System requirements

1. the software is provided in a secure form to prevent any user in schools from making unauthorised modifications
2. the software shields all users from the operating system, database and/or programming language/s, including SQL and Access queries
3. all software tendered operates in stand-alone and networked environments, including radio links
4. licence covers unlimited workstations on one site or multiple campus sites, including access from home
5. multi-user systems software needed for each workstation must be clearly specified in the response to this tender
6. the response time of the system does not suffer significant degradation as the number of records in the database increases or the number of users increases (will be verified by contact with other users)
7. the software uses EDWA's preferred network operating system, Windows NT and enhanced level 5 cabling.
8. the software operates on a PC or a Mac, or both
9. diagnostic routines are included which provide information concerning data, program, disk or hardware errors
10. the system keeps a record of the day to day actions on a transaction log. Entries should be made at login, logoff and whenever a file is updated. Sufficient detail should be recorded to identify the user, the date and time of action as well as the action causing the records to be written to enable the data to be recovered.

Usability

1. data only has to be entered once to appear in all modules
2. the software incorporates Windows functionality such as switching between modules and applications without exiting the system
3. the software interfaces with other software applications, eg. email, word processing and spreadsheets with drag and drop/copy functionality
4. a warning message is displayed for any irregular or unauthorised entries
5. there is consistent screen layout and prompting for commands within each function with the use of icons, e.g. exit, etc.
6. at all times, users are given an indication of their location within the software
7. the software allows the user to move backwards and forwards through data displays
8. the software never presents a blank screen to the user
9. the software provides for interruption or cancellation of all of its functions by the user. It should allow both the screen and the printer to be interrupted
10. the software allows the user to direct data and reports to an alternative application, e.g. email, to a user selected printer or to the screen
11. the software allows some local fields to be defined by individual schools
12. the software contains a help facility which is available when required by the inexperienced user, but remains hidden from those not requiring help
13. the software provides facilities to modify the wording of the help screens and to add examples.

Database query and reporting facility

1. the software allows users to design and produce a wide range of simple and complex reports
2. reporting is available using wizards and templates
3. any field can be included in reports, e.g.
   • items in Dewey Classification ranges eg. 510 to 516,
   • items identified in the database through a range of parameters such as subject and date of publication giving ratio of use
   • borrowing activity for specified items and year groups including the ability to compare and aggregate specified fields eg. Year 8s use of the fiction collection in term 2 compared with Year 11s
4. sort order of the reports can be varied.

Documentation

1. Manuals in print or electronic form are included in the purchase price
2. Manuals are easy to use and explain the process within each module

System security and password

1. the system has a password/security administration facility
2. the system allows the allocation of different levels of access to different functions

Backup and recovery

1. the entire system can be backed up and recovered in case of system failure or disaster eg. equipment failure, damage or loss
2. backup and recovery of nominated parts of the system are possible
3. vendor is able to verify that backups are sound
4. the system is capable of automatic backups and power downs, and logs this process

Other tools

1. a test system for each school installation is available free of charge
2. the system provides a library bulletin board

General

1. the software stores the records in a manner that retains all the attributes of the records enabling the data to be exported in MARC format
2. manually entered records are stored and retrieved in a manner totally consistent with catalogue records loaded in machine readable form
3. the system has a method of handling:
   • multiple copies of the same title
   • multiple items related to a single physical item eg. numerous programs recorded on one video, several articles in one periodical issue
   • a package of multiple units with a general or series title and an individual title and classification for each unit, e.g. kits and reading schemes
   • records for which there is no physical item, eg websites
4. the system is able to accept a minimum level record eg. a title and/or an ISBN
5. records can be flagged to be suppressed in the OPAC
6. the status of items can be identified across the system eg. missing, on order, on approval, rejected, etc and the date of the status change is recorded
7. the system has the ability to register items from a range of collections and locations eg. Reference, English Department, other campuses
8. the system has the facility to print spine labels
9. the system has the facility to print barcodes.

Entering data

1. the software can load machine readable catalogue records from a specified school cataloguing supplier in MARC format (e.g. SCIS records)
2. records can be entered onto the database from files stored on any disk drive (floppy, hard disk or CD-ROM)
3. the system gives a choice of accepting incoming electronic data, either by merging with, or overriding existing data
4. item information remains attached to an existing record when a catalogue record is loaded, eg. budget fund code
5. the system uses the GMD or fixed field in the incoming record to assign the correct media type to the record
6. records are immediately available for searching without a system shutdown being required
7. automatic indexing of data occurs as a background task without any degradation whenever new resources are added
8. default settings, templates and override features are available
9. MARC tagging knowledge is not necessary and does not need to be used in the cataloguing process
10. the system warns if duplicate title, ISBN or non-standard term is entered
11. the system allows for catalogue data to be cloned, e.g. for addition of different editions
12. a notes field is available for schools to enter local information eg. synopsis, abstract or contents page

Maintaining the catalogue

1. the system allows editing of all parts of the catalogue record
2. the system allows protected deletion of records or copies by an authorised operator. These deletions may be completed both individually or globally, ie batches
3. global changes to the cataloguing records can be made by an authorised operator, eg. changing locations
4. indexing can be initiated as a batch task.

Authority control

1. provides subject and author authority control
2. allows searches of the authority files and displays all the reference structure
3. allows the loading and functionality of subject cross references from disk from Curriculum Corporation
4. cross references can be entered or amended manually by authorised users
5. allows authorised users to make global changes, ie. in batches to authority terms with automatic modification to the reference structure
6. alerts staff when inputting subject headings if incorrect forms of the headings are entered and displays correct forms
7. reports new, deleted and amended terms
8. provides a file structure for synonyms, acronyms, singular and plural forms of terms with the ability for them to be added and modified, eg. Patrons successfully search cat/cats, and alternative spelling eg. color/colour.

General

1. a web OPAC with the same functionality as client OPAC is available to allow searching of the catalogue via the Internet. Note: information must be provided about the firewalls required to protect the library system from unauthorised access via the Internet
2. the system allows for a variety of input sources including keyboard, scanner and mouse
3. all fields can be searched, either separately or in any combination eg. title and series, notes and subjects
4. searches are not case sensitive
5. the system allows for the use of hyperlinks/automatic linking to CD-ROM or online access
6. the system allows for searching to be performed at different levels of expertise
7. the system allows for the recognition of client's borrower category and/or search competency and provides an appropriate screen layout, search strategy and display of results
8. the system has the ability to respond to voice and touch.

Invoking searches

1. searches can be terminated, with access within 10 seconds to a new search
2. the system provides a series of search strategy tips which can be displayed before invoking a search
3. successful and unsuccessful searches can be logged and statistics generated
4. the system allows for individuals to access information that relates to them personally such as reservations to be collected
5. the system allows for the use of a swipe ID card containing personal data

Types of searches

1. the system supports string and keyword searches
2. keyword searches allow an unlimited number of keywords to be located anywhere within the nominated search field/s
3. keyword searches can be performed within and across subject headings
4. search results are weighted, i.e. the better the match the closer to the top of the list
5. subject searches on see (or use) references that have been entered in the subject authority field invoke searches on the relevant authority
6. the system allows searching 'see also' or 'NT' references in the subject authority field
7. boolean searches are available on user selected permutations, e.g. ‘any of the words’, ‘all of the words’ or ‘as a phrase’
8. the system allows for searches using keywords and GMD eg. animals and chart, Ancient Rome and videorecording, and restricting by location
9. truncated searches are available eg. 'comp' for computer/s etc
10. searches can be progressively modified and refined as search results become available with search terms and operands being added and deleted as necessary
11. in searches using more than one search term there is an indication of the number of items found linked to each search term
12. the system allows for phonetic searches.

Search displays

1. the screen layout is uncluttered
2. different font sizes are available
3. school has the ability to manipulate the screen layout to satisfy local needs which include:
   • number of items displayed on the screen
   • order of items displayed eg date order, call number order
   • order of fields displayed eg title first, call number first
   • inclusion of 'see also' terms
4. the first screen of the display includes:
   • number of items found
   • the field/s being searched
   • the search strategy used
   • a summary of the results
5. for each item the summary of results displays:
   • call number
   • title
   • GMD
   • Location
   • item status, eg date due, on reserve/date of status change
6. users can select to view details of individual items
7. titles can be displayed in full, irrespective of length
8. users can backtrack screen by screen through displays
9. the current search term/s is highlighted in the records
10. records retrieved by a catalogue search can be added to in subsequent searches, e.g. bibliography
11. duplicate copies are not listed separately on the search result summary screen.

General

1. the system is capable of loading data exported from the School Administration System, eg patron data from RM (SIS), MAZE, KidMap, Cosy Corner
2. the system allows the addition of fields, e.g. email address, photos
3. the system accepts manual as well as downloaded entry of patron records
4. there are different borrower categories with different borrowing rights
5. there are different item categories with different loan characteristics
6. based on the borrower category and the item category, the system automatically calculates the item date due
the final date
7. due for items borrowed by different borrower groups can be set
8. the library staff can change the loan period for groups of items identified in a catalogue search, regardless of status eg. by Dewey classification, author or subject
9. system allows for the setting of dates (e.g. term breaks) which are not counted in the loan period
it is possible to
10. override any of the preset loan parameters in the system
11. the system allows the setting and modification of defaults
12. the system allows an authorised operator to register future loan period changes for a set period of time for groups of items, eg change to overnight loan at beginning of term 3

Data maintenance

1. circulation transactions are stored on non-volatile memory immediately the transaction is completed
2. loan status is immediately updated in OPAC
M M
3. the system allows editing of all parts of the borrower records
4. the system allows protected deletion of borrower records, with notification of loans and reserves
5. reports are produced on any additions, deletions or amendments to the borrower records
6. there is a function for the annual updating of students' academic year.

Charging

1. charging only requires the entry of one (1) borrower identifier and one (1) item identifier
2. the system allows entry of item identifier or borrower identifier by:
   • keyboard or keypad
   • optical wand/scanner
   • swipe reader
3. borrower can be identified by:
   • borrower name
   • borrower identifier eg. PIN, barcode, school administration short name
4. item can be identified by barcode or title
5. entry of borrower identifier and item identifier is validated against the database records
6. the system provides a display within circulation which includes:
   • author
   • title
   • call number
   • GMD
   • items on loan details:
   • borrower name
   • borrower tag
   • date due for return
7. charging can be blocked for borrowers who exceed the limit for the number of items on loan or have items overdue, but this feature can be over-ridden by staff. Once over-ridden no more blocking will occur for that period of charging
8. during charging there is a display of a borrower's loans, recalls, overdues and reservations with the facility to print from screen
9. if charging is blocked, the operator is automatically advised of the cause of the blockage
10. temporary records can be created for circulation purposes
11. loans can be made for minimum periods eg. one period or hour
12. loan period for items borrowed can be modified individually or as a group while the items are on loan
13. groups of items can be identified as a single entity for charging, components of the single entity can also be borrowed individually
14. the system provides a level of security for self-serve borrowing
15. an electronic offline alternative for charging is available
16. the system links with a security system for one step charging/desensitising.

Discharging

1. input of one item identifier is all that is required for discharging
2. the system allows entry of item identifier by:
   • keyboard, keypad
   • optical wand/scanner
3. upon return of an item which has a temporary item record there is an option to delete the temporary record
4. reserved items are highlighted upon return
5. an advice notice for reserved items is automatically generated
6. items grouped as a single entity for charging can be returned individually with notification
7. the system provides an option to generate an account for damaged items while discharging.

Circulation searches

1. searches of borrower records can be accessed by any field
2. display of the borrower search includes:
   • borrower name
   • borrower identifier, PIN, barcode
   • borrower tag/year level/class
   • items on loan to borrower with due date
   • items reserved
   • comments
3. all functionality of OPAC searching should be available within the circulation module

Circulation reports

1. loan activity is recorded for each item
2. borrowing activity is recorded for each borrower

Overdues

1. overdue notices can be produced for overdue items grouped by borrower class and include:
   • borrower name
   • address
   • item title
   • item date due for return
   • cost
2. the system provides a facility for the production of a series of overdue letters
3. the text of letter, borrower and item information can be determined by the school
4. the text of overdue letters can be produced in a word processing package and transferred to the library software
5. reports can be generated for items overdue for a specified period of time
6. reports can be generated for items overdue for a specified loan category eg. Overnight loan
7. the system allows electronic notification to users of overdue items eg. e-mail advice.

Reservations and recalls

1. reservations may be made and viewed in OPAC with the option of barring these two parts individually
2. multiple reservations may be entered against an item
3. limits can be set on reservations
4. blocking of charging occurs for items reserved by other students with an override facility for authorised operator
5. borrower advice notes are produced when reserved items become available
6. the system allows both reservation of a specific copy of a title as well as any copy of a title
7. reservations are not automatically deleted after a set time period
8. reservations may be made for specific time periods including future bookings irrespective of current status of item
9. an authorised person may manipulate the placement queue
10. an authorised person may delete reservations for an item
11. borrower advice notices are available in print or electronic form
12. the system provides an ability to recall items and advise patrons
13. OPAC displays patron's order in queue

Stocktaking

1. stocktaking can be conducted using:
   • keyboard entry, keypad
   • optical wand/scanner
   • portable barcode scanner
2. stocktaking of parts of the collections can be conducted eg. Fiction or 500s
3. items on loan during the stocktake are automatically included as items verified in the stocktake
4. items with a status other than available eg, 'in process', or 'on order' are not reported as missing in the stocktake
5. the system allows missing items to be converted to a status of missing on command
6. reports are produced which include:
   • the number of items missing
   • list of items in call number order missing since the last stocktake
   • list of items in call number order missing for the second time
   • detailed list of items missing since last stocktake including individual costs and a cumulative balance
7. there is a deletion process for item records identified as missing during stocktake/s and a report is produced of the deleted items

General

1. the system has the ability to record the purchase cost of an item, automatically update the cost of the collection and produce reports which indicate current values and replacement costs.

General

1. serials are integrated into the system in a manner identical to other resources. This integration should apply to the cataloguing, searching and circulation of titles and issues
2. the system can process continuing subscriptions and advise renewal dates
3. the system stores the publication frequency of each serial and uses this information for reporting the non-receipt of issues
4. individual issues and bound volumes can be handled
5. serial data held in existing systems can be loaded into the new system without any loss of specificity.

General

1. reservations are not placed on book hire materials
2. book hire items are not displayed in the OPAC.

General

1. the system facilitates the use of workstations capable of accessing:
   • school resource collections
   • multimedia resources
   • online databases
   • Internet
   • other computer applications
2. all locations have access to all functions of the software
3. holdings are recorded against individual locations
4. loans returned to another location are notified
5. statistics are available for each location
6. circulation functions can operate on:
   • holdings at individual locations
   • the total school resource collection.

Training

1. formal training on use of the software is available to school staff
2. alternative training methods are available for use by school staff eg. tutorial or video recording.

Software support

1. a support service is available to schools via telephone, email, modem or on-site visit
2. support is available 9 am – 4 pm WST
3. initial response time to support calls is within 2 hours
4. there is a 1800 number for STD callers
5. support is available for schools using a range of different hardware
6. system enhancements are available.

Customerisation and installation

1. conversion of existing library machine readable data is available
2. current barcodes can be utilised
3. the school has the option to install the software onto the hardware.