10-02 Software Functionality Matrix Final Revisions.pdf

RFP No. 25-61 Library Management Software

Software Functionality Matrix – Integrated Library System

Instructions for Offerors: The following are minimum features and functionality requested by the County. For each line item, indicate if the functionality is provided as described below in the legend and provide a description of how the Solution provides the requested feature or if an alternate Solution is proposed. Offerors should prepare to, at a minimum, present during their scheduled demonstrations all of the features and functionalities below in the order shown below.

Legend:

MN = Mandatory. Offerors may be considered non-responsive if they cannot provide the functionality marked as “MN.”

S = Standard functionality out-of-the-box or meets requirement fully

M = Modification required (i.e. standard script or other work-around)

T = Provided by a third-party. Describe Offeror’s relationship with this third-party.

C = Requires customization to the base code/API

N = Unable to currently provide this feature or requirement

Functionality: Please indicate with an X, using the legend above, to indicate how Offeror’s Software provides the following features and functionality.

MN S M T C N Description of Solution

1 GENERAL: System Requirements

1.1 System must be hosted in the cloud by

the vendor allowing access to users in real-time both in the office and in the field.

MN

1.2 System must integrate with third party

products such as Bibliotheca RFID gates, self check and hold lockers.

1.3 Software must be designed to be

accessible for people with disabilities and verifiably compliant with applicable standards and laws, which may include but is not limited to, sections of Section 508 of the Rehabilitation Act of 1973, which defines standards for electronic and information technology and web-

Functionality: Please indicate with an X, using the legend above, to indicate how Offeror’s Software provides the following features and functionality.

MN S M T C N Description of Solution based applications and Web Content Accessibility Guidelines, which defines how to make Web content more accessible to people with disabilities.

1.4 Vendor migrates all library files including

bibliographic records, items/copies, circulation transactions (charges, bills, holds), acquisitions data (vendor, orders, invoices, funds,) and patron data.

1.5 Software does not require client-side

installation, browser plugins (e.g.

Silverlight, ActiveX), or changes to local workstation security.

1.6 County’s preference is that, Software will

have the ability to grant access to an unlimited number of users at no additional cost. Minimum number of users must be at least thirty (30).

1.7 System must allow authentication against patron database with EZProxy

1.8 Vendor provides a help desk/support

service which is accessible via telephone, email, and web portal

1.9 Software is fully self-contained and

capable of being operated by Library staff with no dependency on vendor for its routine operation.

1.10 Vendor provides a separate test

environment to test new features and to train users

Functionality: Please indicate with an X, using the legend above, to indicate how Offeror’s Software provides the following features and functionality.

MN S M T C N Description of Solution

1.11 Vendor converts current library

application parameters to the new system and provides assistance to library staff in making changes to these parameters as required.

1.12

Vendor provides training for all modules and applications purchased.

1.13 Vendor provides a software maintenance program to include all future software updates and system enhancements applicable to system modules licensed.

1.14 Current functionality or development to prepare for a future with linked data.

Ability to interface with Bibframe or other post-MARC systems.

1.15 Currently captures and imports

bibliograpic records from any Z39.50 source, SRU/SRW (Search/Retrieve via URL/Search/Retrieve Web service), and/or CQL

1.16 Software supports capture and retention of digital signatures as part of patron account records.

Functionality: Please indicate with an X, using the legend above, to indicate how Offeror’s Software provides the following features and functionality.

MN S M T C N Description of Solution

1.17

Free unlimited online training resources throughout the term of an agreement.

2 GENERAL: Circulation Functions

2.0 Provides standard circulation functions

including checking in & out, overdue progression

MN

2.1 Provides offline circulation when server is not available

MN

2.2 Ability to create multiple types of patron

notifications including, but not limited to, overdue notice, replacement notice, patron pre-expiration notice, hold notice, pre-overdue notice and allow the patron to opt-in to which type(s) of notice(s) they want

2.3 Ability to send patron notifications in a variety of methods such as voice, text, email or printed mailer

2.4

Ability for mobile inventory

2.5 Provide capability for mobile circulation

2.6 Ability to process credit card payments

Functionality: Please indicate with an X, using the legend above, to indicate how Offeror’s Software provides the following features and functionality.

MN S M T C N Description of Solution with a credit card system being fully integrated into the circulation module.

2.7 Allows circulation rules (e.g. varying

lending periods) to be created based on media or material type

2.8 Allows groups of items to be temporarily set to a new location (such as for a display)

2.9 Supports item notes, hold notes, and hold prioritization.

3 GENERAL: Reporting

3.0 Provides templates for all standard

reports and notices.

MN

3.1 Ability to allow saved templates to be run

immediately or on set schedule which can be defined by authorized staff

3.2 Software needs to be able to export all

reports into a CSV or XLS/XLSX file

3.3 System must provide the ability for end

users to easily create saved reports and ad-hoc reports.

3.4 Ability to build reports using API or SQL

Functionality: Please indicate with an X, using the legend above, to indicate how Offeror’s Software provides the following features and functionality.

MN S M T C N Description of Solution generator for non-programmer staff

3.5 Ability to store and report on anonymized

historical circulations.

4 GENERAL: Acquisitions

4.0 Provides standard acquisitions

functionality including EDI ordering, manual order entry, set up of subscriptions and standing orders, vendor tracking, claiming, cancellations, funds review by fund codes, budget creation, editing, and audit trail functions.

MN

4.1 Allows for unlimited vendor accounts, with mailing addresses, telephone numbers, customer account numbers, and other vendor information. Allows for multiple accounts for a single vendor

4.2 Provides reports and functions for Fiscal

Year-end rollover, including test of rollover before committing to new FY.

4.3 Accurate tracking reports for cancelations

and claims. Claims tracking and budget, subscription and vendor tracking for serials module viewable in acquisitions and/or serials module.

4.4 Accurate receipt of materials against

orders, including the ability to identify and notify/report discrepancies. Including multiply copies and partially received copies.

Functionality: Please indicate with an X, using the legend above, to indicate how Offeror’s Software provides the following features and functionality.

MN S M T C N Description of Solution

4.5 Basic acquisitions reports that can

identify discrepancies such as: items received but not invoiced or paid, items invoiced but not paid, cancelled items, claimed items, etc.

4.6 Allows clear process to “roll-over”

unreceived or unpaid order records (order lines) from one year to the next.

5 GENERAL: Cataloging

5.1 Provides a full-text database, with the

means to search, create, display, modify, duplicate, ‘shadow’, and remove bibliographic records. Meets Resource Description & Access (RDA) and Functional Requirements for Bibliographic Records (FRBR)

MN

5.2 Supports real-time importing of catalog

records from any MARC- or RDA-based cataloging source, in both single-record basis and batch mode and provides a method for loading batches of bibliographic records from different providers, including acquisitions vendors and OCLC. Allows loading batches of bibliographic records via FTP if needed.

MN

5.3 Provides real-time indexing and display

of new or updated bibliographic holdings in staff and public modules.

MN

5.4 Supports full diacritics and the addition or

change of diacritics when editing a bibliographic record.

Functionality: Please indicate with an X, using the legend above, to indicate how Offeror’s Software provides the following features and functionality.

MN S M T C N Description of Solution

5.5 Ability to catalog and display non-English

language materials

MN

5.6 Allows batch removal of withdrawn

MARC and item records.

5.7 Allows global batch editing of item record

fields. Ability to change a heading in batch, even when the heading changes from a subject to a genre term.

5.8 Provides authority control

processing/updating for name, uniform title, subject, genre, and series headings.

5.9 Allows for URIs to import on bibliographic

records without needing to be authorized or meet authority control requirements.

5.10 Has a regular report/analysis for

Authortiy Control and provides a yearly bibliographic analysis report.

5.11 Provides a side-by-side view of copy

cataloging source bibliographic record and system editing of bibliographic record.

6 GENERAL: Public Catalog

6.1 Provide full user account details, material

checked out with due dates. Fines or fees accrued. Holds listed with user’s hold position number visible. Account expiration date

MN

6.2 Allows easy online credit card payments MN

6.3 Patron facing catalog is

responsive/adaptive on mobile devices

Functionality: Please indicate with an X, using the legend above, to indicate how Offeror’s Software provides the following features and functionality.

MN S M T C N Description of Solution

6.4 Allows automated renewals and renewals

by patrons online

6.5 Allows search and discovery of ebooks &

downloadable audiobooks and integrated check out of these resources.

6.6 Allows online patron registration

6.7 Supports enriched content including

cover art, summaries, table of contents, etc. (e.g. Syndetics)

6.8 Boolean, Keyword, Title and Subject

searching features with advanced search options. Including but not limited to searching by material type, shelving location and collection. Faceted sorting of search results.

6.9 API integration of electronic resources

6.10 Searchable authorities and linked data

6.11 Supports single sign through EZProxy for

e-resources

6.12 Option for users to create lists of library

materials.

7 GENERAL: Serials

7.1 Provides standard serials functionality

including: check in/receiving, claiming, prediction patterns, both default and custom options, supplements, special issues, and combined issues handling, including manual input or single

Functionality: Please indicate with an X, using the legend above, to indicate how Offeror’s Software provides the following features and functionality.

MN S M T C N Description of Solution prediction modification at check in for faulty pattern predictions, unexpected issues, supplements, etc., EDI import of bib records from vendors for serials control records.

7.2 Ability to review and track lapsed

subscriptions and claims in system.

Missing issues report runs automatically.

7.3 Serial check in for both barcoded and

non-barcoded material.

7.4 Efficient copy and item history delete for

yearly retention schedule system cleanup.

Additional or Optional Features and Technical Specifications

Describe any additional or optional features and technical specifications not already stated that may be relevant or offered to County. Use a separate document if more space is needed.

Describe whether the feature is provided as part of the standard base proposal or if it is offered optionally for free or for a fee. Include all costs for these additional or optional features in the Cost Proposal

Functionality: Please indicate with an X, using the legend above, to indicate how Offeror’s Software provides the following features and functionality.

MN S M T C N Description of Solution