Attachment A- Functional Requirements.xlsx

Instructions


DCL Functional Requirements

General	Complete the Vendor Response Column for each functional requirement and utilize the Comments box as necessary. Please submit responses to all of the individual functional requirements in this spreadsheet. Screenshots and complete descriptions of functionality are welcome.

Library Priorirty Column	4 = Mandatory 3 = Extremely Important 2 = Very Important 1 = Important 0 = Nice to Have

Vendor Response Column	A = Available ● fulfills entire requirement ● currently in Production AP = Available ● partially fulfills requirement ● currently in Production D = In development, release within 6 months P = Planned for future development, within 2 years N = Not available

Acquisitions


Acquisitions

Requirement #	Library Priority	Requirement	Vendor Response
1	4	The Acquisitions, Cataloging, and Circulation modules are fully integrated.
Comments:
2	4	Ability to make fund adjustments at any time during the fiscal year.
Comments:
3	4	Describe the fields available for vendor records (vendor accounts), and any limitations to fields or quantity of records.
Comments:
4	4	Describe the tools to monitor and manage accurate and up to date financial tracking and reporting. Including how it manages and balances funds through actions such as encumbering and disencumbering funds, updating fund expenditures, and maintaining accurate and up-to-date payment history records.
Comments:
5	4	Display data from book vendors in acquisition interface, including status, and stock.
Comments:
6	4	Does the system support the carryover of funds and encumbrances from one fiscal year to the next? Describe the system’s year-end fiscal processes, including how it manages the closing of current-year funds, the opening of new funds for the upcoming fiscal year, the handling of outstanding encumbrances, and the creation of new appropriations.
Comments:
7	4	Fund reports, with current amounts, are fully configurable. Please describe
Comments:
8	4	Funds can be easily created, edited, and deleted with appropriate audit trail, and fund code description can easily be displayed. Describe any limit to fund code character lengths.
Comments:
9	4	Purchase orders can be created, edited, and deleted with appropriate audit trail. Describe how the system checks for potential duplicate orders by checking match points such as ISBN and title.
Comments:
10	4	Robust and flexible searching is available for POs, including ISBN, vendor name/number and the ability to use wildcards in the search.
Comments:
11	4	System allows custom fields to be included for individual line items in a purchase order.
Comments:
12	4	System provides ability to create Purchase Orders manually, using multiple templates.
Comments:
13	4	System provides multiple order templates which reflect the different selection groups and distribution requirements for different types of materials.
Comments:
14	4	System provides validations rules for each field in order records.
Comments:
15	4	System supports data transfer for orders through Ingram (iPage), and Midwest Tape. Describe the file output options available.
Comments:
16	4	Systems allows orders to be easily cancelled (holds and items); preferably one-click.
Comments:
17	4	Systems provides the ability to create brief bibliographic records during the manual ordering process.
Comments:
18	4	Ability to easily create customized fund hierarchies. Please describe this functionality.
Comments:
19	4	The system provides interfaces to vendor shopping carts, invoicing, and notification systems for major vendors such as Ingram, Playaway, and Midwest Tape.
Comments:
20	4	The system shall provide a dedicated workslip note capability to convey processing instructions during receiving, with at least the following characteristics: Workslip notes can be attached to order/PO lines and/or individual item records and maintained by authorized staff. When items with workslip notes are received, the system shall automatically display the relevant workslip note(s) as part of the receiving workflow before the transaction is finalized, without requiring staff to search for them. *Workslip notes shall support sufficient text length to describe typical processing instructions (e.g., label/sticker instructions, special routing), without arbitrary legacy‑style field‑length constraints.
Comments:
21	4	The system shall provide one or more internal note fields on order and item records that: Are not visible to the public. Can be used by staff to record internal comments or instructions. *Support sufficient length to capture typical operational notes (e.g., new‑material month, local processing comments).
Comments:
22	4	The system supports one-click delivery of purchase orders, regardless of data transfer format.
Comments:
23	4	The system supports standard data transfer formats, including EDI.
Comments:
24	3	High demand holds report is customizable by all fields, and by different holds ratios. Describe any limitations to fields that can be displayed in this report.
Comments:
25	3	Include customer barcode on hold display and allow that barcode to be copied/pasted throughout the interface.
Comments:
26	3	System provides capability for library staff to create invoices manually, with or without a PO.
Comments:
27	3	The system has batch updating tools to move items between collections and update fields such as Item Type, Item Status, Location, Fund Code, etc. Explain limits on what fields of the order records can be updated in a batch and how many can be updated at one time?
Comments:
28	3	The system provides straightforward reporting of financials per purchase order, per vendor, per date range, and per fund.
Comments:
29	2	One or more line items can be transferred from one bibliographic record to another.
Comments:
30	2	The main PO screen can be cusomized by the library to include fields such as fund code, budget, fund balance, etc.
Comments:
31	1	Ability to suppress pop-up messages for multiple items on a PO, for example, if a fund is over budget.
Comments:
32	1	The system supports credit memos.
Comments:
33	0	System allows library staff to hide or disable a vendor record.
Comments:
34	0	System allows multiple vendors to be included on a single PO.
Comments:
35	0	System supports the following workflow for vendors including PlayAway, Amazon, Library Ideas, Permabound: Staff place an order on the vendor’s web portal. Staff print a PDF (or otherwise capture the order). *Staff then create the PO manually in the ILS, keying in the order details.
Comments:

Cataloging


Cataloging

Requirement #	Library Priority	Requirement	Vendor Response
1	4	Authority control is compatible with MARC and RDA standards.
Comments:
2	4	Bibliographic and item records provide access to detailed circulation information, including circulation by title, by item, by location, and by year.
Comments:
3	4	Bibliographic records and item records can be suppressed from public display and can be marked for inclusion or exclusion from resource sharing networks like Prospector.
Comments:
4	4	Bibliographic records can be easily and reliably merged and overlaid with consistent results, and have functionality and actionability to manage attached items, orders and holds records
Comments:
5	4	Encoding standards are kept up-to-date for bibliographic and authority record loads. Include which standards are supported.
Comments:
6	4	Item records can be imported from orders created on vendor sites, current vendors include Ingram, Midwest Tape, Kanopy, etc. Describe limits on batch sizes.
Comments:
7	4	MARC records can be imported from bibliographic utilities both one at a time and in batch loads, including, but not limited to, OCLC creating new bibliographic records and/or overlaying existing records using library-controlled criteria. Describe limits on batch sizes.
Comments:
8	4	MARC records can be imported from major vendors, creating new bibliographic records and/or overlaying existing records. Vendors include Gale, Baker & Taylor, Ingram, Midwest Tape, Kanopy, Creative Bug, Hoopla (music only), etc. Describe limits on batch sizes.
Comments:
9	4	Rules for loading bibliographic, item, and order records can be customized by library staff, with fine control of overlay criteria. The interface for making these changes is easy and intuitive.
Comments:
10	4	Spine labels are customizable, with flexible formatting, up to 5 lines of information with up to 10 characters per line. Customization includes fonts, character size, orientation, and non-roman characters.
Comments:
11	4	Staff can batch suppress bibliographic and item records from the public display.
Comments:
12	4	Staff can easily move selected, or all holds, from one item and/or bibliographic record to another while maintaining the appropriate date order for all holds. Describe how manual thIS process is for staff.
Comments:
13	4	System administrators can define default values and validation rules for each field in bibliographic and item records.
Comments:
14	4	System has integrated FTP functionality for sending exported records to systems including but not limited to: OCLC, Ingram, Edelweiss (https://www.edelweissplus.com/for-librarians).
Comments:
15	4	System provides authority control record updates or integrates with a third-party product for authority record loads and updates. Indicate which authority record vendors to which your system can integrate.
Comments:
16	4	System provides permissions for staff to set the rules for loading order, bibliographic, item, and customer records which can be managed by non-technical staff. Describe the options available in your system.
Comments:
17	4	The system has batch updating tools to move items between collections and update fields such as Item Type, Item Status, Location, etc. Are there limits on what fields of the bibliographic and item records can be updated in a batch and how many can be updated at one time?
Comments:
18	4	The system provides full access to bibliographic records, including the ability to ● create original records ● import external records ● edit records
Comments:
19	4	The system provides syntax validation and linked documentation for authority records.
Comments:
20	4	The system provides the ability to manage and use record sets systemwide, so that bibliographic and item record sets can be shared and processed by staff throughout the system through a user-friendly interface that includes advanced search capabilities for key users. Describe how record sets are created and what actions can be taken on a record set.
Comments:
21	3	For authority control, system provides tools for identifying invalid headings, blind references and duplicate authority records.
Comments:
22	3	System provides a method for identifying and correcting defunct URLs in bibliographic and item records.
Comments:
23	3	The system provides an audit trail of changes to bibliographic, item, and authority records.
Comments:
24	3	The system provides full support for non-Roman languages and diacritics. Languages currently in collection include Spanish, Russian, Vietnamese, Arabic and Mandarin. Describe any limitations to display of characters from non-Roman languages.
Comments:
25	2	Library staff is able to print spine labels one-at-a-time or in batches. Each staff member has their own queue.
Comments:
26	2	The system provides tools for identifying duplicate bibliographic records and duplicate barcodes, and provides tools for merging or managing them.
Comments:
27	1	System has built-in spell check.
Comments:
28	1	System supports special tags for serials information such as 362 (Dates of Publication and/or Sequential Designation), 210 (Abbreviated Title) and 222 (Key Title).
Comments:
29	0	System provides version control for bibliographic and item records which allows staff to revert to previously saved versions of the records.
Comments:

Circulation


Circulation

Requirement #	Library Priority	Requirement	Vendor Response
1	4	Ability to batch update hold pick-up location.
Comments:
2	4	Collection of fees is clear and can include lost fees, damage fees, copy/printing fees and interlibrary loan fees.
Comments:
3	4	Holds on merged bibliographic records should be sorted in order by date.
Comments:
4	4	Item records include links to detailed information about each item, including date added, price, vendor, current checkout customer, call number(s), year-to-date and total circulation.
Comments:
5	4	Name searching allows for wildcards to be utilized such as *. Describe the flexibility available for name searching.
Comments:
6	4	customer hold lists display can be customized and include title, author, format, collection, hold date, expiration date, queue position, and status.
Comments:
7	4	Staff can renew checked out items one at a time and in batch.
Comments:
8	4	Staff can search for customers using multiple fields (e.g. name, preferred name, phone, "item out to borrower", etc.) and system supports the use of wildcards (*, etc.)
Comments:
9	4	Staff can sort paging lists by call number or collection code, call number, title, barcode, and location.
Comments:
10	4	Staff can use RFID technology to check items in and out without leaving the primary software interface.
Comments:
11	4	Staff can view item status and location history. Describe the options and settings available for determining what is stored and for what length of time.
Comments:
12	4	Staff can waive or reduce fees, with appropriate permissions.
Comments:
13	4	System administrators can define constraints on claimed returns, with the ability to record the claimed returned activity without affecting the customers usage.
Comments:
14	4	System administrators can define default values and validation rules for each field in the customer registration form and the customer record.
Comments:
15	4	System allows staff to have full control over item status and the ability to update the status of an item when editing, including tracing, claims returned, billed, collection maintenance, etc.
Comments:
16	4	System allows the library to specify when a customer is not sent to collections for any amounts owed.
Comments:
17	4	System has a method for loading data files from local schools into the system to create customer records with custom ID fields. Describe how school data can be incorporated into your system.
Comments:
18	4	System has an “offline” or other mode to automatically capture circulation transactions when the system is unavailable, and an easy and intuitive process for uploading offline transactions once back online. Please describe the options offered for recording transactions when the ILS is not available.
Comments:
19	4	System permits staff to freeze and unfreeze holds.
Comments:
20	4	System provides “clear holds shelf” functionality which allows library staff to sort the records by multiple fields, including item type and alphabetically by customer name, customer barcode, item barcode, title, and/or location.
Comments:
21	4	System provides multiple circulation interfaces, including a client loaded on a computer, an offline option, a web interface, and a mobile device interface. All interfaces must perform basic circulation functionality, including customer and item look up and editing all fields as well as check in/out functionality.
Comments:
22	4	The check-in module allows for configuration management of priompts and pop-ups (i.e. toggle on and off). This often applies to holds, in-transit, printing paging slips.
Comments:
23	4	The ILS provides flexible, customizable customer notifications, including email, and sms notifications. The library currently uses ShoutBomb for SMS.
Comments:
24	4	The system displays accruing, accrued, paid, credited, and refunded fees.
Comments:
25	4	The system provides a customizable customer record and customer record display for library staff.
Comments:
26	4	The system provides automated renewals, enabled by customer type, item type and item availability criteria.
Comments:
27	4	The system provides easy access to checkout and hold lists, allowing single-click access for staff from within the customer record.
Comments:
28	4	The system provides fine control of customer privileges, e.g. the ability to add constraints when a borrower has too many overdue items.
Comments:
29	4	The system provides intelligent management of automatic and customized blocks, including customization by type of block, thresholds, and naming conventions.
Comments:
30	4	The system provides simple check-in and checkout processes.
Comments:
31	4	The system supports both public blocks, notes, and messages in the customer record.
Comments:
32	4	There is a streamlined process for lost or unusable items that sets item status, applies fees, and notifies customers automatically.
Comments:
33	3	Holds management utility that allows for extending hold shelf dates and due dates. Allowing library staff to select specified holds by circulation status, location, hold places and hold expiration dates. Includes all holds.
Comments:
34	3	customer checkouts display title, barcode, location, status, author, format, collection code, itype, and due date. The library can customize the display fields.
Comments:
35	3	Staff can select, print, text and email one, several, or all items from a checkout.
Comments:
36	3	System provides customizable settings for hold fulfillment priority. For example - grouped by courier route, region, local copies first, at capacity locations, multiple copies, etc. What fields can be utilized to determine paging rules?
Comments:
37	2	Holds management includes functionality that allows library staff to directly contact the customer from the customer record. Ability to click from item record to access customer record.
Comments:
38	2	customer checkout and hold lists can be sorted by any field, with the default sort customized by the library.
Comments:
39	2	System has visual cues that indicate if an entry is a credit or debit (e.g. color coding).
Comments:
40	2	System provides a method for collecting, maintaining and reporting on monies collected as donations to the library.
Comments:
41	2	System provides method for tracking items that have been stolen. Describe the features which help identify and report information about stolen materials.
Comments:
42	2	System supports a refund process which clears and credits selected fees from the customer record and sends an acknowledgement to the customer.
Comments:
43	2	System will allow multiple copies of a title to be checked out to a single customer, with customizable privileges by itype
Comments:
44	2	The credit/refund process is clear and intuitive, and credits and refunds are displayed separately in payment history in the customer record.
Comments:
45	1	customer notes, messages, and blocks allow up to 100 characters. Please include screen shots of the notes and message displays that appear for staff.
Comments:
46	1	Staff can merge selected customer records through an intuitive, streamlined and clear process
Comments:
47	1	Staff searches are forgiving of case, ex) JANET PANE should retrieve Janet Pane.
Comments:
48	1	System provides a mechanism for creating and managing book club kits. Please describe how this functionality works in your system.
Comments:
49	1	The system provides visibility of missing and found parts (e.g. parts that are returned without all parts).
Comments:
50	0	Ability to resend hold pick-up notices on demand from the customer record, without clearing the notice.
Comments:
51	0	customer name searches are forgiving of spacing, and hyphenation. For example, search for LOT-SHORE should retrieve Lot Shore, LOT SHORE, Lot-Shore and LOT-SHORE. Searching should support wildcards.
Comments:
52	0	Replacement card history is stored in the customer record, with the current barcode and unlimited previous barcodes recorded.
Comments:
53	0	System provides a configurable automated method for the cancellation of frozen holds.
Comments:
54	0	System provides a method for library staff to use a mobile device to scan barcodes to create a record set in the ILS. Describe what devices are supported and how the data is communicated to the ILS.
Comments:
55	0	System supports mail delivery for home outreach customers, with private residences as well as group living delivery stops.
Comments:
56	0	System supports the use of two indexed name fields for customer's preferred name as well as name on ID.
Comments:
57	0	The system can automatically detect and prevent duplicate customer records.
Comments:

Discovery


Discovery

Requirement #	Library Priority	Requirement	Vendor Response
1	0	Ability to print or email entire reading history list.
Comments:
2	0	Canned searches can be bookmarked and/or allow permanent links to be created and shared with the public.
Comments:
3	0	Discovery layer apps utilize maps to assist the user in finding a branch.
Comments:
4	0	Discovery layer has a method for allowing customers to suggest a title for purchase which integrates with the staff modules for purchasing, receiving and customer notification.
Comments:
5	0	Format symbols (hard/paper cover, large print, etc.) can be included in search results and customized by the Library.
Comments:
6	0	Initial articles (a, an, the) in title fields are handled as requested by the library in searches. When a user inputs an initial article in a title search, the search should ignore it
Comments:
7	0	Mobile app available for discovery allows a user to access library services with multiple library cards in one app installation/interface.
Comments:
8	0	customers can pay selected fees and make partial payments using PayPal.
Comments:
9	0	customers can save and retrieve frequent searches and save lists of items in “My Account.”
Comments:
10	0	Print, electronic, and other materials are presented in a single search results list.
Comments:
11	0	Search indexes and algorithms are well-documented and customizable, allowing the library to configure the relevance ranking behavior with options such as item type, item location, and data source.
Comments:
12	0	Search results and lists (such as customer checkout list and customer request list) can be easily and dynamically sorted by any field.
Comments:
13	0	Self-service options allow customers to manage their own account information, subject to limitations and verification. Functionality should include: ● Reset password ● Change Notification Preferences ● View/Edit Hold List ● Opt-in for circulation history ● View Checkouts
Comments:
14	0	System allows library to configure the default amount of hold expiraton date when a hold is placed, as well as customizing the freeze/unfreeze default hold timing.
Comments:
15	0	System allows library to suppress an individual item or title from the discovery layer. Describe how this can be accomplished and what fields can be used to determine if an item or title is suppressed.
Comments:
16	0	System has ability to allow library staff to seurely act on behalf of a customer in the discovery layer to assist with searching, paying fees, holds, etc.
Comments:
17	0	System provides an opt-in feature for customers to display an indicator when the customer has held or checked out the item in the past, when a hold is placed.
Comments:
18	0	System provides functionality for customers to sign up for a new library card online, with address verification.
Comments:
19	0	System should allow customers the ability to freeze and unfreeze holds.
Comments:
20	0	The discovery layer complies with Colorado State Accessibility Laws (https://oit.colorado.gov/accessibility-law)
Comments:
21	0	The discovery layer has access to availability status for all materials, including electronic resources.
Comments:
22	0	The discovery layer is a stable platform with rigorous release testing and upgrade processes.
Comments:
23	0	The discovery layer provides an App for both iOS and Android users, providing the same functionality as the web-based discovery interface.
Comments:
24	0	The discovery layer provides search suggestion and assistance such as “Did you mean?”, related searches, read-alike suggestions, etc.
Comments:
25	0	The discovery layer supports FRBR-like record and format grouping.
Comments:
26	0	The discovery layer supports integration with content enrichment services such as Syndetics, Novelist, Communico study rooms, etc.
Comments:
27	0	The discovery layer supports customers at every level of technical expertise and in multiple languages (basic and advanced searching options). Indicate what languages are supported in the discovery layer.
Comments:
28	0	The discovery layer uses collection and circulation data to improve searches and suggestions (e.g. “popular items that are available now”).
Comments:
29	0	The discovery layer uses responsive design for optimal display on a variety of devices.
Comments:
30	0	The fields shown in search results are configurable, at least systemwide and preferably by multiple groupings.
Comments:
31	0	The system provides a “Back” button to progressively undo limits and restrictions until one returns to the original search form.
Comments:
32	0	The system provides an opt-in for customers to generate reading suggestions based on reading history, new arrivals, and other staff parameters.
Comments:
33	0	The system provides configurable, opt-in customer alerts for new releases.
Comments:
34	0	The system provides consistency in language and search parameters for staff and customers.
Comments:
35	0	The system remembers the last several searches so they can be repeated with a single click.
Comments:
36	0	The system supports discoverability of bibliographic records by commercial search engines. Please describe the current and future functionality for your system in relation to external search engines.
Comments:
37	0	Users can apply as many limits or restrictions as needed to searches, both during initial search and after displaying search results.
Comments:
38	0	Users can filter and group search results by format (e.g. print, large print, DVD).
Comments:
39	0	Users can select one or more search results and perform additional actions such as place multiple holds, add to personal list, printing full, etc.

Integrations


Integrations and Third-Party Connections

Requirement #	Library Priority	Requirement	Vendor Response
1	4	Resource Share module must be compatible with the current Prospector software (INNREACH/Encore from Innovative Interfaces). Site is https://encore.coalliance.org. Describe the level of integration currently available.
Comments:
2	4	System allows authentication via EZProxy HAProxy and API. Please list other supported authentication pathways.
Comments:
3	4	System integrates with third party vendor to provide self-service library card creation, with address verification. Indicate which vendor products are integrated into your system.
Comments:
4	4	System integrates with Unique Management services for collection agency services.
Comments:
5	4	System provides automated method for integrating invoicing and voucher information with the DCL accounting system (Intact software). Explain how this integration is realized.
Comments:
6	4	Systems integrates with customer Point services for email marketing.
Comments:
7	4	The system fully integrates with BiblioCommons as a third-party discovery layer. Please list discovery layers that your system is compatible with.
Comments:
8	4	The system integrates seamlessly with Bibliotecha RFID and RFIDLS systems and software.
Comments:
9	4	The system integrates with Automated Material Handling Systems, including RFID Solutions (Total of 6 automated handling system stations from RFIDLS, includes one at each branch)
Comments:
10	4	The system integrates with cataloging tools (e.g. MarcEdit).
Comments:
11	4	The system integrates with OCLC Connexion.
Comments:
12	4	The system provides a robust, open RESTful API for bibliographic, item and customer data.
Comments:
13	4	The system supports a wide range of connections to external systems, including, but not limited to: ● SIP2 [Bibliofines, PayPal, RFIDLS (sorters), Bibliotecha (core RFID), FETech (self-checks), DTech (laptop dispensor), Overdrive, Hoopla, Kanopy, Envisionware PC Reservation & LPT1 Print Management] ● EDI ● PayPal
Comments:
14	4	The system supports PCI compliant credit card, debit card, check, and cash payments through APIs.
Comments:
15	4	The system uses an industry-standard, fully accessible database. Please describe your database structure and methods of accessibility.
Comments:
16	3	ILS data can be integrated with the Library’s current website platform [VENDOR/PLATFORM]. Integrations include: ● Carousels of booklists ("What's New?") ● Staff Recommendations ● customer App (with “BiblioWeb”)
Comments:
17	3	The system supports the following integration features associated with the Automated Material Handling System: ● Customized hold receipts ● Customized sorting by library selected fields (e.g. itype and not call number).
Comments:
18	2	System has the ability to check in or check out a full cart of physical items in one click.
Comments:
19	1	Resource Share module must be compatible with Prospector’s upcoming software replacement which may begin as early as July 2026, OpenRS (https://openrs.org/), via a built-in interface, NCIP, or API connectivity. Describe any experience you have with integrating your system with the ReShare software.
Comments:
20	1	SIP2 server and process licensing is economical for large-scale use. Indicate if a site-wide or unlimited SIP2 license is available.
Comments:
21	1	The system integrates with third-party content aggregation providers (e.g. Bibliographic records from Overdrive, Hoopla Music, Flipster, Kanopy, Creative Bug, etc.)
Comments:
22	0	System provides a robust, open RESTful API for acquisitions records and data.
Comments:
23	0	The system integrates with the iTiva Phone Notification Service or provides an integrated option for customer telephone notices. Indicate which Phone Notification Services can be integrated with your system.
Comments:

Reports


Reports

Requirement #	Library Priority	Requirement	Vendor Response
1	4	Collection statistics and performance metrics can be accessed through dashboards and high-level and detailed reports, with faceting and drill-down capabilities. Describe the flexibility and options for dashboards provide including integration with commercially available visualization tools
Comments:
2	4	Describe the tools available data analysis, combining different record types to produce strategic statistics (e.g. comparisons that can be made, trend reporting, and time indicators).
Comments:
3	4	Library currently utilizes an SQL report which creates a file of the acquisitions vouchers which the Library retains and provides to the accounting system used by DCL. Can a custom report/file be created in your system to provide this vital information from the ILS to the Library?
Comments:
4	4	Reports can be scheduled and automatically delivered via email and/or downloaded to specific locations within the library network.
Comments:
5	4	System provides tools and allows library staff to generate collection maintenance reports on an ad hoc basis without IT support (e.g., weeding report).
Comments:
6	4	The system provides an intuitive utility for designing and sharing custom reports by library staff, with appropriate permissions, that does not require any IT intervention.
Comments:
7	4	The system provides multiple report interfaces for users of differing technical capabilities. Describe the different reporting capabilities in your system, including the types of data that is available in each interface, the level of staff technical knowledge required, and the output options.
Comments:
8	4	The system provides the ability to utilize SQL or other high-level reporting tool to access every table and field in the ILS.
Comments:
9	3	Describe how historic data is managed through the implementation. What is limited in the transfer and describe the process.
Comments:
10	3	Describe the data retention standards including length of retention, accessibility of historical data, if data is edited or changed- can it be reverted to older state (eg change logs), including any differences between different data types (are some kept, others not as example), and any policies or practices related to PII.
Comments:
11	2	System provides a method for library staff to export address data from the customer records, using different criteria, without the need for special IT knowledge or programming.
Comments:
12	1	The system provides, or integrates with, a rich set of collection analysis tools, including information by collection code, item status, for a year, etc. Describe the collection analysis tools available in your system and those third-party system with which your system integrates.
Comments:
13	0	Operational statistics are available in real time, describe the frequency of data refresh and updates including if it is live (e.g., returns per hour and logins per day).
Comments:
14	4	A document describing the frequent and important reports DCL utilizes is included as a separate attachment. Please use the attached document to indicate if each report is available in your system and the methodology required to produce the report.
Comments:

ResSharing


Resource Sharing

Requirement #	Library Priority	Requirement	Vendor Response
1	4	Due dates are automatically extended according to a configurable algorithm (e.g. depending on location of borrowing library, material type, etc.) for these ILL/resource sharing materials.
Comments:
2	4	ILL registration, requests, notifications, and transactions are managed in the primary circulation system, without need for external software, duplicate data entry, or workaround processes.
Comments:
3	4	ILL/resource sharing requests are shown and tracked in customer account and can be seen at the time a request is entered.
Comments:
4	4	Notifications for ILL/resource sharing materials are integrated into the System Administration interface, allowing the library to determine custom text and timing of each type of notice.
Comments:
5	4	System supports the ability to add a fee to the customer record for ILL requests.
Comments:
6	3	Check-in process automatically removes the virtual item from the system for ILL/resource sharing transactions.
Comments:
7	3	DCL currently participates in the resources sharing system Prospector (https://coalliance.org/software/prospector) and OCLC Worldshare ILL. Please provide information on how your system integrates with these and other similar systems.
Comments:
8	1	ILL requests can be canceled through the customer interface without the need for any staff intervention. Describe the process in your system for a customer canceling an ILL request and how library staff would be informed of the cancelation.
Comments:
9	1	Staff can search for item records by OCLC accession number and OCLC ILL Request Identifier number in the ILS.
Comments:
10	1	System provides a mechanism for library staff to complete the annual reconciliation process in place for Prospector members. Each year, the Prospector Team provides a list of items that are lost and the member libraries must reconcile the information with their local ILS and report back to the Team.
Comments:
11	1	System provides an interface with shipping label software for sending out materials to other libraries.
Comments:
12	0	History of ILL/resource sharing transactions tracked in customer history even after item is removed from the system.
Comments:
13	0	Holds and paging slips for Prospector items should be integrated into the regular hold functionality and processes.
Comments:
14	0	System provides an administrative interface which allows the Library to set limits on customer ILL usage (e.g. limit the number of requests per week/month/year by customer type and item location for traditional ILL material).
Comments:

Serials


Serials

Requirement #	Library Priority	Requirement	Vendor Response
1	4	Frequency prediction patterns can be reliably created, modified, and copied across titles by Serials workgroup staff.
Comments:
2	4	Serials copy/holdings records are visually intuitive and easy to add, update, and delete.
Comments:
3	4	Staff can display which branches hold a given title.
Comments:
4	4	The Serials module is well-integrated with the Cataloging module and provides transparent relationships between bibliographic and copy records.
Comments:
5	4	The system provides one-click serials and newspaper issue check-in.
Comments:
6	3	Claims are automated and allow manual overriding of claim intervals, maximum claims, etc.
Comments:
7	2	The Serials module supports tracking of new titles, title changes, canceled and dropped titles, etc. without the use of external spreadsheets or record keeping.
Comments:
8	1	System allows the generation and printing of barcodes at the time of check-in
Comments:
9	1	System provides the ability for customers to place a hold on a specific copy of a periodical.
Comments:
10	0	System tracks licensing of eResources, including the subscription information, number of copies, renewal date, pricing, etc.
Comments:

Systems


System Administration

Requirement #	Library Priority	Requirement	Vendor Response
1	4	Ability to assign group permissions to logins.
Comments:
2	4	Ability to set a location or locations as closed in system settings and have the Circulation functionality recognize that setting.
Comments:
3	4	Access to System Administration functions is restricted to those with appropriate permissions, including the ability to have different levels of permissions for staff.
Comments:
4	4	Describe how the database structure interacts with 3rd party discovery systems.
Comments:
5	4	Describe the database architecture in use.
Comments:
6	4	Library can customize the text and format of all text (SMS) and email notices related to overdue items, holds, recalls, and bills.
Comments:
7	4	Payment history is maintained for a configurable time period.
Comments:
8	4	Provide functionality to manage print templates for spine labels, paging lists, hold shelf slips, and in-transit slips. Please describe the formatting options in the templates.
Comments:
9	4	System allows Library to configure and customize the payment type labels.
Comments:
10	4	System provides a data scheme.
Comments:
11	4	System provides a System Administration interface which allows staff to set and edit parameters, standardized codes and settings available in the system in a GUI and advanced system admin functions are available via command line.
Comments:
12	4	System provides the ability for staff to create record sets of bibliographic, item, order, and customer, records. The record sets must be editable in a batch process. Please describe the record set batch editing capabilities your system.
Comments:
13	4	System provides the ability for staff to create record sets of bibliographic, item, customer, hold and order records. These record sets must be exportable in multiple formats. Please describe the record set creation and export options in your system.
Comments:
14	4	System supports both database read and write capabilities through SQL or API. Describe the methods available to read and write to the underlying tables within your system.
Comments:
15	4	The ILS supports library/school and library/student relationships. DCL imports school data with an annual large record load and then ongoing monthly update loads.
Comments:
16	4	The system can handle new collection and format types, for example “library of things” items, hotspots, teaching kits, and museum passes.
Comments:
17	4	The system provides ability to define and enforce system authorization for customers and staff, including the support of customer PINS.
Comments:
18	4	The system provides fine control of customer privacy, to support changing legislative, professional, and organizational mandates.
Comments:
19	4	The vendor is able to provide or support hosting in a Tier 3 data center.
Comments:
20	4	The vendor will load two (2) years of historical collection, customer, and transaction data.
Comments:
21	3	Payment, refund, and credit receipts are configurable in all formats (email, text, print, etc.).
Comments:
22	2	System provides ability to set user permissions with a high level of granularity. For example: in cataloging, one level of staff can create and modify while another level has the authority to delete. Please describe.
Comments:
23	2	System provides the ability to copy logins.
Comments:
24	2	System supports the ability to group macros and make them available to multiple users.
Comments:
25	1	Staff has the ability to create an unlimited number of templates for bibliographic, item, customer, and order records.
Comments:
26	1	System supports the creation of macros specific to an individual login.
Comments:
27	1	The system includes a test/recovery server with daily record synchronization and immediate failover capability.
Comments:
28	1	The System supports the ability for a single staff login to be utilized at multiple staff workstations at one time.
Comments:
29	0	Please describe any global settings that apply at a system wide level. E.g., allowing multiple items to be checked out on a bibliographic record.
Comments:
30	0	Please document any benchmark testing which has been done with your system, including the size and scope of products and transactions used.
Comments:
31	0	System provides method for customer type to be automatically updated, based on the date of birth field. For example, a child customer type would be updated to Teen when the date of birth reached 12 years of age.
Comments:
32	0	System supports active directory integration for authentication of staff access. Please describe SSO options available.
Comments:
33	0	The System provides a single UI which allows users to access all modules of the System
Comments:
34	4	FAQ: HB21-1110 Colorado Laws For Persons With Disabilities \| Office of Information Technology
Comments:
35	4	System must be compliant with section 508 accessibility standards for electronica and Information Technology (EIT) per Colorado state law. See https://oit.colorado.gov/accessibility-law
Comments:
36	0	System has the ability to include a discount on purchases in the acquisitions module without passing these discounts on to customers when they are charged for a lost item. System needs to maintain a separate setting for lost item charges by format or collection or other means. What settings are available for lost fee costs?
Comments: