Preparing for Automation Dr. Dania Bilal IS 582 Spring 2007

What do you need to know? Evaluation, selection, and purchase of an automated system Evaluation, selection, and purchase of an automated system Software and hardware terminology Software and hardware terminology Modules and their functions Modules and their functions Functional specifications of various modules Functional specifications of various modules

What do you need to know? Users’ of the proposed system Users’ of the proposed system Staff, faculty, students Staff, faculty, students Mission, goals, objectives of the agency/library Mission, goals, objectives of the agency/library How will automation relate to these goals and objectives and could it achieve How will automation relate to these goals and objectives and could it achieve

What do you need to know? Benefits automation will bring to the agency/library and its users Benefits automation will bring to the agency/library and its users Pitfalls you will need to deal with Pitfalls you will need to deal with Impact automation may have on users Impact automation may have on users How staff will deal with change, for example? How staff will deal with change, for example? User studies about automation User studies about automation

What do you need to know? Sources for finding software companies Sources for finding software companies Software available for your agency/library Software available for your agency/library Profile of software companies, example: Profile of software companies, example: Products offered Products offered Product development Product development Future trends Future trends Financial stability Financial stability

Knowledge Acquisition Read about library automation Read about library automation Consult Library Journal April 1 issue on Automated System Marketplace. The 2006 is available at html Consult Library Journal April 1 issue on Automated System Marketplace. The 2006 is available at html html html Find reviews of specific software in Library Technology Reports Find reviews of specific software in Library Technology Reports

Knowledge Acquisition Learn from colleagues Learn from colleagues Listservs Listservs On-site visits On-site visits Visit conference exhibits Visit conference exhibits Attend vendor showcase or product overview at the conference Attend vendor showcase or product overview at the conference Check Web sites of potential software vendors Check Web sites of potential software vendors

Knowledge Acquisition Request product catalogs Request product catalogs Obtain information about the vendors’ financial stability, reliability, and experience in automation. Obtain information about the vendors’ financial stability, reliability, and experience in automation. Invite potential vendors for on-site demos Invite potential vendors for on-site demos Use software at neighborhood libraries Use software at neighborhood libraries

Quick Needs Assessment Get a feel about proposed automation project Get a feel about proposed automation project Staff concerns Staff concerns Coping with change, job security, etc. Coping with change, job security, etc. User concerns User concerns Coping with change, training, etc. Coping with change, training, etc.

Advisory Committee Who should serve on the Committee? Who should serve on the Committee? Project director plans and coordinates the automation project from initiation to completion Project director plans and coordinates the automation project from initiation to completion Project director and top administrators make the final decision about system selection & purchase Project director and top administrators make the final decision about system selection & purchase

Function Analysis Typical functions: Typical functions: Circulation, Cataloging, and Information service Circulation, Cataloging, and Information service Analyze the tasks in each function Analyze the tasks in each function determine how automating it would save time, increase accuracy and productivity determine how automating it would save time, increase accuracy and productivity

Data Gathering Collect quantitative data about each function in order to Collect quantitative data about each function in order to justify the automation of each function justify the automation of each function set priorities for automating various functions set priorities for automating various functions phase in automated functions, as needed phase in automated functions, as needed

Data Gathering Schemes Interpretation of collected data Interpretation of collected data Identify tasks that are least productive Identify tasks that are least productive Identify tasks that are most productive, labor- intensive, and time-consuming Identify tasks that are most productive, labor- intensive, and time-consuming Identify tasks that result in inaccuracy and inefficiency Identify tasks that result in inaccuracy and inefficiency

Cost Estimate Software Software Hardware Hardware Supplies Supplies Personnel cost Personnel cost On-going expenses On-going expenses Other expenses? Other expenses?

Activity Using pp in Bilal’s text, do a diagram either for the cataloging or acquisitions function in a non-automated and automated environment. Using pp in Bilal’s text, do a diagram either for the cataloging or acquisitions function in a non-automated and automated environment. This is a group activity. This is a group activity.