UALC Library Management System Project - DRAFT

A proposal to upgrade the automated library systems (ALS) in all state and private academic institutions in Utah. Project funding for state institutions is being requested through the Higher Education Technology Initiative as part of the LIBNET budget.

UALC LIBRARY MANAGEMENT SYSTEM PROJECT EXECUTIVE SUMMARY DRAFT - December 15, 1994 Introduction Following is an overview of the Utah Academic Library Consortium *> (UALC) proposal to upgrade the automated library systems (ALS) in all state and private academic institutions in Utah. Project funding for state instiututions is being requested through the Higher Education Technology Initiative as part of the LIBNET budget. Project Background The Utah Academic Library Consortium formerly UCLC (Utah College Library Council) was established over twenty years ago and consists of all public and private academic libraries in accredited instituions of higher education in the State of Utah. The purpose of UALC is to cooperate in continually improving the availability and delivery of library and information services to the higher education community and to the State of Utah. Over the past several years, UALC efforts have focused on: Maximizing limited resources through cost-effective sharing of electronic resources statewide Maximizing information delivery through shared use of technology and human resources statewide Successful examples of UALC cooperative efforts include: Providing electronic access to Wilson and UMI periodicals indexes that support undergraduate and graduate studies as well as faculty research Providing electronic full-text access to the articles appearing in over 400 core, undergraduate journals As a result of these two cooperative projects, which were funded as part of the LIBNET budget, access to essential academic resources has improved significantly for students and faculty throughout the state and individual libaries have realized substantial cost savings. UALC's request for funding to continue statewide contracts to the *> Wilson Indexes and full-text databases and to begin a three year project to upgrade library systems is included in the LIBNET 1995/96 Budget Proposal. Problem Statement: Factors contributing to the need for a new generation automated library system (ALS) for Utah's academic libraries include: College and university libraries in Utah currently operate on two distinct, first generation, automated library systems - NOTIS and Dynix. Disparate systems restrict student and faculty access to library resources held by sister institutions and impede the effective utilization of shared electronic resources. Hardware supporting the ALS at some institutions is reaching the end of its useful life and must be replaced within the next two years. Systems based on what is known as open architecture and client/server hardware appears to offer exceptional performance at a lower cost than existing mainframes. Much of the software design in the current systems is over a decade old and does not meet current and future needs. Existing ALS software does not provide easy access to scholarly resources found on the Internet and cannot deliver multimedia to student and faculty computer workstations. The outdated software does not allow for optimum automation of library operations. Objective: The project will improve library support of higher education in Utah by installing a new generation automated library system or systems in all academic libraries in the state that will better facilitate resource sharing and electronic access by students and faculty to resoures held within the state and available across the Internet. Benefits: Students and faculty at every institution will utilize the same system for performing library research and will be able to easily search electronic indexes and databases which are mounted locally, provided through other Utah libraries, and offered by out-of-state libraries and commercial information providers. The ALS will enable delivery of electronic full-text, sound recordings, video, and photographic images to networked personal computers at every college and university. The ALS will increase the efficiency and effectiveness of library operations resulting in improved service and reduced demand for additional staffing. Process: Representatives from every college and university library have worked together to develop a document specifying state requirements for a new generation ALS and will request that vendors present a proposal for supplying a new generation library system. Timeline: April-December, 1994: December-January, 1994 January 16, 1995: February 4, 1995: March 7, 1995: April, 1995: May 1-19, 1995: May 22 - June 5, 1995: June 30, 1995: Develop system specifications Discuss process and specifications with relevant parties Send RFP to vendors Hold vendors conference at ALA Mid-winter in Philadelphia Deadline for vendor proposals Visits to installation sites Host vendor demonstrations Evaluate vendor proposals Submit purchase recommendation to UALC *> Funding: UALC requests $3,500,000 in funding from the Utah Science and Technology Initiative to be allocated over a three year period beginning with the 1996 fiscal year. Funding would support purchase of hardware and software for all participating state institutions. Depending upon the cost of the ALS selected and the level of funding available, each institution is expected to contribute to the purchase of the system. The level of support that is expected cannot be determined prior to the development of more detailed cost estimates for the ALS project. Implementation Strategy: *> 1995: UALC selects and signs contracts for new generation ALS. UALC uses first installment of technology inititiative funding to purchase client hardware for all state institutions and server hardware and software for Dixie College, Snow College, and Weber State University other sites that anticipate migrating to the new system during the first year. 1996: UALC expends second installment of state funding to purchase ALS software and server hardware for second group of UALC institutions prepared to migrate to the new system during the second year. 1997: UALC expends the final installment of state funding to purchase ALS software and server hardware for the remaining institutions. jh/ualcits