1. Presented by members of the ILS Evaluation Lead Team
2017 ILS Evaluation Report
Presented by members of the ILS Evaluation Lead Team
Thursday, March 15, 2018
Verona Public Library

2. Individual Work Group Reports

3. Tracy Herold and Susan Lee
Acquisitions
Tracy Herold and Susan Lee
1st choice: Polaris
2nd choice: SirsiDynix
3rd choice: Bibliovation
Polaris and SirsiDynix: Robust customization, audit trail, good reports; web-based software is not ready
Bibliovation: Fully web-based, but not as fully developed as we would like; development is in testing
It should be noted that far fewer staff use Get It Acquisitions than other modules, so the benefits and shortcomings of this module have a limited effect.

4. Cataloging
Tina Maes
Polaris
Pros: Quick link to PAC view from entry screen; templates make linking easier; can view entire MARC record on single screen
Cons: Non-MARC labels, client-based licensing
SirsiDynix
Pros: Can turn MARC labels on/off in Symphony, can view entire record on single screen
Cons: different software functionality; client-based licensing; linking not clearly demonstrated
Bibliovation
Pros: Can view entire record on a single screen; staff are used to set up; less training required.
Cons: No demo for linking; missing some development, complete product not in production
Overall, Cataloging preferred Polaris first, SirsiDynix second, and Bibliovation third. Note that while cataloging and technical services affect all of us, these departments have the fewest staff and are not connected directly to public services staff and patrons

5. Circulation
Angela Noel
Ease of check-in/check-out and ease of paying for and documenting financial transactions were top priorities.
No ILS fully met library needs
Polaris and SirsiDynix products are not fully web-based at this time.
Circulation Workgroup recommends moving toward Bibliovation

6. PAC/Discovery
Nick Studnicka
All three PACs are fairly well developed—any of them could work for patrons and be an improvement over the current PAC.
No clear winner—all included some good features and lacked some features
Committee felt that Polaris and SirsiDynix are the top two choices with Bibliovation a close third
Because none of the products blew the others away, committee recommends PAC not be a deciding factor

7. Reports
Heidi Cox
Polaris: Over 270 pre-written reports; permissions for different staff levels; reports can be scheduled and delivered by .
SirsiDynix: Over 700 pre-written reports with 80 in BLUEcloud; permissions for different staff levels
The Reports workgroup prefers Polaris with SirsiDynix as a second choice. Bibliovation’s report module development lags behind both of the other vendors.

8. Serials Polaris: Pros include batch option for changing issue status.
Larry Oathout
Polaris:
Pros include batch option for changing issue status.
Cons include lack of centralized publication patterns
SirsiDynix:
Pros include auto switch from non-circulating to circulating after X amount of days.
Cons include issue line not being deleted when item record is.
Bibliovation: Screenshots only. Serials still in development.

9. SCLS ILS System Administration
Heidi Oliverson and Amy Gannaway
Staff could work with any of the vendor/software packages
Polaris and SirsiDynix: Extensive documentation, not fully web-based
Bibliovation: Fully web-based, sparse documentation

10. SCLS Database Authentication
Vicki Teal Lovely
Polaris rated highest, SirsiDynix second, and Bibliovation third
Polaris
Pros: Built-in authentication module with support for multiple authentication methods; unlimited SIP connections with detailed statistics
Cons: Authentication does not use PSTATs
SirsiDynix
Pros: API partnerships with some vendors such as Ebsco; unlimited SIP connections; some statistics
Cons: They do not have built-in authentication; authentication does not use PSTATs
Bibliovation
Pros: After setup, unlimited SIP connections; APIs with third party vendors; authentication based on PSTATs
Cons: No authentication modules; setup fees per SIP connection; no statistics

11. SCLS Reports System Administration
Vicki Teal Lovely
It was difficult to rank the vendors because there were major differences in the pros and cons for each
Polaris:
Pros: Transaction tables store detailed information; no data drift; temp table usage
Cons: No data dashboard; financial transactions do not follow standard accounting procedures
SirsiDynix:
Pros: Includes a lot of “canned” reports; BLUEcloud interface has dashboard
Cons: BLUEcloud has 1 day lag; BLUEcloud is still in development
Bibliovation:
Pros: Financial transactions follow standard accounting practices; custom reports stored until deleted; separate reports server to prevent general response time issues.
Cons: Data drift; not many “canned” reports; no dashboard

12. SCLS Technology Support
Vicki Teal Lovely
Technology staff could work with any of these vendors and software packages. Moving to Polaris or SirsiDynix would require a restructuring of technology support for the ILS. Overall, ranking would be Bibliovation first, SirsiDynix second, and Polaris third.
Polaris
Pros: The web-based software does not require a client
Cons: Licensing on Polaris causes the most concern as all devices must be logged requiring constant upkeep; logins require that staff know their Active Directory logins

13. SCLS Technology Support
Vicki Teal Lovely
SirsiDynix
Pros: There is very little system administration responsibility; SirsiDynix has their own E-commerce solution
Cons: They are in a state of flux with a true web-based software solution
Bibliovation
Pros: There is very little system administration responsibility; full web-based software; stable hosting solution in the Amazon cloud
Cons: Supporting print functions is not optimal; occasionally frustrated with communication with vendor (though it has improved)

14. Final Recommendation

15. Big Picture Considerations
Wendy Rawson
Neither Polaris nor SirsiDynix are fully web-based
Both Polaris and SirsiDynix used staff licenses for pricing
SirsiDynix interface requires additional mouse “clicks”
Concerns that Polaris circulation functions may impede patron interaction
While the Technical Services Work Group preferred Polaris, there is recognition that this functionality affects fewer patrons and staff.

16. Big Picture Considerations
Wendy Rawson
Managing logins and device access in Polaris would be a major change for SCLS Technology Support Staff
A move to Bibliovation would require less staff training time and a substantially easier data migration. Moving to another ILS would increase staff time and training costs.
Migrating to another ILS that has some improvements but also known deficiencies does not seem worth the cost

17. Big Picture Considerations
Wendy Rawson
LibLime Koha Circulation module has been developed to function in a way that meets SCLS library needs. It seems worth staying to see if the Technical Services module and Patron Interface improve as well
If the decision is to stay with LibLime and move to Bibliovation, SCLS will negotiate contract amendments and require that a certain amount of development time happen each year.

18. Cost
Vicki Teal Lovely
Costs were not considered in individual workgroup recommendation decisions
Overall, costs are estimates as some additional evaluation is needed to assure comparable products meet our needs; including third party support products (i.e., authority control, PAC enriched content, etc.)
SirsiDynix Bibliovation Polaris
$17,000 less same as current cost $145,000 and above
than current costs; (no migration fee) current costs; does not
Heavily discounted; include migration fee;
Does not include Would negotiate further
migration fee

19. ILS Lead Group Recommendation
Wendy Rawson
Despite having some desired features, in their current state neither Polaris or SirsiDynix present significant steps forward for SCLS members and patrons. Therefore, we recommend staying with LibLime Koha and moving to Bibliovation within the next 18 months. If, after 18 months, we have not migrated or if, after migrating, there are not significant improvements in Technical Services and/or Patron interfaces, this decision can be re-evaluated by contacting vendors and customers for an update on progress toward web-based software.

20. Tentative Migration Timeline
Vicki Teal Lovely
Now – Summer 2018: Test new development
Fall 2018: Setup, migration testing, documentation, training
Early 2019: Go live on Bibliovation

21. March 16 – April 30, 2018 Voting Period
Vicki Teal Lovely
March 16 – April 30, 2018
Yes = accept ILS Committee’s recommendation
No = process starts anew