Memo2

April 10

TO: Mr. Doug Edwards, Chairman of the Our Town School, Board of Trustees

FROM: Delores Bird, Jonette Doeden, Joice Franzen, Janet Goss, Deani Goyette, Kevin Kriskovich

DATE: April 10, 2010

SUBJECT: Library Automation System Purchase

In order to better serve our students, teachers, staff, and community members, we are requesting that the district implement a library automation system. Automating our library media centers will increase their efficiency. By automating repetitive and time-intensive, routine actions, the library media specialist will have more time available to plan lessons, to assist teachers with their lesson plans, and to better serve students. While the district will incur some initial costs, the system will begin to pay for itself immediately in savings of time and resources.

We believe Follett’s Destiny is the best choice for our district’s libraries. Follett’s Destiny automation service is one of the most effective and exciting library search databases on the market today. Our libraries must move forward into the 21st century, and further our mission to excite the next generation of readers about the resources of the library system. Creating a computer-literate library that fully uses the resources of the World Wide Web in finding information is an essential component of Destiny’s interface. Destiny is accessible for both students and staff..

Because Destiny is a web-based system, students and teachers can access the resources of the library from any computer. They can check to see if a book is available without leaving the confines of their home because Destiny can be used from any Internet-connected computer. Patrons can also check their personal accounts to see if they have books that are about to become overdue. Bringing the library into the home of the student, Destiny also expands the student’s horizons in the school library, as it allows the student to search the collections of other schools, from which the student can borrow books through inter-library loans.

After extensive research we have determined that Follett Destiny will best meet the needs of our district. Among the many features of Follett Destiny that will serve our library media centers for years to come are those presented in this document. A user of Follett Destiny will see a user- friendly interface which contains tabs for each of the following areas: Home, Catalog, Circulation, Back Office, My Info. All Destiny modules are fully integrated. As you read this memo you will learn more about each of these.


 * The Home tab** of Destiny serves as a hub to library resources. This tab can be customized to include links to resources pertinent to the curriculum of the local school. The advantage of using the Home tab over other internet sites is that this feature shelves the electronic resources along with access to print resources.

N. Whearty (personal communication, March 25, 2010) states that l ibrary web browsers can be set to use the Destiny page as a home page. Students then have easy access to both the electronic catalog (and therefore print resources) and the many electronic resources used in the curriculum. This includes subscription databases funded by the state and websites commonly used such as regional newspapers and government websites.

The Home tab can be arranged by type of resource or by subject. N. Whearty (personal communication, March 25, 2010) believes that b oth layouts have advantages and disadvantages. However, this option provides an opportunity to work with teachers in other curriculums to find out what best meets the school’s needs. Including references that teachers use in the classroom will enhance the site and its appeal for students.


 * The Destiny catalog** is fully integrated with the other Destiny Resource Management Solution modules. This system enables librarians to quickly and easily process new books so that they will be available to library patrons. The Destiny System connects all libraries within the school district and library patrons are able to access all of the books in all of the libraries.

Destiny shows books available at all district schools, thereby increasing the number of books available to each student. It has an easy-to-use search page with both picture and word icons. The user has the ability to search by keyword, title, author, subject, or series. The narrowed searches page includes Location, Award Winner, and Reading Programs.


 * The Destiny Quest page** provides information on Top 10 Books, Resource Lists, and New Arrivals. The user has the ability to create “My List” by selecting and saving book choices. The search and advance search engines offer many more options: author, subject, genre, Accelerated Reader, series, review rating, awards, publication year, extent-pages, extent-length, language, format, location.


 * The Resource List option** provides the user with an opportunity to make lists of resources. This can be done whether the user is logged on to Destiny or not. The lists are private and cannot be viewed by other users, unless the list creator makes the list public. The lists can be sorted in various ways and can be edited and printed. There is an excellent help tab which answers many frequently asked questions and walks the user through the options. The help tab is user friendly and easily accessed.


 * The Library Search page** provides search topics such as basic, power, visual, copy categories, number, barcode, and brief records. It provides a help window with many topics that enable a user to more efficiently find topics and books. It provides an in depth reference for users, covering simple questions about word spellings to more complex inquiries such as, “What if my list is too short?”

Because Destiny is web-based, it can be used from any Internet-connected computer. This allows parents and students to choose books from home and to check on what is newly available at the library. The program is image-rich with book covers pictured in the search list. Information is included such as the number of copies available, where the copies are located, a description of the book, and the book’s reading and interest level. There are links that connect the reader to pre-selected, teacher approved, grade leveled WebPages that correspond to the subject of the book that the reader selected. Destiny also makes suggestions to other subjects that are related to the selected book. A direct link takes the reader to a new list of options. Destiny can also create a bibliography from a book list with the touch of one button (//Welcome to Helena School District 1,// 2009).


 * Destiny’s circulation component** allows the user the ability to create overdue notices that run automatically following the library policies. Additionally, the user has the ability to select and sort by many different options such as checking books in and out, renewing books, holding books, using interlibrary loan programs, reporting fines, reporting the copy status, patron status, offline options and library information (//Follett Software Company,// 2008).

Although we have become a nation of people dependent upon the Internet, it does occasionally fail. Because as a nation we expect the Internet to always be available, when it is not, quite often our world comes to a standstill. The ability to continue working even when the Internet is down is offered through the Offline Circulation features. If the Internet is down, circulation does not have to stop. It is still possible to document all circulation activity as files can be uploaded and saved.

Checking items in and out is can be as simple as scanning a barcode. Items can also be checked out with names and wildcards (characters that represent one or more other characters). The differentiation between items checked out versus those that are out is easily made. To collect circulation statistics, the designation is “used in library.” A variety of circulation types, each with its own set of rules, can be established. Patron types to distinguish between staff and students, for example, can easily be set up. Calendars are used to assign due dates, calculate fines, manage holds, and report circulation stats. Destiny offers centralized check-out, fine, and reporting services for entire school districts (//Follett Software Company,// 2008).


 * The My Info portion** of Follett’s Destiny cataloging system provides users a way to track their account and usage. To access the “My Info” tab the user logs in with a user ID and password. The user ID can be imported from other log-in systems from the district and users can be encouraged to keep the same password across multiple applications. This increases the likelihood that the patron will remember the user ID and password and therefore uses the “My Info” features.

According to N. Whearty (personal communication, March 25, 2010) o nce logged into the Destiny, a My Info tab appears alongside the Home and Catalog tabs. From this tab the patron can access Patron Status and Resource Lists. Patron Status allows the patron access to Items Out, Fines, Holds, and Recommended Titles. The Resource Lists section gives the patron access to personal and public lists that have been created.


 * P ****atron Status** is a great way for students and staff to take responsibility for their individual library accounts. S. Melcher (personal communication, March 25, 2010) shares that s ince Destiny can be accessed from any computer with internet access at any point, patrons can check their account for upcoming due dates, overdue books, and the status of holds. The Recommended Title section allows users to recommend books to each other, similar to Facebook’s bookshelf, except in a monitored situation. The librarian can choose to monitor all comments and/or filter for selected words.


 * Resource Lists** are a great way for patrons to track reading and research resources according to S. Melcher (personal communication, March 25, 2010). Once logged into Destiny, the patron may return to the catalog and search for resources. Since the patron is logged in, the catalog now provides a link to “add to list.” By adding the resource to a list the user can easily find the resource at a later date on the Resource Lists page in My Info. For example, if a student is searching the catalog on a topic of interest and finds several books that he/she would like to eventually read, these titles can be added to a Resource List. Or, if a teacher has requested resources of Native American legends, for example, the librarian can create a resource list and make it public. Then the teacher and students can access the list once the resources have been re-shelved. Further, if the teacher requests the same resources in subsequent years the list can be accessed and the resources gathered quickly, perhaps by a library aid. The student can also select titles from the list that he/she used for the research and add to a personal list, which provides the student with a list of resources.

In the event **technical support** is needed, Follett maintains customer support for the Destiny system. The library media specialist may contact Follett for assistance with technical problems and for support while learning new features. Follett is responsive to the needs of school libraries and offers a section for recommending improvements. In this way Destiny remains responsive to the current needs and trends of library functions. (//Follett Online Support//, 2010) Destiny is user-friendly for students and staff alike. It appeals to visual as well as verbal learners by displaying the book cover in the search list. Selecting the book title displays practical information, such as the copies of the book available in all the schools and other helpful information for student research such as a description of the book and the book’s reading level. For students Destiny makes the researching process feel much less intimidating. Searching with Destiny is a learning experience for the student, as well as an important step in the research process. Having selected a book, the cover image also offers students links to web pages and online reviews. This helps provide students with important jumping off points in their research. Destiny allows the user to make a booklist of book selections, so they can easily keep track of their growing list of research-related titles.
 * The Back Office tab **is the backbone of the program from an administrative standpoint helping the librarian control of the rest of the automation system. . C. Sweedland (personal communication, March 30, 2010) stated that Destiny is invaluable in maintaining a library media center. From the aptly named Back Office tab, the user is able to find, update, import and export patron data and upload pictures. Library policies are stored here that deal with items from patron type to circulation type. Access levels to the program are also set from the Back Office as are the calendar and hours. Reports, which to complete without an automation system are incredibly time consuming, can be created and run with the click of a button. Available report types in the Library Materials section vary from bibliography creation to collection statistics. Even a Weeding Log can be created. Patron statistics from a listing of checked and overdue books to a summary statement are also available in the Back Office. Site Configuration, Inventory, and the Job Manager complete the items found in the Back Office. These are all important components to help maintain the Library Collection.

Despite the cutbacks school districts constantly face, Destiny is a worthwhile investment because it offers cost savings. Because of its integration of services and ease of use, Destiny is an investment well worth making. The No Child Left Behind Act provides funding for school library improvements. These funds can be used to help finance the purchase and integration of a library automation system, thus lessening the burden of the local school district (//Follett Software Company//, 2010).

Using information from the attached proposal, we believe that for $8590 the district can purchase the licensing agreement, train its staff and purchase two scanners ( //Follett Proposal to Heart Butte School,// 2009). As we have two libraries in two separate buildings, it is necessary to purchase two scanners, one for each of the two libraries in the school district. Onsite installation and training for the staff will make the transition smoother. By training the staff, they will be better able to have the system up and running in minimal time and be better able to assist staff and students.

Second and successive year costs are as little as the annual licensing fee of $500 and any additional subscriptions enhancement the District deems appropriate (//Follett Proposal to Heart Butte School,// 2009). For a complete cost analysis please see the attached quote from Heart Butte, Montana, a district similar in size to our own.

In closing we feel Destiny is an excellent resource for school library media centers. It provides an opportunity for all students in the district to take advantage of all of the books available throughout the district. It is user-friendly for librarians, teachers, students, and parents. The ability to personalize searches, lists, and page setups encourages students to interact with the program. Destiny helps transform libraries into knowledge centers that drive information literacy. It strengthens the library-to-classroom connection and expands the library’s scope beyond “normal” operating hours. Destiny channels student Internet research in positive, academic, and age-appropriate directions. Because Destiny is browser-based, software does not need to be installed on multiple machines. This saves time and money. Reading the attached resources will help you to gain an even greater insight into the power of Follett Destiny.

Attachments

The following information is taken from the Follett proposal to Heart Butte School October 30, 2009.

Destiny Library Manager Solution Proposal Quote#: 69908 //Software Licence// $2000

· Library Manager for 1 location · Online Documentation and Help · Online access to over 7 million MARC records

TitlePeek Subscription Included

//Training Services:// Application Training: includes pre-recorded web-based product functionality training for library staff members

Enriched Content Subscriptions: WebPath Express™ Subscription

Note: The solution price for Library Manager includes one of the subscription services identified above for the first year. Renewal pricing for the subscription services is provided on the next page in the Options for Consideration section.

Total: $2000

Annual Licensing and Maintenance Costs After Year One (starts in Year Two) · Annual licensing $500 · Product updates during the year · Online access to MARC records · District Technical Support includes: o Toll free telephone technical support for Follett Trained resources o 24/7 Access to online knowledge base o Unlimited email support o Access to recorded web-based training Enriched Content Subscriptions: TitlePeek & WebPath Express Subscription $500

Follett offered conversion of data from several systems including:
 * Follett/Sagebrush MARC Data Conversion from SYSTEM
 * Follett/Sagebrush Data Conversion with Transactions and Statistics from SYSTEM
 * MARC Data Conversion from VENDOR SYSTEM
 * MARC Enhancement and Custom Cleanup
 * MARC Authority Control Service
 * MARC Entry Service

o Extended Maintenance agreement $160 o Extended Maintenance agreement $160
 * Options at additional cost from Destiny Library Manager Solution packages available: **
 * Enriched Content Subscriptions: **
 * Standards Alignment Subscription $499
 * Reading Program Service Subscription AR/RC $399
 * Reading Program Service Subscription Lexile® $399
 * TitlePeek Subscription™ $399
 * WebPath Express™ $499
 * One Search™ $499
 * Alliance AV™ $149
 * // Peripherals: //**
 * Follett Panther™ Wireless Scanner $1795
 * Extended Maintenance agreement $265
 * Image Team® 3800 Scanner with Hands-Free Stand $459
 * Transaction Tracker™ Receipt Printer $599

(2 days) $3000 The school has to upgrade a computer to allow Destiny to be housed and saved on a Raid5 configuration. Additional requirements included two 320gb Hard Drives and the Vista Enterprise, Ultimate, or Business program. (Windows 7 was unavailable when we purchased Destiny) We chose to upgrade a computer that had Vista Home that had failed and already had one HD. The computer was to be able to function as a support for all types of media in the High School Library for any potential AV needs and support for presentations as well as to support the Destiny Software. Cost of the upgrade was $480 with everything installed. RATIONALE · We chose only what was necessary to get us up and running the first year. · We had no MARC Records available to send to Follett, all is on card for our collection. · We chose two scanners and extended agreements for the two libraries in the school. · We chose no additional onsite installations, nor training for one person as the District felt the library media specialist would learn as he went and there was limited funding. · We had no volunteers or aides that worked in the libraries, so no additional training was needed. · Second Year and beyond we wanted to add AR/RC as our school was picking up AR the following year and to have it the first year with little or no cataloguing completed was absurd. · Second Year and beyond we wanted to continue with TitlePeek and WebPath Express in the package deal for $500. · Second Year and beyond we wanted to add potential for teachers to be able to see what would be available to support their curriculum at a glance.
 * // Installation, Training, and Technical Support: //**
 * Onsite Installation $4000
 * Site-based End-User Application Training (up to 5 attendees)
 * Computer Expenses **



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