Appendix G: Checklists

Appendix G. - Checklists for Implementing New Technology and Services in Your Local Setting.

G. 1 Introduction.

Libraries and other service organizations are applying technology to improve or expand services on an increasing basis. Success is defined not only by completion of the installation of the technology, be it hardware, software or some combination, but also the longer term deployment or implementation of the technology and services. Successful achievement of the technology and resulting services change is very dependent on a wider range of implementation issues and factors.

Implementation is very different from basic installation. Typically, installation of technology focuses on the limited, specific technical install, tuning and debugging process for bringing in any new technology (hardware, software, or both). Implementation begins with installation, but includes longer-term, broader actions, such as customizing or modifying the technology for a local site or service, training of staff and professionals, and transitional technical support. These checklists reflect the larger view of implementation, rather than short-term installation.

These checklists are intended as a general guide to help you prepare and plan for the addition of technology and services using that technology in your organization. Specifically, the checklists:

Describe needs/issues that drive technology and service decisions in a local setting
Provide guiding questions and considerations to help define, plan and organize local needs for hardware, software and other technology to support your service goals and objectives

These checklists consider high level aspects of implementation of Z39.50 services, related technology, process and organizational environments. These checklists can also be broadly applied to plan and define implementation of any significant technology or service changes within a library or other information services organization.

G. 2 Why Do You Need to Plan for Implementation? Why Not Just "Do It"?

There are real and valid questions to consider for the selection and implementation of any new technology or service in your organization. For example, consider whether the new technology-enabled service (e.g. Z39.50) is valuable for your organization. Does it offer significant added value to your existing services? Will it expand or hinder current services available to your user community? What are the opportunity cost and risks of embracing the new services? Is the increase in services worth the price of the infrastructure, support and organizational changes? In more basic terms, what are these new services worth to your local organization, user community, mission, and executive management?

This section will help you to identify the value and benefits of Z.39.50 or other technology-enabled services that may add significant value and flexibility to your local organization. Use the questions and considerations in this section to determine whether these new services (e.g. Z39.50) are an area of expansion, suitable for your services and user community.

G. 3 Identifying Requirements and Resulting Dimensions of Change for New Technology-enabled Services.

Technology is a critical enabler of valuable library functions today. Technology often is the primary way that a library or research center can meet its service goals and organizational objectives. Professional and staff personnel are the ultimate service providers and irreplaceable agents in facilitating your user community. Effective people can overcome a world of technical difficulties and ambiguities for your users. However, today’s library environment is highly dependent on a technology backbone for service enablement and delivery.

Technology does not exist for its own sake. Each layer of technology in your organization must relate to meeting a service goal or objective of your user community. Likewise, Z39.50 does not stand on its own. The local relevancy of "Z" for your setting is highly dependent on how Z’s services can help your organization expand or exceed its service goals and objectives.

The power, the impact, the risks and the benefits of a local Z39.50 implementation can be viewed from several dimensions. These dimensions will also help you to determine your local requirements for Z39.50.

Functional service needs - What additional or new services can your organization provide through Z39.50 functionality? How valuable are these new services to your organization and user community?

Technology service needs - What is the impact of Z39.50 on your current technical infrastructure, support and skills base? What additional services can be provided at what technology cost?

Temporal service needs - How quickly, or how slowly, can your organization respond to a technology and services change? What is your mandate and timeline to add new services?

Financial service needs - How limited or deep are the financial "pockets" of your organization? What support is available from your sponsoring community, institution, state or federal agency?

Organizational service needs - How ready are your professionals and staff to absorb and deliver Z39.50-enabled services? How aware is your user community of Z39.50 services? Will Z39.50 offer an immediate increase in service delivery, or is Z39.50 more relevant as a longer-term organizational strategy?

The checklists below offer a closer look at key technology implementation issues and considerations in each dimension for your local setting. Some specific factors and recommendations are made for Z39.50 services and technology.

G. 4 Summarizing Local Requirements and Needs.

By reviewing the questions and considerations listed below, you will acquire clearer idea of the current state of your organization’s services, the value and relevancy of Z39.50 to your organization’s objectives, and the issues and considerations of applying Z39.50 to your local setting.

Each factor is critical to the success of your local implementation. Use these dimensions as a tool to define measures or a "yardstick" to monitor and assess the success of your implementation. Each critical requirement should translate into an implementation action/step to monitor for completion and to test before the implementation is finished. If requirements change, be sure to reassess your plan and implementation steps and adjust accordingly.

G. 5 How To Use These Checklists.

These checklists are intended to help you consider the various dimensions of technology implementation, and identify key needs, issues and action steps for your local setting. Here’s how the checklist is organized, using the below example:

Timeline Needs	What should you consider about local timelines? Consider the timelines and targets for expansion of current services.
#	Local Factor	Assessment Steps to Define Issues for Your Local Setting	Possible Requirement or Planning Step for Your Local Implementation
	Consider the timelines and targets for expansion of current services. What are your management’s expectations for adding new services? How quickly do they accept changes in service direction?	Confirm the "bottom-line" improvement to be achieved through a successful Z39.50 for your users. Identify your time constraints and urgency to establish new connectivity. Define the process and realistic timeframe for technology to be added to your organization and support be made available.	Consider implementing a small-scale "pilot" program within a particular department, branch or similar small service if a timeline is short but interest, need or demand for Z39.50 services is high. This pilot can be fertile ground for "debugging" the implementation process, software, services and training.

There is a separate checklist section for each "dimension" of the implementation: Functional, Timeline, Technology, Organization and Financial. An italicized definition explains the dimension.

Use these checklists to help identify issues, local needs and actions steps:

First, read the Local Factor which provides general, high level questions on certain critical success factors for implementation.
Second, use the Assessment Steps to Define Issues for Your Local Setting by confirming or reviewing the explicit steps listed in that column.
Third, identify the Possible Requirement or Planning Step for Your Local Implementation by answering the Local Factor questions and reviewing the assessment steps.

Several examples of requirements or planning steps are provided, but you should complete the checklists by identifying requirements or action steps for all the factors that apply to your setting.

These checklists are intended as a general planning aid, but are not exhaustive. Review each local factor and determine whether it applies to your setting. Add other factors, assessment steps and considerations based on your experience in technology and service changes in your current or other settings.

Success does not depend on technology alone, but requires careful planning and an understanding of all dimensions of the change to your local setting. These checklists are intended to help you chart your local path through the complicated maze of implementation decisions and achieve a successful, valuable and positive deployment.

G. 6 Checklists to Help Plan Your Technology and Services Implementation.

G. 6.1 Checklist to Help Plan for Functional and Service Needs.

Functional and Service Needs	What should you consider about local functional and service needs? Review the functional coverage of your current services and consider the connectivity to other collections that Z39.50 can provide. Determine whether there is a strong need or demand for that added connectivity with your user community, your organization’s objectives and your local services.
#	Local Factor	Assessment Steps to Define Issues for Your Local Setting	Possible Requirement or Planning Step for Your Local Implementation
	What is the scope of your collection?	Confirm the current scope of your collection against the organization’s mission and service goals. Develop a quick profile of the major resource types in the collection, their priority in meeting the service goals, and whether new resource types need to be accommodated. Your collection type(s) may include standard bibliographic resources, media resources or specific custom resources. (All of these resource types will affect the installation and configuration of Z39.50.)
	What are your service goals/objectives and expectations related to internal vs. external collections?	Review the scope of your organization’s services, and focus on the type and level of services that are critical, "must have", and non-negotiable for your organization.	Confirm the benefits, risks, costs and value associated with the implementation of Z39.50 services in your organization. Define and clearly articulate the critical success factors related to management commitment, technology, staffing and user services for this implementation. Summarize the "show stopper" requirements for local Z39.50 services and how those are addressed in the implementation.
	What are the priorities for connections and information searching against other collections? Collections outside your local organization?	Consider which level of searching and retrieval is needed: full bibliographic search and retrieval against other collections, more limited author/title searching, access to which types of external collections.	Consider the types of collections to access, and the priority object types for search and retrieval. This should be based on the types of searches most needed by your users and the collections that are relevant to your users and service base.
	Which types of resources in other collections are you interested in? (Print, multi-media, art, biological, cartographic objects, etc.)	Consider the type of collections to be searched, such as standard bibliographic collections, art or specialized collections. Identify the significant differences between the external collection and your local collection resource type (bibliographic, geospatial, media resources, etc.).
	What degree of outside access are your users requesting? What level of connectivity (open vs. limited) will your organization support?	You may decide to first proceed with using Z39.50 to access other collections as a key added service for your user community. Then, time and resources permitting, your organization may proceed with allowing its collection to be searched by others in the external Z39.50 community. Identify here the concerns, needs and issues related to security for local users and external users based on the functionality chosen to implement.
	What level of connectivity do you need with other collections? Does inter-collection connectivity help you to meet or exceed your organization’s service expectations?	Carefully review and recap the explicit service needs of your users. How will they be better off tomorrow through the added services?

G. 6.2 Checklist to Help Plan for Technology Needs.

Technology Needs	What should you consider about local technology needs? Review the current technology environment, support, and security within your organization. Z39.50 may require changes to or expansion of your technology infrastructure. The addition of connectivity to external collections or access to your collection raises security issues and concerns not yet discovered in your current operations. Z93.50 software and implementation often requires the use of a vendor of library automation/integrated library systems. Consider your organization’s experiences and readiness for a vendor relationship.
#	Local Factor	Assessment Steps to Define Issues for Your Local Setting	Possible Requirement or Planning Step for Your Local Implementation
	What is your technology environment and availability?	Identify your current environment for accessing other collections, its age and compliance with current technology standards of your organization. Identify whether your organization can provide the stable, available technical environment needed to ensure connectivity for your local users and external users.
	What are your access constraints into and out of your organization’s technology environment and services?	Identify the current security and access services provided by the current environment. Consider whether expanded access will be needed for professionals, staff and users. Identify potential security issues from new or expanded access needs.	Identify critical issues, gaps and requirements related to online security. Consider restrictions needed for open vs. limited access to your collections and other collections. Determine the need to limit access to your collection or searches. Identify the impact of Z39.50 services on your current usage policies and any changes required.
	Has your organization done its technology upgrades and installations alone, with consultants or vendor support?	Be realistic and honest about the affect of technology and required support in your scope.
	Does your organization expect a "turn-key" implementation? Or is your organization more willing to take a "hands-on" role?	Assess what level of technical sophistication vs. simplicity you need in the Z39.50 software.
	Is your organization experienced in vendor relationships? Has your organization used service and third party contracts successfully?	Review your organization’s current contracts and service agreements with vendors, such as OPAC software providers, etc. Review the documentation requirements and history of vendor performance over the past several years (if available) within your organization.
	When selecting a vendor, consider stability, long-term relationships and references. Does your organization have a preferred vendor list, an RFP (Request for Proposal) process?	Review your organization’s request for services process, bid process and offer evaluation criteria for library software, technology, contractor services.	To develop a "short list" of Z3950 vendors, review the local "Z" users group recommendations and issues regarding software and services providers. For example, in the state of Texas, review the "TZIG" web site for implementor and vendor sources.

G. 6.3 Checklist to Help Plan for Timeline Needs.

Timeline Needs	What should you consider about local timelines? Consider the timelines and targets for expansion of current services.
#	Local Factor	Assessment Steps to Define Issues for Your Local Setting	Possible Requirement or Planning Step for Your Local Implementation
	Consider the timelines and targets for expansion of current services. What are your management’s expectations for adding new services? How quickly do they accept changes in service direction?	Confirm the "bottom-line" improvement to be achieved through a successful Z39.50 for your users. Identify your time constraints and urgency to establish new connectivity. Define the process and realistic timeframe for technology to be added to your organization and support be made available.	Consider implementing a small-scale "pilot" program within a particular department, branch or similar small service if a timeline is short but interest, need or demand for Z39.50 services is high. This pilot can be fertile ground for "debugging" the implementation process, software, services and training.
	How visible and active is your management’s support and commitment to service changes?	Assess whether the extra connectivity provided by Z39.50 be perceived as a benefit or an area of considerable risk by your organization. Consider whether your organization recognizes the need for infrastructure dictated by Z39.50 services. Is there ongoing support and commitment to provide this infrastructure?	Confirm the benefits, risks, costs and value associated with the implementation of Z39.50 services in your organization. Define and clearly articulate the critical success factors related to management commitment, technology, staffing and user services for this implementation. Summarize the "show stopper" requirements for local Z39.50 services and how those are addressed in the implementation.
	Are there critical linkages or relationships between the timeline, targets, and other dimensions of scope?	Identify key external dates - end of budget year, deadline for state/federal grant applications, academic or financial year start/end dates. Which of these deadlines are fixed and immovable, and which are internal and under your organization’s ability to control?	Identify and clearly document the major management decision points or "gates" for the implementation. Define the contingency plan in case the Z39.50 services must be delayed, deferred or stopped.

G. 6.4 Checklist to Help Plan for the Financial Environment.

Financial Environment	What should you consider about the local financial environment? Consider the current financial environment within your organization. Determine whether there is financial support or grants available from your sponsoring organization, state or federal sources.
#	Local Factor	Assessment Steps to Define Issues for Your Local Setting	Possible Requirement or Planning Step for Your Local Implementation
	How open or closed is your organization to the financial costs of adding new infrastructure for service delivery? Is "freeware" the only way to consider Z39.50?	Confirm the budget, financial support by your organization for these new services. Identify the financial constraints.
	What is management’s perception of the added value vs. the cost of implementing new services?	Consider the cost, budget, and possible sources of financing support for the technology, support, and training needed to implement Z39.50 services. Determine management’s perspective and value of a business case, and whether a value propositions or business case is needed to justify Z39.50 services.	Consider and document the financial and cost drivers and constraints for the technology, software and support needed for Z39.50 services. Ensure that each major cost is related to an area of benefit or increased service for your user community as well as a service goal or objective.
	What state or federal support is available for improvements to technology or services	Identify whether your organization qualifies for participation in state or federal technology grants, improvement programs, or vendor provided education discount programs. Determine whether "Test program participation" offered by Z39.50 software vendors for new products. Consider contacting your local library association or Z39.50 user’s group for information on the financial impact and any support available for your implementation.

G. 6.5 Checklist to Help Plan for the Organization Setting.

Organiz. Setting	What should you consider about your organization’s setting?Review the current structure, roles and responsibilities within your organization. Carefully assess the stress, change, and impact of Z39.50 implementation will have on current structure, roles and support levels. Properly trained staff skilled in Z39.50 services can help users overcome technical difficulty, ambiguous software design and cryptic Z39.50 messages. Good technology cannot make up for lack of user support or ill-trained staff.
#	Local Factor	Assessment Steps to Define Issues for Your Local Setting	Possible Requirement or Planning Step for Your Local Implementation
	What support and infrastructure for networked resources is available through your organization? Skilled staff? Infrastructure budget?	Determine how technically savvy are your staff, organization and users.
	Are computer support resources (technical developers and Help Desk support) shared with another group or department?	Identify whether additional staff will be needed to support and maintain Z39.50 environment.	Document the staffing impact of and availability for Z39.50 configuration, testing and tuning to meet your local requirements. Consider the use and benefit of a "pilot program" for a targeted collection or area of service in comparison to a full deployment across your entire service organization.
	What are the service level expectations of your users? What level of skills and ability do they have to use technology for independent searching?	Determine whether full support needed to guide users through internal information searches, and external searches.
	How ready are your professionals and staff for Z39.50 implementation? What is their awareness level of how Z39.50 could benefit and affect current services?	Carefully consider the organizational affect of the Z39.50 implementation on staff, support, knowledge, and user service/user guidance. What are your requirements for training staff? Reference personnel? Users? Be honest and realistic about the level of training and support your staff and users will need to be successful with Z39.50 services.	Identify and assess the impact of Z39.50 services, required knowledge and skills on the current roles and job descriptions of your organization’s personnel. Confirm a staffing profile for user and Z39.50 service support. Determine whether there are significant changes needed to current roles/responsibilities. Identify training needed by personnel based on role and use of Z39.50, and how the training will be obtained and delivered.