SWAN Update

1. SWAN Committee of the Whole Midlothian Public Library Presented by Aaron Skog, SWAN Executive Director November 12, 2013 SWAN Update

2. Today’s Topics • Introductions • FY15 SWAN Budget & Fees • RAILS Update • Jane Plass, RAILS Associate Executive Director • Mark Hatch, RAILS Delivery & Facilities Director • RAILS Consortia Committee Update • ILS Committee Update • Board Special Election • Network Changes Update • Millennium R2011 1.5 Upgrade

3. SWAN FY15 Budget • 20 page packet • Introduction • SWAN Reserve Cash Worksheet • SWAN Budget • Membership Fees • Governance Groups • eRead Illinois Costs • Discussion

4. Pinnacle Library Cooperative (6 libraries) RiverShare (20 libraries: 12 Iowa, 8 Illinois) I-Share: CARLI (128 governing, 17 affiliate libraries) RSA, NFP (LLSAP, 74 full members + 51 basic online) Northern Illinois Cooperative: NIC (8 libraries) Rock River Library Consortium (7 libraries) LINKin (6 libraries)

5. ILS Search Update • Why are we doing this? • Our selection process • ILS Committee formed in November 2012 • Membership survey • Research conducted • Issue Request for Proposals (RFP) • RFP outlines process to vendors • Scoring Criteria • Timeline

6. Scoring Criteria: SWAN RFP

7. ILS Search Update • 5 Proposals received: • Equinox • Innovative • Polaris • SirsiDynix • VTLS • All posted online as Member’s Only documents • See “ILS Search” menu from SWAN website

8. ILS Search Update • 7 Task Force Groups formed • CHAIR: library member • LIAISON: ILS Committee member • REPS: self-nominated & selected by ILS Committee • Purpose of the Task Force Groups • Understand RFP Questions • Draft ILS Demonstration Questions • Attend October Demos • After Demos, Make a Selected Vendor Recommendation to SWAN ILS Committee

9. ILS Selection & Task Force Groups • Task Force Groups • 9 SWAN Staff • 6 Library Directors • 35 Library Staff • Total 50 people!

10. ILS Search Update • Phase one scoring completed • 16 Criteria outlined in RFP • Invitation for software demonstrations • Equinox • SirsiDynix • VTLS • Next steps

11. ILS Search Update • Task Force Groups reporting on: • “List of Follow-Up Questions for Vendor” • “List of Questions for References (Libraries using this Vendor)” • “Problems or Concerns with the proposed Vendor’s ILS” • “List of Desired Changes to the proposed ILS” • “List of Policy Issues for use of the proposed ILS”

12. ILS Search Update • ILS Committee Checking References • Calling customers • Migration experience • Ongoing development • Customer service

13. ILS Search Update • RBFO • Committee will issue “Request for Best & Final Offer” • Revised costs • Written questions from task force groups • Phase two scoring • Finalist selected • Contract Negotiations

14. ILS Search Update • Guidelines Reminder for All SWAN Libraries: • 5 Proposals posted on SWAN website • Do not share with anyone outside your library • If any vendors contact you or ask questions, refer to Aaron Skog • Avoid bias or giving a vendor a “leg up” • Past tactics for consortia include letters from current vendor, out-of-the-blue phone calls

15. ILS Search Update Our ILS search consulting Rob McGee (of RMG Consulting) has stated that the procurement process has not been completed so that we should not release the scores at this point in time. The ILS Committee also agreed with that recommendation to not share the scoring at this stage as it could imply a front runner status. The scoring process was completed by the Committee with a unanimous decision for each criterion. The second phase, as stated more fully in the RFP, involves revising the scores based on updated information from the demos, reference checks and reviewing recommendations from task force groups. The Committee cannot make the scoring available until a contract has been awarded.

16. ILS Search Update • Questions on process? • When does SWAN migrate? • What would training look like?

17. Network Changes • Memo #1: Introduction & Overview of project, goals, new email list of IT contacts shared • Memo #2: New Millennium installer • Memo #3:Email List Migration • Memo #4:New SWAN Website URLs

18. Network Migration Progress • Memo #4: URL/Domain Name Transition • 95% Completion • Final cutover scheduled in upcoming weeks • Visitors to MLS domain websites will be greeted with redirection page • 3rd party vendors are being contacted with migration information to ensure a smooth transition

19. Network Migration Progress • Memo #5: Member Library Email Aliases

20. Network Migration Progress • Memo #6: 3rd party access • SSL Patron API • SIP2 connections • Fines Payment API • Item Status API • Vendors Contacted by SWAN: • 3M • Baker & Taylor (Axis 360) • BiblioTheca (ITGselfchecks) • Boopsie • Bowker (Library Anywhere) • Brodart (Millennium Acquisitions) • Central Technology (self-checks) • Evanced Solutions (Events, etc) • Library Ideas (Freegal, Freading) • OverDrive (3 consortia) • TBS (MyPC, etc.)

21. Network Changes: How Can I Find Out More?

22. RFID/Self Check Evaluation • Currently assessing a self check unit and RFID modules from Bibliotheca • Evaluation for the purpose of documentation and better support of future member library deployments • Looking to alternative vendors as well to ultimately establish a “petting zoo” of self check hardware here at Burr Ridge

23. Questions & Discussion Aaron Skog, aaron.skog@railslibraries.info