www.swansea.ac.uk/lis

RFID Procurement..and a few other things

Mark Hughes

Head of Collections

Swansea University

www.swansea.ac.uk/lis

Agenda slide

1.0 The initial questions

2.0 Knowing what you want - the specification

3.0 Options, options everywhere

4.0 The procurement process

5.0 Choosing a supplier

6.0 Implementation

7.0 What happens next?

www.swansea.ac.uk/lis

1.0 The initial questions - WHY?

– ..because it's

'cool'?

http://www.zazzle.com/being_cool_is_not_trying_to_be_cool_button-145252130673154207

http://z.about.com/d/politicalhumor/1/0/x/M/iraq_checklist.jpg

www.swansea.ac.uk/lis

1.0 The initial questions - WHY?

– ..because everyone

else has it?

http://junya17.wordpress.com/2009/03/

www.swansea.ac.uk/lis

http://www.lboro.ac.uk/library/images/news/VC.jpg

1.0 The initial questions - WHY?

– Self Service?

www.swansea.ac.uk/lis

1.0 The initial questions - WHY?

Stock Management?

http://www.attractionmindmap.com/photos/akashic_records_library.jpg

www.swansea.ac.uk/lis

1.0 The initial questions – HOW do I start?

•Think wider focus:

– Staff (!!)

– Customers

– Library layout

– Who'll do the tagging?

– How long will that take?

– ..and cost?

– Long term strategyhttp://smallandbig.blogspot.com/2007/08/my-cartoon-collection-17.html

www.swansea.ac.uk/lis

1.0 The initial questions – HOW do I start?

•Talk to other libraries that have gone

before

•Find the relevant email lists / blogs

•Go to relevant events e.g. RFID in

Libraries COnference

•TALK to everyone you can

•..including the suppliers!

•Identify your budget

•..consider a Consultanthttp://blog.patientslikeme.com/tag/electronic-health-records/http://3.bp.blogspot.com/_cy8UuSySuB8/SggrebBjWtI/AAAAAAAAABk/OJKMJy0Gn_c/s1600-h/copywriting_and_speaking_advice.jpg

www.swansea.ac.uk/lis

2.0 Knowing what you want – the specification

•Comprehensive (as possible)

•Clear

•Functions as well as Items

•Focus on function NOT process

•Standards (ISO 28560!)•..the most critical part of the process..

http://www.donationcoder.com/Reviews/Archive/WordProcs/Screenshots/06-word07-spec.jpg

www.swansea.ac.uk/lis

2.0 Knowing what you want – the specification

•If you don't know where to

start...

•Here's one prepared earlier..

•And you can have it for FREE

•..honestly!

http://groups.google.com/group/ORILS

www.swansea.ac.uk/lis

3.0 Options, options everywhere

•Depending on the budget..

•'Preferred Supplier'

•'3 Quotes'

•European Tender

– Open

– Competitive

•Talk to your procurement

department

www.swansea.ac.uk/lis

3.0 Options, options everywhere - Tenders

•Competitive

– PQQ

– 'Shortlist'

– Initial Tender & replies

– ..then supplier discussions

– Final Invitation to Tender

– ..evaluate & pick a winner

– BUT complex, long, some

Procurement Depts not keenhttp://www.cartoonstock.com/directory/c/competitive_tendering_process.asp

www.swansea.ac.uk/lis

3.0 Options, options everywhere - Tenders

•Open

– PQQ maybe

– 'Shortlist'

– Possible 'Supplier pre-tender

briefing'

– Invitation to Tender

– Final Tender replies

– ..evaluate & pick a winner

– ..the standard optionhttp://www.buckscc.gov.uk/assets/content/bcc/images/procurement/tendering_process--JPG%20%28200x0%29.jpg

www.swansea.ac.uk/lis

4.0 The procurement process

•Evaluating your suppliers

– PQQ can be a shortened

version of the full Specification

– Supplier demonstrations are a

MUST.

– Involve ALL levels of staff

where possible

– Ask awkward questions

– Pose written clarifications

– ..get written answers

http://www.cartoonstock.com/directory/b/business_negotiation.asp

www.swansea.ac.uk/lis

4.0 The procurement process - Evaluation

•Tips

– Equal

– Fair & Transparent

– Be prepared to give

feedback

– ORILS has example matrices

– Look at overall project &

lifetime costhttp://www.cartoonstock.com/cartoonview.asp?search=site&catref=forn703&MA_Category=&ANDkeyword=scoring&ORkeyword=&TITLEkeyword=&NEGATIVEkeyword=

www.swansea.ac.uk/lis

5.0 Choosing a supplier

•Tips

– References & Site Visits

– Long term 'partnership'

– Future development

– Longevity (equipment &

company)

– Standards compliance (again!)

– Cheap is not always good,

most expensive not always

best

www.swansea.ac.uk/lis

6.0 Implementation

•Final steps

– Disruptive

– Plan with the supplier

– Test, test, test

– Security Gates = final install

– Prepare your staff

– ..and your customers –

SIGNAGE, support

– Don't be afraid to tinkerhttp://www.sussex.ac.uk/library/refurbishment/plans.php

www.swansea.ac.uk/lis

7.0 What happens next

•For you

– It doesn't stop here...

– 'Educating' users

– Supporting staff

– Snagging list / 'Tinkering'

– Probably stock management

– Future Development

http://graphics8.nytimes.com/images/blogs/maplewood/posts/cartoon14-480.jpg

www.swansea.ac.uk/lis

7.0 What happens next

•For RFID in General

– 'Smart Shelving'

– Improved stock management

– Innovative user interaction

– Interoperability

– Greater LMS integration

– Falling costs

– Shrinking supplier market

– Acceptance as core library

provision

www.swansea.ac.uk/lis

Useful Reading

•LIB RFID UK mailing list

•https://www.jiscmail.ac.uk/cgi-bin/webadmin?A0=LIB-RFID-UK

• BIC / CILIP e4libraries

– http://www.bic.org.uk/e4libraries/11/RFID-/

• Mick Fortune's Blog

– http://www.mickfortune.com/Wordpress/

• ORILS website

http://groups.google.com/group/ORILS

www.swansea.ac.uk/lis

Thank You & Questions

Mark Hughes

m.j.hughes@swansea.ac.uk

http://twitter.com/Mark_H_Swansea

http://www.slideshare.net/Mark_H_Swansea