, increased Examples: error reduction, increased

productivity, increased efficiencyproductivity, increased efficiency Assessment of intangible benefitsAssessment of intangible benefits

– Cannot be measured in dollarsCannot be measured in dollars– Examples: Convenient access from remote Examples: Convenient access from remote

locations, better access to resources locations, better access to resources


Project costsProject costs– Tangible costTangible cost– Intangible costsIntangible costs

Students: provide an example of each. Students: provide an example of each.


Feasibility assessmentFeasibility assessment– Technical Technical – ScheduleSchedule– LegalLegal– PoliticalPolitical


DocumentsDocuments– To Justify need for information system To Justify need for information system

(Business Case document)(Business Case document) Benefits, costs, feasibility, etc.Benefits, costs, feasibility, etc.

– Baseline Project Plan (BPP)Baseline Project Plan (BPP) System description, feasibility assessment, System description, feasibility assessment,

management issues (see Valacich et al, p. management issues (see Valacich et al, p. 97)97)


Business vs. library environmentBusiness vs. library environment– BusinessBusiness

Activities performed to design and develop a Activities performed to design and develop a systemsystem

– LibraryLibrary Activities performed to acquire a system if Activities performed to acquire a system if

outsourcing or an open system is the option.outsourcing or an open system is the option.

Library Environment: Selection Library Environment: Selection ProcessProcess

After reviewing LJ article, LTR, and After reviewing LJ article, LTR, and other sources, and after consulting other sources, and after consulting with colleagues, etc. with colleagues, etc. – Identify six most suitable software Identify six most suitable software

packages packages – Find evaluation of each package in Find evaluation of each package in

Library Technology ReportsLibrary Technology Reports (latest (latest issues) and other sourcesissues) and other sources


– Acquire the latest demo for each Acquire the latest demo for each package from software vendor to package from software vendor to preview, or review package on the Web, preview, or review package on the Web, if provided.if provided.

– Use each module in packageUse each module in package– Take notes and/or use a checklist and Take notes and/or use a checklist and

indicate features you like, dislike. indicate features you like, dislike. – Identify lacking featuresIdentify lacking features– Write down questions to ask of vendor Write down questions to ask of vendor

or software representative.or software representative.


Invite a sales rep. from each Invite a sales rep. from each company for a presentation of company for a presentation of software.software.

Again, take notes about strengths Again, take notes about strengths and weaknesses of software.and weaknesses of software.

Ask questions and don’t be Ask questions and don’t be intimidated!intimidated!

Library Environment: Selection Library Environment: Selection Process Process

Read literature (e.g., brochures) from Read literature (e.g., brochures) from each company and identify further each company and identify further features supported, hardware features supported, hardware requirements, cost, other services requirements, cost, other services provided, etc.provided, etc.

Meet as a Committee to discuss each Meet as a Committee to discuss each rep.’s presentation and compare rep.’s presentation and compare notes.notes.


Explore types of software availableExplore types of software available– Developed by vendor (turnkey)Developed by vendor (turnkey)– Open sourceOpen source– Locally developedLocally developed– A mix of optionsA mix of options

Assess benefits & pitfalls of eachAssess benefits & pitfalls of each


If outsourcing is the optionIf outsourcing is the option Narrow choices to Narrow choices to 33 software software

packagespackages

Class activityClass activity– How will you narrow the packages to 3? How will you narrow the packages to 3?

Library Environment: Selection Library Environment: Selection Process Process

Strengths of each module provided:Strengths of each module provided:– Overall software capabilities (Web-Overall software capabilities (Web-

based, Windows-based, expandability, based, Windows-based, expandability, etc.)etc.)

– Compliance with latest standardsCompliance with latest standards– Architecture and operating systems Architecture and operating systems

supported (e.g., NT, Unix, Linux)supported (e.g., NT, Unix, Linux)


Software update, documentation, Software update, documentation, training and cost, maintenance and training and cost, maintenance and technical supporttechnical support

After gathering all information, After gathering all information, develop a Request for Information develop a Request for Information (RFI).(RFI).

Develop a Request for Proposal RFP).Develop a Request for Proposal RFP).

Request for Proposal (RFP)Request for Proposal (RFP)

Develop Develop oneone RFP with required and RFP with required and desired specifications for the desired specifications for the software.software.

RFP describes needs and prioritiesRFP describes needs and priorities– Each vendor’s response to RFP provides Each vendor’s response to RFP provides

basis for comparing specifications and basis for comparing specifications and other services software company other services software company providesprovides

Organization of the RFP Organization of the RFP

Instructions to VendorInstructions to Vendor Introduction to the libraryIntroduction to the library Software specificationsSoftware specifications Hardware specificationsHardware specifications Request for price quotationRequest for price quotation Notice of intent to respondNotice of intent to respond

Organization of the RFPOrganization of the RFP

Review the RFP before sending itReview the RFP before sending it Evaluate responses to the RFP from Evaluate responses to the RFP from

each of the three vendors each of the three vendors Rank RFPsRank RFPs Negotiate purchase of top-rated RFPNegotiate purchase of top-rated RFP

Legal/Contractual Legal/Contractual Agreement Agreement

Work (administrator higher in rank does Work (administrator higher in rank does this) with an attorney about contract for this) with an attorney about contract for securing software selectedsecuring software selected

Agreement detailsAgreement details– Schedule for software delivery, installation, Schedule for software delivery, installation,

testing, and implementationtesting, and implementation– Schedule for training personnel Schedule for training personnel – Vendor’s promise to deliver the package that Vendor’s promise to deliver the package that

meets the specifications stipulated in the final meets the specifications stipulated in the final RFPRFP

Legal/Contractual Legal/Contractual AgreementAgreement

– Vendor’s comments or explanations Vendor’s comments or explanations about certain specifications, rating of about certain specifications, rating of features, etc.features, etc.

– Payment planPayment plan Consider paying in three installations: 1/3 Consider paying in three installations: 1/3

upon signing contract, 1/3 upon successful upon signing contract, 1/3 upon successful installation and performance testing, and installation and performance testing, and the rest upon successful performance over the rest upon successful performance over time.time.

DO and Not DO!DO and Not DO!

See Bilal, pp. 43-44 See Bilal, pp. 43-44

– The Do Not Do ListThe Do Not Do List– The Do List (key things to remember)The Do List (key things to remember)

Sample RFPs and RFIsSample RFPs and RFIs

VisitVisit– http://www.ilsr.com/sample.htmhttp://www.ilsr.com/sample.htm

(Integrated Library Systems Reports)(Integrated Library Systems Reports)

Vendors and ProductsVendors and Products

Visit these sitesVisit these sites– http://www.libinfo.com/vendors-systems.http://www.libinfo.com/vendors-systems.

htmlhtml– http://www.librarytechnology.org/VEND-http://www.librarytechnology.org/VEND-

search.pl?SIDsearch.pl?SID=20060215455505371&UID=&auth==20060215455505371&UID=&auth=

Business EnvironmentBusiness Environment

Create a Statement of WorkCreate a Statement of Work– Outlines goals, objectives, requirementsOutlines goals, objectives, requirements– Describes deliverablesDescribes deliverables– Indicates timeline for project completionIndicates timeline for project completion– Describes tasks and responsibilities and Describes tasks and responsibilities and

who will perform themwho will perform them– OtherOther