Re: Automation System Choice

[Sandy Scroggs <sandyscr@TENET.EDU>]

In response to Betty Dawn's posting, I am posting the time-line SAISD
librarians followed.

Time-line of the SAISD Y2K Librarians Task Force

The Y2K Librarian's Task Force has been meeting continually since September
1998.  The time-line below reflects the meetings and their focal point.

September 16, 1998 (3:45 p.m.)  Dr. Parlett (Technology Steward) and Jo
McCollum (Instructional Technology Director) met with the entire group of
librarians and explained the Y2K situation and impact on the libraries.
Software/hardware issues discussed.

September 30, 1998 (1:00 p.m.)  Jo McCollum and Y2K committee met with Alice
Rice to discuss Follett's solution/cost.  (Follett is our current automation
system)

October 26, 1998 (3:00 p.m.) Y2K committee met with Jo McCollum to discuss
costs and options other vendors offered

November 2, 1998 (3:00 p.m.) Jo McCollum and Y2K committee discussed
potential programs and how they met the needs of the district

November 9, 1998 (1:00p.m.) Jo McCollum and Y2K met to examine various
companies and discussed their suggestions for an RFP

November 18, 1998 (3:45 p.m.) all librarians met with Sheridan Moore
(library coordinator) for update on where the process was heading and asked
for potential vendor and software input.  Librarians expressed interest in
computer classes so they would be ready for new hardware/software.

December 9, 1998 (3:45 p.m.) Sheridan Moore, Jane Flood (SAISD Librarians'
Association president) and all librarians discussed status of vendor
inquiries, computer classes and potential software.  Assigned committee
members vendors to call for pricing.

December 11, 1998 (1:00 p.m.) Jo McCollum, Jeanne Martinez (Region 20) and
committee met to review our needs, wants, and set up an outline of areas to
be covered on the RFP

December 30, 1998 (9:00 a.m.) Sub-group of committee met to establish a
grading grid for software and examined potential companies and firmed up RFP
questions and issues.

January 12, 1999 (1:00 p.m.) Jo McCollum and committee reviewed and approved
RFP.  Discussed the type of delivery for the children: Web and LAN

January 20, 1999 (3:00 p.m.) Reviewed prices from vendors and discussed
viability of vendors; examined the concerns and issues related to switching
software vendors; discussed the upgrading or our records, exporting records
to TLC and importing records to a new system; and troubleshot other areas of
concern to committee members

February 9, 1999 RFPs sent to 43 vendors

February 10, 1999 (3:30 p.m.) Sylvia Martinez (substituting for Jo McCollum
who broke her arm in the line of duty) met with all librarians.  Discussed
RFP; Discussed and signed up for classes technology was offering; and
fielded questions and concerns for future changes in software.

February 17, 1999 the District received RFPs

February 19, 1999 (1:00 p.m.) Jo McCollum and Y2K committee examined and
ranked RFPs

February 22, 1999 (11:30 a.m.) Continued examining and ranking of RFPs;
selected vendors which were most suitable to the District's needs; committee
members assigned to call and talk to librarians currently using the systems
February 22, 1999 (3:30) All librarians brought up to date on the selection
process as well as how the demos were to run.  Questions and concerns were
addressed.

February 22, 1999 Jo McCollum and Y2K committee: firmed up the selection of
vendors; discussed rotation of 73 librarians through 3 or 4 vendors; and
discussed time-line and deadlines.

February 25, 1999 (3:00 p.m.) Jo McCollum and Y2K committee firmed up the
how the demos would look.

March 4 & 5, 1999 (7:00a.m. - 5:00p.m.) All librarians attended demos. Y2K
committee met before and after presentations.  Discussed problems and
potential solutions concerning the vendor chosen by librarians as their most
preferred.

March 8, 1999 (3:30 p.m.) Vendor, Sheridan Moore , Networking and Y2K
committee viewed Novell installation and demo by primary vendor under
consideration

March 9, 1999 (8:00 a.m.) Sheridan Moore, Jo McCollum and Y2K committee
finalized the conclusion to the software selection process.

March 29, 1999  (5:30 p.m.)  Dr. Parlett, Jo McCollum, Sheridan Moore, Y2K
committee and librarians attended the board meeting to show support for
board approval.  Board accepted selection.

April 6, 1999 (3:00 p.m.) Jo McCollum and Y2K meet to discuss implementation
schedule of conversions to get all schools up by August.

Sandy Scroggs  sandyscr@tenet.edu  San Antonio, TX

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