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Library Management System Evaluation Committee
LMS Meeting Notes, 4/21/97
Diane Hillmann chaired the meeting in Lynne's absence. Some discussion ensued of how to make sure eveyone feels involved in the selection process. Everyone was reminded to look at the web site for the LMS evaluation committee (http://www.library.cornell.edu/staffweb/LMScomm/LMS.html) and to pass along the URL so that all of CUL can view the progress of the committee's work. To this website will be added the technical requirements that were used in selecting vendors for demonstrations. The rest of the meeting was devoted to reviewing the schedule Lynne prepared and assigning dates for phases 2 and 3 with some minor additions to phase 1. There will be some overlap in activities taking place in 1997.
The installation very much depends upon the system we choose but all agreed the main concerns include:
- Data Conversion and Database testing
- Staff Training (for new system as well as Windows training)
- Equipment needs (upgrading hardware)
- Workflow changes
Phase 1
Steering Committee Tasks
- Appoint Evaluation Committee - Jan 97
- Review Project Specifications - Apr 97
- Produce Project Schedule - May 97
- Issue RFP- Jun 97
- Produce Tentative Budget - June 97
- Review Reccomendations from Evaluation Process - Nov 97
- Select Vendor of System - Nov 97
- Negotiate Contract - Dec 97
Evaluation Committee Tasks
- Review market place
- Meet vendors at ALA - Feb 97
- Collect Information - Ongoing
- Produce Specifications
- Form Functional Sub-Committees 2/97
- Review Requirements - Feb 97
- Write System Specifications - Mar 97
- Develop Set of Vendor Questions - Mar 97
- Develop RFP
- Specifications reviewed by Library Staff - Apr 97
- Write RFP - May 97
- Send RFP to Steering Committee - Jun 97
- Review Responses to RFP - Jul, Aug 97
- Invite vendors to Ithaca - Sep 97
- Evaluate Vendor Products Systems
- Discuss Vendor Plans
- Produce written report
- Decide on Finalists - October 97
- Check References
- Invite vendor for extended visit
- Visit customer sites
- Recommend Vendor to Steering Committee - Nov 97
Phase 2
Implementation Planning (beginning in January 1998)
- Develop Functional Implementation Plan Jan-Mar 1998
- Hire vendor for preliminary training
- Develop list of implementation issues
- Recommendations on installation parameters and workflow to Steering Committee
- Begin Data Conversion Specification April-May 1998
- Understand database structure of new system
- Map current data to new one
- Plan for timed data (acquisitions, circ)
- Develop test plan for each module June-July 1998
- List the functionality of each module
- Design a condition that will verify its performance
- Plan for appropriate data to be in test database
- Prepare Physical Site July 1998-August 1998
- Order Server Hardware
- Order Network upgrades as needed
- Order necessary workstations
- Develop data conversion routines(LTD)
- Develop a training plan and Documentation Sept - Oct 1998
- Designate teachers
- Send teachers to vendor training
- Arrange a training schedule
Phase 3
Installation/Implementation
- Install Infrastructure Sept - Dec 1998
- Install server equipment
- Install operating systems
- Test hardware
- Install New Software Sept - Dec 1998
- Install all vendor supplied software
- Install database management system
- Install Test database
- Install client workstations Sept - Dec 1998
- Install networks, hardware and software
- Begin functional test Sept - Dec 1998
- Enable staff to use system
- Run through test plan, test data
- Stress testing
- Begin testing data conversion Sept - Dec 1998
- Add data
- Continue with test plan
- Stress test
- Continue testing (and some data conversion) Jan - May 1999
- Teach staff Jan - May 1999
- Teach use of new workstations
- Teach use of new software
- Cutover to new system June 1, 1999
- Convert CUL databases
- Remove NOTIS LMS
Recorder: Susan Currie
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rev. 5/9/97 dih