Exciting changes coming your way

We are verging on a BIG change that will mean positive things for the future of Ask a Librarian. We have the opportunity to evaluate and accept bids for a new software platform for Ask a Librarian. We hope we will find a software to help us enhance Ask a Librarian’s interface and our users’ experience. This is an exciting time for Ask a Librarian, as we have a great opportunity to build on the success of the last five years.

Background:
Last summer, we found out that SirsiDynix is not able to commit to the long-term development and support of our current Ask a Librarian software, Docutek VRLPlus. Because there are features and developments that are important to the future of our service, we have decided to issue an Invitation to Negotiate (ITN) for virtual reference software. An ITN is similar to a Request for Purchase (RFP), but an ITN allows us to negotiate with multiple vendors simultaneously to get the most appropriate product at the best price. The Ask a Librarian Advisory Committee and staff are finalizing the ITN, which we will formally release on April 2.

We need you:
Throughout the process of selecting software, we will keep everyone informed by posting regular updates to the Ask a Librarian Blog and through emails. Your feedback is incredibly important to us during this process, so please do not hesitate to comment or ask questions.

Meetings and training:
There will be a few changes to our typical schedule during the process. Annual Regional Meetings will be delayed until the end of summer so we can use these meetings to demo the new software and provide details on the migration. A large training component focused on the software will be released so that everyone has a chance to get experience with the new software before we go live.

We will continue to offer the full day of Ask a Librarian training, using the Docutek software, until September. It will be much easier to get up to speed with the new software if you are already familiar with the Ask a Librarian program and virtual reference; therefore, we encourage new participants to attend any training offered between now and our new software launch.

Tentative calendar of events:
Wednesday, April 2: ITN mailed to vendors and made available electronically
Monday, April 28: ITN responses due from vendors
Tuesday, April 29: ITN responses opened
May 1 – 15: Evaluation Team ranks responses
May 16 – June 11: Clarification, further investigation, negotiation with preferred vendor(s) (May include software demonstrations)
Thursday, June 12: Vendor decision reached
Friday, July 11: TBLC approve contract
Monday, July 14: Finalize contract
July – September: Regional Update Meetings
September 15: Software ready
October 20: Begin training library staff at participating libraries
December 1: Go live with product statewide

In the meantime:
During the ITN process, we will continue to use Docutek software and promote Ask a Librarian as usual. Docutek and Ask a Librarian staff will still troubleshoot Docutek during this time, so please continue to report any issues you have when staffing the desk to askalibrarian@tblc.org.

Ask a Librarian’s biggest strength has always been the expertise of those staffing the desk, and this will never change. We have all learned a lot since Ask a Librarian’s inception and will use this knowledge to ensure a smooth transition and even more growth in the future. We hope that you will provide us with your opinions, suggestions and overall feedback during this process.

We will provide additional information about the ITN at the Ask a Librarian User Forum at FLA (Friday, April 25 at 8:30 a.m. in the Royal Tern Room). We would love to see you there!

– Diana & Jennifer