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SWAN ILS Committee Recommendation to SWAN Board: Report for 2/6 Meeting

by Aaron Skog

SWAN Board Members: I am happy to present to you a recommendation and report from the SWAN ILS Committee. The document attached is 71 pages in length, and includes details on Round 1 and Round 2 scoring, customer interviews, observations and conclusions. Due to its length and detail, I recommend spending the next few days leading up to the meeting reviewing the report. The ILS Committee will be present at your meeting starting at 10am. The discussion will be held in open session, as recommended by the SWAN attorney Kathie Henn, of Klein Thorpe Jenkins. If you have questions that you would like me to answer in advance of the meeting on Thursday, I would be happy to assist you. Regards, Aaron Aaron Skog SWAN Executive Director 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5122 Fax: 630.734.5056 aaron.skog(a)railslibraries.info<mailto:aaron.skog@railslibraries.info> http://support.swanlibraries.net

11 years

SWAN Board 2/6/14 Meeting Packet Posted

by Brande Redfield

SWAN Board Members: The Thursday 2/6/14 meeting packet is now available for you: http://support.swanlibraries.net/sites/default/files/meeting/2014-02-06/pac… The packet is 38 pages long. An additional ILS committee report, not included in this packet, will be sent out separately via email as soon as it is available (hopefully by this evening). It is likely that this will be a long meeting, since we have a great deal to cover, so lunch will be provided. We look forward to seeing you on Thursday! Brande Redfield SWAN Office Manager 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5164 Fax: 630.734.5056 brande.redfield(a)railslibraries.info<mailto:brande.redfield@railslibraries.info> http://support.swanlibraries.net

11 years

SWAN ILS Committee Recommendation Summary

by Aaron Skog

SWAN Board: On Friday the ILS Committee completed its scoring of the criteria for the ILS proposals. We focused solely on VTLS and SirsiDynix proposals. The Equinox proposal was eliminated at the prior meeting. The completed scoring favored SirsiDynix as the preferred vendor so I am moving ahead with arranging a preliminary contract with SirsiDynix. We will go over more of the specifics of the contract and ILS recommendation at our SWAN Board meeting on Thursday February 6th. This news should be kept confidential among us until I have the go ahead to announce something formally. Here is what you all need to know at this stage: * I have contacted SirsiDynix, Equinox and VTLS to inform them of the outcome. * I have requested a contract from SirsiDynix with Brad Whittle, Vice President of Global Sales, which I will review with the SWAN Negotiation Team, which is Melissa Gardner, Jeannie Dilger, and myself. * The ILS Committee will be on-site at the SWAN Board meeting February 6th to review its recommendation. A portion of this recommendation will be held in closed-session as it involves reviewing contract terms, costs, etc. * On February 10th & 11th there will be on-site negotiations of the contract with SirsiDynix and the Negotiation Team * The SWAN Board will meet at as scheduled on Friday February 21 to review the contract * March 6th is the SWAN Quarterly meeting, which is where the negotiated contract will be reviewed and approval for funds will take place I would characterize the situation as "tentative" but only because there are a lot of steps to complete. However, I am excited that we have reached this milestone after 15 months. I believe what SirsiDynix has proposed is going to make our libraries very happy. Thanks again to Rich Wolff and Melissa Gardner who sat through the entire meeting day of the ILS Committee on Friday. I think both of them saw how objective the group needed to be in order to arrive at the best choice for SWAN. I believe what they learned was that SWAN had two viable choices for its next ILS. So if things for some unforeseen reason break down with SirsiDynix, we will have VTLS as an immediate option. Again, this news should be kept confidential among us until I have the go ahead to announce something formally. Kind regards, Aaron Aaron Skog SWAN Executive Director 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5122 Fax: 630.734.5056 aaron.skog(a)railslibraries.info<mailto:aaron.skog@railslibraries.info> http://support.swanlibraries.net

11 years, 1 month

ILS Committee: Overview of Current Responses

by Aaron Skog

SWAN Board Members, The ILS Committee will meet on Friday at 9:30am in the *Main Meeting room in Burr Ridge. Nearly all of the information acquired since our Round 1 scoring has been warehoused online under the "RBFO" webpage, which is a Member's Only webpage. http://support.swanlibraries.net/content/swan-rbfo 1. The RBFO responses, the Best And Final Offers (BAFOs), contained revised pricing and answers to questions from the committee and Task Force groups. 2. RMG conducted a cost analysis of the BAFOs, which is posted at the bottom of that webpage 3. Webinars were conducted with both vendors as part of the BAFO, and any presentation received is uploaded to this webpage 4. Last week, the ILS Committee issued a "Request for Clarifications" to SirsiDynix and VTLS in response to the two BAFOs, which are available in Word format. 5. Today, those responses were received from the two vendors, these contain revised cost quotations and narrative responses in PDF format 6. RMG will conduct a cost analysis over the next 24 hours and this will be uploaded to this webpage once I receive it, but you can see the spot where it will go on that webpage. I have not reviewed the pricing at this moment, nor the answers received. They arrived at in time for the 4pm deadline. Friday's agenda is posted online: http://support.swanlibraries.net/sites/default/files/meeting/2014-01-17/age… Aaron Skog SWAN Executive Director 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5122 Fax: 630.734.5056 aaron.skog(a)railslibraries.info<mailto:aaron.skog@railslibraries.info> http://support.swanlibraries.net

11 years, 1 month

FW: Retirement Announcement

by Aaron Skog

SWAN Board, SWAN's Special Projects Coordinator Mary Lou Coffman has announced her retirement from SWAN after 20 years of service. Below is the email I sent to SWAN staff this morning. Mary Lou and I are discussing some limited part-time employment to accomplish some projects in advance of an ILS migration. She has extensive background on the Millennium data arrangement, so I am interested in some "data dictionaries" and possibly some "data mapping" projects. Any offer of employment would be arranged on a limited basis, it would not be open ended. Nothing is set yet. For me, her retirement is not a surprise. I expected some staff would take stock of the upcoming migration and make a decision regarding their career at SWAN. Aaron Skog SWAN Executive Director 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5122 Fax: 630.734.5056 aaron.skog(a)railslibraries.info<mailto:aaron.skog@railslibraries.info> http://support.swanlibraries.net From: Aaron Skog Sent: Wednesday, January 15, 2014 11:56 AM To: swanstaff Subject: Retirement Announcement SWAN Staff, Mary Lou Coffman has informed me that she will be retiring from SWAN on January 31st. Mary Lou began working at SWAN in 1994 within SWAN's Database Maintenance department and was a key contributor to the ILS migration from GEAC to Innovative Interface's INNOPAC. Over the years Mary Lou has utilized her extensive knowledge of catalog record data and other areas of the Millennium ILS accessible to custom reports. Mary Lou has been the "go-to" person for our member libraries that needed a better understanding of how data can better serve them, and has provided numerous workshops and one-on-one training over the years. She has focused on many projects over her tenure at SWAN, managing a wide variety of areas on behalf of the consortium, including the deployment of Millennium Patron Images and Digital Signatures. I am sure I might be forgetting something... she has done A LOT! Mary Lou will work with the Illinois State Board of Education, focusing on the area of serving children within the autism spectrum. Over the next several weeks Mary Lou will continue to coordinate our Release 2011 upgrade, among other projects. She and I will work to transition areas of our services she oversees. Please congratulate Mary Lou and wish her well. Aaron Skog SWAN Executive Director 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5122 Fax: 630.734.5056 aaron.skog(a)railslibraries.info<mailto:aaron.skog@railslibraries.info> http://support.swanlibraries.net

11 years, 1 month

Committee of the Whole: Board Agenda Version & Quorum

by Aaron Skog

SWAN Board, I just want to make sure that we will have a quorum tomorrow morning. Melissa Gardner is not able to attend and Sheila Sosnicki is unable to come to the meeting, however Sheila will be there if a quorum cannot be met. Can I get a quick head count? Reply-all to this email (I'm sorry if this is late in the day). Also, I have attached an agenda with assigned names for the meeting, so consider this the "board version" of the agenda. Mark Hatch from RAILS informed me that the delivery vendor CTS will have a representative at the meeting tomorrow. Regards, Aaron Aaron Skog SWAN Executive Director 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5122 Fax: 630.734.5056 aaron.skog(a)railslibraries.info<mailto:aaron.skog@railslibraries.info> http://support.swanlibraries.net

11 years, 1 month

Re: [SWANboard] Committee of the Whole: Board Agenda Version & Quorum

by Anne M. Kozak

I will be there. Anne Anne M. Kozak, Director Thomas Ford Memorial Library 800 Chestnut Street Western Springs, IL 60558 708-246-0520 -----Original Message----- From: "Aaron Skog" [aaron.skog(a)railslibraries.info] Date: 01/13/2014 05:14 PM To: "swanboard(a)list.swanlibraries.net" <swanboard(a)list.swanlibraries.net> Subject: [SWANboard] Committee of the Whole: Board Agenda Version & Quorum SWAN Board, I just want to make sure that we will have a quorum tomorrow morning. Melissa Gardner is not able to attend and Sheila Sosnicki is unable to come to the meeting, however Sheila will be there if a quorum cannot be met. Can I get a quick head count? Reply-all to this email (I’m sorry if this is late in the day). Also, I have attached an agenda with assigned names for the meeting, so consider this the “board version” of the agenda. Mark Hatch from RAILS informed me that the delivery vendor CTS will have a representative at the meeting tomorrow. Regards,Aaron Aaron Skog SWAN Executive Director 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5122 Fax: 630.734.5056 aaron.skog(a)railslibraries.info http://support.swanlibraries.net

11 years, 1 month

Re: [SWANboard] [SWAN board] Committee of the Whole: Board Agenda Version & Quorum

by Rich Wolff

I will be there. Rich From: swanboard-bounces(a)list.swanlibraries.net [mailto:swanboard-bounces@list.swanlibraries.net] On Behalf Of Aaron Skog Sent: Monday, January 13, 2014 4:14 PM To: swanboard(a)list.swanlibraries.net Subject: [SWANboard] Committee of the Whole: Board Agenda Version & Quorum SWAN Board, I just want to make sure that we will have a quorum tomorrow morning. Melissa Gardner is not able to attend and Sheila Sosnicki is unable to come to the meeting, however Sheila will be there if a quorum cannot be met. Can I get a quick head count? Reply-all to this email (I'm sorry if this is late in the day). Also, I have attached an agenda with assigned names for the meeting, so consider this the "board version" of the agenda. Mark Hatch from RAILS informed me that the delivery vendor CTS will have a representative at the meeting tomorrow. Regards, Aaron Aaron Skog SWAN Executive Director 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5122 Fax: 630.734.5056 aaron.skog(a)railslibraries.info<mailto:aaron.skog@railslibraries.info> http://support.swanlibraries.net

11 years, 1 month

Re: [SWANboard] SWAN Board Meeting Rescheduled - New Date Thursday 2/6

by Rich Wolff

Hi All, When we meet on the 6th, we will be meeting with the entire ILS Committee or just Jeannie. Thanks, Rich Sent from my iPad > On Jan 10, 2014, at 10:46 AM, "Brande Redfield" <brande.redfield(a)railslibraries.info> wrote: > > Hello all, > > I will be sending you an Outlook invite shortly for the new Board meeting, which was rescheduled to Thursday, February 6th. This was the best date option, since only one person marked that they could not attend that day. > > Thank you! > > Brande Redfield > SWAN Office Manager > 125 Tower Drive > Burr Ridge, IL 60527 > Phone: 630.734.5164 > Fax: 630.734.5056 > brande.redfield(a)railslibraries.info<mailto:brande.redfield@railslibraries.info> > http://support.swanlibraries.net

11 years, 1 month

Dee's Blog Post: The value of consortial membership

by Aaron Skog

SWAN Board, Just thought I would share Dee's blog post "The Value of Consortial Membership" http://www.railslibraries.info/director-blog/20140109/value-consortial-memb… I have heard this has stirred up some directors, two stand-alone libraries specifically. Anne Kozak left a great comment! Aaron Aaron Skog SWAN Executive Director 125 Tower Drive Burr Ridge, IL 60527 Phone: 630.734.5122 Fax: 630.734.5056 aaron.skog(a)railslibraries.info<mailto:aaron.skog@railslibraries.info> http://support.swanlibraries.net

11 years, 1 month

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