Radio Frequency Identification The next thing…

Some definitions Self service –Patrons checking material in and / or out themselves either using barcode or RFID Radio frequency identification (RFID) –A technology that uses radio waves to uniquely identify an object Does not require direct contact or line of sight Several objects can be identified at the same time Information can be uploaded on the tag

Patron self checkout - barcode Items checked out without staff assistance Items scanned and the library’s database is updated Patron receives a receipt with titles and due date of return

Patron self check in - barcode Items can be checked in by borrowers using the same machine Advantage is that borrowers receive a receipt listing all items that have been returned Borrowers are requested to place returned items on designated shelves

Patron self checkout - RFID Items checked out without staff assistance Materials are put on a desk top device that scans the information and updates the library’s database No line of sight or contact required Multiple items can be scanned at once

Patron self checkin - RFID 1. Checkin using Selfcheck units and sort onto shelves 2. Automatic book return –Scans items as they are placed through the chute –Connected with sorters at the back end –Return station takes item off patron’s card, issues a receipt and reactivates the security function

Inventory scanner - RFID Portable scanner passed along the shelves for various wireless reading functions –Shelf reading –Searching for items on hold or listed as missing

Security gates - RFID Intelligent gates identify which item has not been checked out Saves time and embarrassment

RFID tag Core of the system Fixed onto library item Stores information – eg barcode One single label for security and circulation Australian standard being developed

Building the business case 1.Project purpose 2.Benefits 3.In scope / out of scope 4.Value profile –Cost benefit analysis –Project budget 5.Timeframe

1. Project purpose The purpose of this project is to make circulation easy, quick and safe Self service will provide the tools for staff to achieve the outcomes of the strategic plan RFID enables the rapid and easy adoption of self service

This project is required because of: High circulation Manual handling issues Achieving the strategic direction of the library service Security for the collection Future proofs the library service

2. Benefits Reduction in staff time spent on low value transactions Improved security for collections Reduction in manual handling Ability to provide more programs and events in libraries

3. In scope / out of scope What’s included Planning selection procurement and implementation of RFID application Retrospective tagging of existing collection What’s not included Automated returns & sorting bins Extensive building alterations

4. Value profile 1. Cost benefit analysis What assumptions are you making about financing the project? –Borrowing the funds, one off grant, renting, leasing –Don’t forget depreciation

Cost benefit analysis cont… Bankable benefits: –Equipment savings (eg proloc cases, less pcs, barcode scanners) –Staff Non bankable benefits: –Security of stock (no of missing items per year) –(Staff doing more productive work) –(Growing business – staff saved)

Cost benefit analysis cont… Costs: –Retrospective tagging Labour –Consultancy –Furniture modifications –Equipment Self check units Staff units Gates Handheld scanners Automated returns / sorting bins

Cost benefit analysis cont… Recurrent costs –Tags for new items –Depreciation –Maintenance –Licensing –Principle and Interest on loan

Total cost benefit Project costs + recurrent costs – project benefits = total cost benefit over life of project 5 years / 10 years

Project budget Factor in finance Leave out unbankable benefits = whole of life costs arising from project

5. Timeframe Concept brief Initial business case EOI Finalised business case Selective tender Vendor demonstrations on live LMS Choose vendor

Detailed project management plan Risk management plan Intention to borrow Change management plan Start tagging collections Rollout of self service units to branches

What is it going to look like? Diamond Valley –3 self checkouts –3 staff units –1 handheld device –Gates

Resource implications Project management Change management –Transformational change Retrospective tagging

For further information: Bertelsmann Foundation’s International Network of Public Libraries –Research report by Holt, Ingemann Larsen and van Vlimmeren : Customer self service in the hybrid library, 2002 –Implementation report by Mackenzie and van Vlimmeren, 2004

Critical success factors Set clear goals and communicate them Establish numerical targets for self service Location of self service units Make self service convenient Make it fool proof Instruct and guide patrons Staff advocacy and attitude Impact on work processes Theft protection Costs

Conclusion RFID is a proven technology It will achieve significant business efficiencies for reasonable cost Not expected that costs will come down much It’s the future of libraries and by adopting it now you will reap maximum benefits