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Library Management System Evaluation Committee

LMS Meeting Notes, 3/17/97

The 3/10/97 Minutes were approved.

1) Lynne discussed her presentation to the Public Services Group:

• Organization
  • Steering Committee
  • Evaluation Committee
  • Functional Review Committees
• Process - Three Phases
  • Selection
  • Installation
  • Implementation
• Time Frame
  • Installation and Implementing - 12 months
  • Selection - Began in January 97
  • Need for a summer implementation
• Selection Phase
  • Appointment of Committees
  • Development of Requirements
  • Visit Vendors at ALA
  • Research Installed Sites as feasible
  • Invite Vendors to Ithaca
  • Comparison of Selection Process
    • Invite colleagues to spend a day - One who has finished, one in process?
    • Professional presentation to all
    • Private meeting with Steering Committee
  • Status Report
    • Committees in place and working
    • Requirements expected by end of month
    • ALA visits - 7 vendors
    • Invitations going out for 2 day visits

    2) Review of Steering committee meeting
    Purchasing should be viewed as a resource. Vendors can come in before the RFP is complete. OK to send draft of requirements to vendors. RFP process is somewhat negotiable. The Steering Committee is ready to hear each functional group make it's case for their needs. Is June the only right time for an installation? Funding is an issue. Technology vs Funding. It's appropriate to limit number of vendors brought to campus if it is done based on a set of criteria consistantly applied to all of the potential vendors.

    3) Selection / Exclusion criteria of Vendors.
    Lynne will share the selection criteria that was arrived at with the Steering Committee. A vendor will be invited if it's product meets the following criteria:

    • Complete set of modules
    • Adherence to standards
    • Web interface
    • Character set (US MARC migrating to Unicode)
    • 3 tier Client Server Architecture

    4) A draft of the RFP is needed by March 31. Steering Committee will work with Purchasing.

    5) The "Why a new LMS" document is to be revisted, so that it can be shared on CU-Lib. It needs to be made trim, punchy and concise. It should include mainframe expense issues.

    Recorder: Nancy VanOrman

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