16 June 2000


This Fall the library will be evaluating library management systems during multi-day system demonstrations. These sessions are our chance to determine which candidate systems best meet our needs. For these sessions, we will define specific operations--here called "demo situations"-- that we want to see performed during the vendor presentations. By defining these situations in advance we will ensure that the all the vendors include the same examples during our evaluation sessions.


The Migration Management Group establishes the Demo Situations Work Groups and charges them to:

Identify and describe situations, operations, functions, etc., that we want to see performed during the Orbis2 system demonstrations. Include basic commands, operations that demonstrate complex procedures, as well as situations that test areas of new development.

The demo situations will be sent to the system vendors before the evaluation demonstrations. They will be used by the Evaluation Work Groups during the actual presentations to gather information about each system's functionality.


Work from your experience with NOTIS and other library management systems and from the lists of criteria prepared by the five Criteria Work Groups. The Criteria Work Group lists will be available in draft early in July and in final form on 21 August.

The Criteria Work Groups are excluding from their lists of requirements operations and situations that can be verified quickly during a system demo. These basic operations, therefore, must be included in the demo situations. Examples of basic operations are: checking material in and out; updating a bibliographic record; adding an item barcode; searching in the online catalog by author, title, subject.

Once the Criteria Work Groups have completed their lists of requirements, define situations that will demonstrate the systems' ability to meet those criteria.

Group situations by function (e.g., for circulation, group situations about check-ins together, and situations about fine payment together).


Page two


Situation 1) Backdate material during check-in

Situation 2) Can the backdate date be set to any date or is there a system cut-off?

Structure the documents as Excel spreadsheets with the following column headings:

1) Situation Name (use Requirement Name from Criteria documents, 'Yale' name, or other identification.)

2) Situation Description (describe the action to be performed, or ask a question)

3) Objective (if appropriate, describe what is being tested)

4) In Orbis? (a Yes/No flag indicating whether the feature exists in Notis based Orbis)

5) Rating (from the Criteria documents)

6) Checked? (used by the Evaluation Groups to indicate the situation was presented)

7) Notes (used by the Evaluation Groups for relevant information)


Situation Name: Bulk Item Conditions

Situation Description: Flag several books with a specific condition (e.g., missing or damaged) using the most efficient method.

Objective: Determine if condition can be defined once and then applied to several items in a row.

Rating: [blank]

Checked? [blank]

Notes [blank]

Within the situation description avoid defining situations using NOTIS or Yale vocabulary.


-Place an Eli Express Request.


-Demonstrate how material from another campus location can be paged by staff for a patron.

Please submit final documents to Audrey Novak by 22 Sep 2000.

Work Group meeting schedules and notes should be posted regularly to the Orbis2 website. (To post to the website, send MSWord or HTML documents to Julia.Norcross@yale.edu.)

Please address questions about your charge and work group to audrey.novak@yale.edu (2-2365).