SDLC 1: Systems
Planning and Selection
Dania Bilal
IS 582
Spring 2008
Today’s Session
SDLC 1: System Selection
 Discuss business and library environments

– Project identification and selection
– Project initiation and planning

Do class activity from last week
SDLC Phase 1: Project
Identification
(Runs parallel with planning)
 Identify potential projects

– Reasons
 Replace or improve an existing system
 Make system more efficient, less costly to operate,
and/or use an existing system in a new
– Top-down (e.g., CEO) & bottom-up sources
(senior IS manager)
Project Identification

Rank projects based on merit
– Use criteria and ask questions such as
 To what extent does project X provide benefits or
value or help the organization meet its strategic
objectives and long-term goals?

Select project with highest rating, delay
project with lower rating, and/or reject
project.
Project Identification

In libraries, preparing or planning for
automation is a similar process.
– Automation committee assesses need for new
system, upgrade existing system, or use a
third party module to run with an existing
system
– Refer to Bilal, chapter 2 and class notes
Project Initiation
Definition of tasks and who will perform
them
 Size, scope, complexity of project
 Make assumptions about

– Potential problems
– Resource availability
Project Initiation

Assessment of tangible benefits
– Can be measured in dollars and with certainty
– Examples: error reduction, increased
productivity, increased efficiency

Assessment of intangible benefits
– Cannot be measured in dollars
– Examples: Convenient access from remote
locations, better access to resources
Project Initiation

Project costs
– Tangible cost
– Intangible costs
Students: provide an example of each.
Project Initiation

Feasibility assessment
– Technical
– Schedule
– Legal
– Political
Project Initiation

Documents
– To Justify need for information system
(Business Case document)
 Benefits, costs, feasibility, etc.
– Baseline Project Plan (BPP)
 System description, feasibility assessment,
management issues (see Valacich et al, p. 97)
Project Initiation

Business vs. library environment
– Business
 Activities performed to design and develop a
system
– Library
 Activities performed to acquire a system if
outsourcing or an open system is the option.
Library Environment: Selection
Process

After reviewing LJ article, LTR, and other
sources, and after consulting with
colleagues, etc.
– Identify six most suitable software packages
– Find evaluation of each package in Library
Technology Reports (latest issues) and other
sources
Library Environment: Selection
Process
– Acquire the latest demo for each package
from software vendor to preview, or review
package on the Web, if provided.
– Use each module in package
– Take notes and/or use a checklist and indicate
features you like, dislike.
– Identify lacking features
– Write down questions to ask of vendor or
software representative.
Library Environment: Selection
Process
Invite a sales rep. from each company for
a presentation of software.
 Again, take notes about strengths and
weaknesses of software.
 Ask questions and don’t be intimidated!

Library Environment: Selection
Process
Read literature (e.g., brochures) from each
company and identify further features
supported, hardware requirements, cost,
other services provided, etc.
 Meet as a Committee to discuss each
rep.’s presentation and compare notes.

Library Environment: Selection
Process

Explore types of software available
– Developed by vendor (turnkey)
– Open source
– Locally developed
– A mix of options

Assess benefits & pitfalls of each
Library Environment: Selection
Process
If outsourcing is the option

Narrow choices to 3 software packages

Class activity
– How will you narrow the packages to 3?
Library Environment: Selection
Process

Strengths of each module provided:
– Overall software capabilities (Web-based,
Windows-based, expandability, etc.)
– Compliance with latest standards
– Architecture and operating systems supported
(e.g., NT, Unix, Linux)
Library Environment: Selection
Process
Software update, documentation, training
and cost, maintenance and technical
support
 After gathering all information, develop a
Request for Information (RFI).
 Develop a Request for Proposal RFP).

Request for Proposal (RFP)
Develop one RFP with required and
desired specifications for the software.
 RFP describes needs and priorities

– Each vendor’s response to RFP provides basis
for comparing specifications and other
services software company provides
Organization of the RFP
Instructions to Vendor
 Introduction to the library
 Software specifications
 Hardware specifications
 Request for price quotation
 Notice of intent to respond

Organization of the RFP
Review the RFP before sending it
 Evaluate responses to the RFP from each
of the three vendors
 Rank RFPs
 Negotiate purchase of top-rated RFP

Legal/Contractual Agreement
Work (administrator higher in rank does this)
with an attorney about contract for securing
software selected
 Agreement details

– Schedule for software delivery, installation, testing,
and implementation
– Schedule for training personnel
– Vendor’s promise to deliver the package that meets
the specifications stipulated in the final RFP
Legal/Contractual Agreement
– Vendor’s comments or explanations about
certain specifications, rating of features, etc.
– Payment plan
 Consider paying in three installations: 1/3 upon
signing contract, 1/3 upon successful installation
and performance testing, and the rest upon
successful performance over time.
DO and Not DO!

See Bilal, pp. 43-44
– The Do Not Do List
– The Do List (key things to remember)
Sample RFPs and RFIs

Visit
– http://www.ilsr.com/sample.htm (Integrated
Library Systems Reports)
Vendors and Products

Visit these sites
– http://www.libinfo.com/vendors-systems.html
– http://www.librarytechnology.org/VENDsearch.pl?SID=20060215455505371&UID=&a
uth=
Business Environment

Create a Statement of Work
– Outlines goals, objectives, requirements
– Describes deliverables
– Indicates timeline for project completion
– Describes tasks and responsibilities and who
will perform them
– Other