Technology Assessment
Polaris Integrated Library System
Costs
Is the cost a one time expenditure or ongoing?
An ILS that will be able to handle our requirements from Polaris will cost between $100,000 and $200,000. The initial buy-in covers data migration and implementation assistance. It can be assumed that the total cost of ownership of an ILS is never known at the outset. If the system is not implemented in an efficient manner, or staff are not adequately trained a lot of money can be spent down the road in the form of lost time and lost opportunities. The cost of the Polaris ILS is certainly ongoing. An example of ongoing cost can be witnessed at the Duluth Public Library, a library similar to our own. They budgeted $29,127.73 in 2008 to, "contract with Polaris Library Systems for computer software and hardware maintenance on the library’s Polaris Integrated Library System."
Does the initial expense cover upgrades in the future? What is included in the cost? support? training? Installation? Migration to new product?
The initial expense does cover data migration and implementation assistance. Training is covered in the cost of the Polaris ILS. They offer intensive on-site training sessions as well as ongoing web based seminars. Polaris also offers training for new staff. Polaris provides 24/7 emergency support. Software upgrades based on customer feedback and generated by Polaris are included in the cost.
An ILS that will be able to handle our requirements from Polaris will cost between $100,000 and $200,000. The initial buy-in covers data migration and implementation assistance. It can be assumed that the total cost of ownership of an ILS is never known at the outset. If the system is not implemented in an efficient manner, or staff are not adequately trained a lot of money can be spent down the road in the form of lost time and lost opportunities. The cost of the Polaris ILS is certainly ongoing. An example of ongoing cost can be witnessed at the Duluth Public Library, a library similar to our own. They budgeted $29,127.73 in 2008 to, "contract with Polaris Library Systems for computer software and hardware maintenance on the library’s Polaris Integrated Library System."
Does the initial expense cover upgrades in the future? What is included in the cost? support? training? Installation? Migration to new product?
The initial expense does cover data migration and implementation assistance. Training is covered in the cost of the Polaris ILS. They offer intensive on-site training sessions as well as ongoing web based seminars. Polaris also offers training for new staff. Polaris provides 24/7 emergency support. Software upgrades based on customer feedback and generated by Polaris are included in the cost.
Support
What is the granularity of Support? i.e. Will support services cover only major support questions or daily smaller questions? What is the Duration of Support? Will it be only during installation and training? Or will it remain for the life of the partnership? Where are the technicians located? Will there be someone locally available if there are any issues that require in-person service? Hours available?
Polaris covers all questions via telephone or electronic communication. Polaris also seems very proud of their "site scan" diagnostic software that can identify problems before they fester. The scan software also cheks the health of the network. Support lasts for the duration of the library’s relationship with Polaris. During installation Polaris offers data migration support and initial staff training is provided as part of the purchase price. Polaris also provides training for new library employees and provides ongoing support via webinar seminars. They try to tailor their support, and training, to each unique library. Unlike many products Polaris offers intensive trainings at their location when a purchase is made. The ongoing support could not be done in person but is available 24/7 via phone, email, and a web based customer service platform. Many customer reviews give testimony to the quality of Polaris’ support. The support can also be upgraded to cover hardware; Polaris will replace broken hardware within twenty-four hours and work with the manufacturer on replacement or repair. Polaris’ headquarters are located in Syracuse, NY.
When there are upgrades in the product will there be sufficient training provided? Will they support migration, etc. (all aspects of software) if there are changes? Will they support current formats, i.e. The existing software in use at the library? What happens if company goes out of business?
Polaris upgrades their product regularly and upgrades are implemented as part of the system, they are not considered above and beyond. They also upgrade their product based on customer feedback. Polaris does adhere to standards that encourage the agreement of their software with other applications, “Polaris Library Systems supports interoperation with other applications through APIs consisting of standards whenever practicable. Long a supporter of 3M SIP and SIP2, Polaris currently prefers using NCIP as the API for interoperation of self service applications of various sorts and for resource sharing/direct consortial borrowing applications. Polaris uses Z39.50 as its API for importing and exporting bibliographic, authority, and holdings information. Z39.50 is also the search API exposed to third party implementations. Built on an SQL database, Polaris can support ODBC connections for specific tasks. Polaris supports https for secure data transmission. Polaris is also involved in web services as another way to convey data. Those web services are, at present, standards-free due to the current lack of library-specific web services. Polaris uses both web services and EDI (Electronic Data Interchange) for communication of acquisitions-related data between the ILS software and various book and media vendors. The choice between EDI and web services depends on both the task at hand and the capabilities of the other party involved.” If we were to purchase Polaris and Polaris were to go out of business it would be very bad for us. However, they have won several big contracts recently, including Dallas and Denver, and many more small to medium clients. They seem to have a sound and lasting business model.
When there are upgrades in the product will there be sufficient training provided? Will they support migration, etc. (all aspects of software) if there are changes? Will they support current formats, i.e. The existing software in use at the library? What happens if company goes out of business?
Polaris upgrades their product regularly and upgrades are implemented as part of the system, they are not considered above and beyond. They also upgrade their product based on customer feedback. Polaris does adhere to standards that encourage the agreement of their software with other applications, “Polaris Library Systems supports interoperation with other applications through APIs consisting of standards whenever practicable. Long a supporter of 3M SIP and SIP2, Polaris currently prefers using NCIP as the API for interoperation of self service applications of various sorts and for resource sharing/direct consortial borrowing applications. Polaris uses Z39.50 as its API for importing and exporting bibliographic, authority, and holdings information. Z39.50 is also the search API exposed to third party implementations. Built on an SQL database, Polaris can support ODBC connections for specific tasks. Polaris supports https for secure data transmission. Polaris is also involved in web services as another way to convey data. Those web services are, at present, standards-free due to the current lack of library-specific web services. Polaris uses both web services and EDI (Electronic Data Interchange) for communication of acquisitions-related data between the ILS software and various book and media vendors. The choice between EDI and web services depends on both the task at hand and the capabilities of the other party involved.” If we were to purchase Polaris and Polaris were to go out of business it would be very bad for us. However, they have won several big contracts recently, including Dallas and Denver, and many more small to medium clients. They seem to have a sound and lasting business model.
Use-ability
Learnability: The ease of accomplishing basic tasks when first introduced to the software.
Effectiveness: accuracy and completeness with which users achieve specific goals.
Efficiency: The speed in which tasks can be completed once users are familiar with the software design.
Errors: The amount of errors, their severity and the ability of users to recover from these errors.
Satisfaction: How users feel and the freedom of discomfort and positive attributes towards the use of the software. Memorability: The proficiency of using the software after not using it for a period of time.
The intensive onsite training at the beginning of having the Polaris ILS would certainly help with learning the system. It would also be impossible logistically and financially for our library to send people to Syracuse, New York. The Polaris ILS for public libraries is designed to be user-friendly yet powerful. Customer reviews, most of which are positive, focus on the ability of the ILS to integrate other technologies. Our only source of information regarding errors prior to our own diagnostic testing are customer reviews which seem to be very favorable. It is also encouraging that Polaris has won many large clients lately. The twenty four hour support would be very helpful in the event we needed to recover from a serious error.
User satisfaction is high, according to reviews. Ideally the efficiency would be high or Polaris would make necessary adjustments.
Effectiveness: accuracy and completeness with which users achieve specific goals.
Efficiency: The speed in which tasks can be completed once users are familiar with the software design.
Errors: The amount of errors, their severity and the ability of users to recover from these errors.
Satisfaction: How users feel and the freedom of discomfort and positive attributes towards the use of the software. Memorability: The proficiency of using the software after not using it for a period of time.
The intensive onsite training at the beginning of having the Polaris ILS would certainly help with learning the system. It would also be impossible logistically and financially for our library to send people to Syracuse, New York. The Polaris ILS for public libraries is designed to be user-friendly yet powerful. Customer reviews, most of which are positive, focus on the ability of the ILS to integrate other technologies. Our only source of information regarding errors prior to our own diagnostic testing are customer reviews which seem to be very favorable. It is also encouraging that Polaris has won many large clients lately. The twenty four hour support would be very helpful in the event we needed to recover from a serious error.
User satisfaction is high, according to reviews. Ideally the efficiency would be high or Polaris would make necessary adjustments.
Features
What are the staff function features? What are the cataloging features? What are the circulation features? What are the acquisitions features? What are the serials features? What are the OPAC features?
Polaris circulation features include: the ability to customize the data that appears on the checkout screen, a quick report generator for statistics, the ability to include credit card payments, send email notifications, allow different branch libraries to set individual circulation policies, and search patron data through multiple indexes. Polaris ILS utilizes all appropriate standards, including NCIP and SIP2, to integrate third-party applications like RFID-based automatic sorters, self-check stations, PC reservation and management applications, and fee based printing systems. Cataloging features include the unlimited use of z39.50. the ability to generate bibliographic record sets and modify them as a batch. Build customized spine and pocket labels. Verification of headings. Import MARC records from any source. Automatically check for authority records. Formatted coding systems to help cut down on errors. Acquisitions features include the ability to transmit orders directly to vendors. Receive and process electronic invoices. And type ISBN in line items to retrieve bibliographic and pricing information from vendors. Acquisitions systems are also connected to the circulation and cataloging systems.
Are the features relevant to the library’s needs?
Are the features user-friendly?
Do the features require extra training and support?
Is there a fee associated with any of the features?
How customizable is the software?
How often is the software upgraded?
Do the features make the system more reliable?
Are the staff and patron interfaces attractive/user-friendly?
Are the features relevant to the library’s needs?
Are the features user-friendly?
Do the features require extra training and support?
Is there a fee associated with any of the features?
How customizable is the software?
How often is the software upgraded?
Do the features make the system more reliable?
Are the staff and patron interfaces attractive/user-friendly?
Conclusion
Polaris is an all around solid ILS. Its basic features are all relevant to our needs. The training, while not convenient for our library, is a nice feature. The interoperability, and the ability to incorporate automated systems is also attractive. The ongoing support would be convenient and could possibly save us a lot of time. Polaris is also very expensive and the ongoing cost of running Polaris, a possible financial commitment of $30,000 a year, is extremely unattractive.
