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This guide provides essential knowledge for preparing for automation, including evaluating and selecting an automated system, understanding software and hardware terminology, and identifying the functional specifications of various modules.
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Preparing for Automation Dr. Dania Bilal IS 582 Spring 2007
What do you need to know? • Evaluation, selection, and purchase of an automated system • Software and hardware terminology • Modules and their functions • Functional specifications of various modules
What do you need to know? • Users’ of the proposed system • Staff, faculty, students • Mission, goals, objectives of the agency/library • 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 • Pitfalls you will need to deal with • Impact automation may have on users • How staff will deal with change, for example? • User studies about automation
What do you need to know? • Sources for finding software companies • Software available for your agency/library • Profile of software companies, example: • Products offered • Product development • Future trends • Financial stability
Knowledge Acquisition • Read about library automation • Consult Library Journal April 1 issue on Automated System Marketplace. The 2006 is available at http://www.libraryjournal.com/article/CA6321189.html • Find reviews of specific software in Library Technology Reports
Knowledge Acquisition • Learn from colleagues • Listservs • On-site visits • Visit conference exhibits • Attend vendor showcase or product overview at the conference • Check Web sites of potential software vendors
Knowledge Acquisition • Request product catalogs • Obtain information about the vendors’ financial stability, reliability, and experience in automation. • Invite potential vendors for on-site demos • Use software at neighborhood libraries
Quick Needs Assessment • Get a feel about proposed automation project • Staff concerns • Coping with change, job security, etc. • User concerns • Coping with change, training, etc.
Advisory Committee • Who should serve on the Committee? • 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
Function Analysis • Typical functions: • Circulation, Cataloging, and Information service • Analyze the tasks in each function • determine how automating it would save time, increase accuracy and productivity
Data Gathering • Collect quantitative data about each function in order to • justify the automation of each function • set priorities for automating various functions • phase in automated functions, as needed
Data Gathering Schemes • Interpretation of collected data • Identify tasks that are least productive • Identify tasks that are most productive, labor-intensive, and time-consuming • Identify tasks that result in inaccuracy and inefficiency
Cost Estimate • Software • Hardware • Supplies • Personnel cost • On-going expenses • Other expenses?
Activity • Using pp. 14-17 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.