1. Thinking of changing your Library Management System?
The drivers, themes and the timeline – 10 mins
Generating questions - 15 mins
Panel Q & A – 35 mins
Mike Aynsworth, Scholarly Systems Manager
Heather McBryde-Wilding, Head of Service Development
George Dimmock, Head of Academic Services
Christine Dale, Collections Manager
Janet Milner, Metadata Manager
Cleo Cameron, Information Assistant
MC: Kate Coulson, Head of CfAP

2. Drivers & Themes Current contract New Generation Systems Opportunities
Contract for current library management system was due to expire July 2015
Current contract
Cloud/ Software as a Service (SaaS), discovery integration, Electronic Resource Management, improved analytics
New Generation Systems
An opportunity to source a system that could better meet our needs
Opportunities
Legal and bureaucratic
Procedural Issues
Data cleansing and data migration
Integration
Technical & Housekeeping
Staff consultation and communication
Library policy implications
Change Management

3. Stage 1: Scoping Feb 2014 March 2014 May 2014 July 2014
Establishing stakeholders
Feb 2014
Vendor visits to the UN with stakeholders
Intota, OCLC, PFS Europe (Koha), Ex Libris Alma, Capita Alto, Innovative Sierra
March 2014
Library Road Trip
Sheffield – Alma; Bedfordshire – Sierra; Staffordshire – Koha; City – Sierra
May 2014
Notice to current supplier. Contract due to expire July 2015.
July 2014

4. Stage 2: Drawing up the tender
Drew up tender specification
Consultation with teams within LLS
June – Aug 2014
Notice given to current vendor
July 2014
Final version of tender
August 2014
Tender delayed so University lawyers could ensure the tender did not exhibit vendor bias and was clear on requirements
Sept 2014

5. Stage 3: Out to tender Nov 2014 Dec 2014 Early-Jan 2015 Late-Jan 2015
Out to tender via the Official Journal of the European Union (OJEU)
5-6 weeks for the tender process
Nov 2014
Scoring the tender responses
Further interviews with vendors
Rescoring the responses
Dec 2014
Decision announced first week in January
Letters issued to vendors online via In-tend
Early-Jan 2015
10 day standstill period when vendors can challenge the decision
Not contested. Sierra announced as winner.
Late-Jan 2015

6. Stage 4: Implementation
One month working out contract details with procurement, lawyers and IT
Feb 2015
First project meeting with Sierra (Innovative)
March 2015
12 training and implementation sessions and weekly project meetings with stakeholders
May – July 2015
Went live on 1 August 2015
Staff training rolled out to the wider staff group
August 2015

7. Stage 5: Post-implementation
Weekly project meetings
Book ordering workflows enabled
Aug – Oct 2015
Ironing out issues with holds
Sept 2015
Ironing out issues with fines, reservations and with book ordering workflows
Autumn 2015
Setting up the Electronic Resource Management System
Spring 2016