| BNHM Collection Management System Evaluation, Spring–Summer, 2009 | ||||||||||||||||||||||||||||||||||||
| Combined Initial Scoring, version 3.3, 11/09/09 | Specify | Arctos | CollectionSpace 1.0 | CollectionSpace now | ||||||||||||||||||||||||||||||||
| Specify (1.0=fully) | Arctos (1.0=fully) | CollectionSpace 1.0 (1.0=fully) | CollectionSpace now (1.0=fully) | Would this system be able to handle your institution's needs with respect to the following criteria? | Scoring logic | OVERALL WEIGHT 1-Low 5-High | I think this is out of scope | Our institution doesn't care about this | Yes, certainly | I think so, but I'd want confirmation | I think so, but I'd want it demonstrated | I don't think so, but have the developers confirm | Not in the way(s) we need/want | No | Explain if you answered "no" | Essig | MVZ | PAHMA | UCMP | Herbaria | Bot Garden | # | Notes | Total Points | Possible Points | 55 | Total Points | Possible Points | 64 | Total Points | Possible Points | 74 | Total Points | Possible Points | 46 | |
| 40% | 40% | 40% | 40% | FUNCTIONAL CRITERIA | 223 | 336 | 66 | 263 | 355 | 74 | 229 | 355 | 64 | 23 | 355 | 7 | ||||||||||||||||||||
| System currently used in … | ||||||||||||||||||||||||||||||||||||
| 1 | 1 | 0 | 0 | Entomology collection | 5 | 1 | 5 | 5 | 5 | 5 | 0 | 5 | 0 | 5 | ||||||||||||||||||||||
| 1 | 1 | 0 | 0 | Vertebrate Zoology (mammals, fish, birds, herps) | 5 | 2 | 5 | 5 | 5 | 5 | 0 | 5 | 0 | 5 | ||||||||||||||||||||||
| 0 | 0 | 1 | 0 | Anthropology and Archaeology | 5 | 3 | 0 | 5 | 0 | 5 | 5 | 5 | 0 | 5 | ||||||||||||||||||||||
| 1 | 1 | 0 | 0 | Paleontology | 5 | 4 | 5 | 5 | 5 | 5 | 0 | 5 | 0 | 5 | ||||||||||||||||||||||
| 1 | 1 | 0 | 0 | Herbaria | 5 | 5 | 5 | 5 | 5 | 5 | 0 | 5 | 0 | 5 | ||||||||||||||||||||||
| 0 | 0 | 0 | 0 | Botanical Garden | 5 | 6 | 0 | 5 | 0 | 5 | 0 | 5 | 0 | 5 | ||||||||||||||||||||||
| 0 | 0.5 | 1 | 0 | Cultural heritage collection | 5 | 7 | A: Working on U. Alaska Art Museum | 0 | 5 | 2.5 | 5 | 5 | 5 | 0 | 5 | |||||||||||||||||||||
| 8 | ||||||||||||||||||||||||||||||||||||
| Core collections management processes | 9 | |||||||||||||||||||||||||||||||||||
| 1 | 1 | 1 | 0.75 | Object Entry (the management and documentation of the receipt of objects/specimens lots that are not currently part of the collection) | 1.0=basic functionality for biodiversity collections | 5 | 10 | 5 | 5 | 5 | 5 | 5 | 5 | 3.75 | 5 | |||||||||||||||||||||
| 1 | 1 | 1 | 0.25 | Acquisition (documenting and managing the addition of objects/specimen lots to the permanent collections of the institution; includes accession) | 1.0=basic functionality for biodiversity collections | 5 | 11 | 5 | 5 | 5 | 5 | 5 | 5 | 1.25 | 5 | |||||||||||||||||||||
| 1 | 1 | 1 | 0.25 | Inventory Control (the maintenance of up-to-date information identifying all objects/specimen lots for which the institution has legal responsibility, including objects/specimen lots on loan, unaccessioned, or previously undocumented items and enquiries) | 1.0=basic functionality for biodiversity collections | 5 | 12 | 5 | 5 | 5 | 5 | 5 | 5 | 1.25 | 5 | |||||||||||||||||||||
| 1 | 1 | 1 | 0.25 | Location & Movement Control (the documentation and management of information concerning the current and past locations of all objects/specimen lots in the institution's care to ensure that the museum can locate any object at any time) | 1.0=basic functionality for biodiversity collections | 5 | 13 | 5 | 5 | 5 | 5 | 5 | 5 | 1.25 | 5 | |||||||||||||||||||||
| 1 | 1 | 1 | 0.25 | Location: Museum storage | 1.0=basic functionality for biodiversity collections | 5 | 14 | 5 | 5 | 5 | 5 | 5 | 5 | 1.25 | 5 | |||||||||||||||||||||
| 1 | 1 | 1 | 0.25 | Cataloguing (the compilation and maintenance of primary information describing, formally identifying, or otherwise relating to objects/specimen lots in the collection; includes object history/provenance) | 1.0=basic functionality for biodiversity collections | 5 | 15 | 5 | 5 | 5 | 5 | 5 | 5 | 1.25 | 5 | |||||||||||||||||||||
| 1 | 1 | 0.5 | 0 | Bulk entry capability | 5 | 16 | S: Workbench. C: Migration tools. | 5 | 5 | 5 | 5 | 2.5 | 5 | 0 | 5 | |||||||||||||||||||||
| 1 | 1 | 1 | 0 | Dispatch (the management and documentation of objects/specimen lots leaving the institutions premises) distinct from loans and deaccession | 1.0=basic functionality for biodiversity collections. Item came from CHIN. | 5 | 17 | 5 | 5 | 5 | 5 | 5 | 5 | 0 | 5 | |||||||||||||||||||||
| 1 | 1 | 1 | 0 | Loans (managing and documenting the borrowing of objects for which the institution is responsible for a specific period of time and for a specified purpose, such as display, research, education, or photography) | 1.0=basic functionality for biodiversity collections | 5 | 18 | 5 | 5 | 5 | 5 | 5 | 5 | 0 | 5 | |||||||||||||||||||||
| 1 | 1 | 1 | 0 | Loans: Client/Partner Requests | 1.0=basic functionality for biodiversity collections | 5 | 19 | A: collection-specific messaging to curator. | 5 | 5 | 5 | 5 | 5 | 5 | 0 | 5 | ||||||||||||||||||||
| 1 | 1 | 1 | 0 | Deaccession & Disposal (transfer, sale, exchange, or destruction of objects and of deaccession (documenting the disposal)) | 1.0=basic functionality for biodiversity collections | 5 | 20 | 5 | 5 | 5 | 5 | 5 | 5 | 0 | 5 | |||||||||||||||||||||
| 0 | 0.25 | 0.25 | 0 | Propagation and care of live species | 4 | 5 | 21 | A: Attributes could be used to handle some of this. C: Condition tracking and schema extensions | 0 | 4 | 1 | 4 | 1 | 4 | 0 | 4 | ||||||||||||||||||||
| 1 | 1 | 1 | 0 | Barcoding | 1.0=working collections with barcode readers; objects, storage containers, buildings. | 4 | 22 | 4 | 4 | 4 | 4 | 4 | 4 | 0 | 4 | |||||||||||||||||||||
| 0.5 | 0.5 | 0.5 | 0 | RFID tagging | 1.0=working collections with RFID systems; objects, storage containers, buildings. | 4 | 22 | 2 | 4 | 2 | 4 | 2 | 4 | 0 | 4 | |||||||||||||||||||||
| 0 | 0 | 0.25 | 0 | Event-based cataloging support | 4 | 23 | A: plans to implement model pending funding (not submitted yet). C: will allow any relationship to made including event-based. | 0 | 4 | 0 | 4 | 1 | 4 | 0 | 4 | |||||||||||||||||||||
| 0.75 | 0.75 | 0.75 | 0 | Conservation Management (the documentation and management of information about the conservation of objects from a curatorial and collections management perspective). | .75=basic tracking of condition and care. 1.0=more specialized system for conservation management and preservation | 4 | 5 | 24 | 3 | 4 | 3 | 4 | 3 | 4 | 0 | 4 | ||||||||||||||||||||
| 0.75 | 0.75 | 0 | Rights and Reproductions (documenting and managing the preparation of images, casts, and models). | .5=basic tracking of reproductions; 1.0=As in Art, refers to e.g. requests for reproductions + tracking copyright, publication rights, citations | 4 | 25 | A: Casts and models treated as parts | 0 | 3 | 4 | 3 | 4 | 0 | 4 | ||||||||||||||||||||||
| 0.25 | 0.25 | 0.25 | 0 | Risk Management (the management and documentation of information relating to potential threats to an institution's collections and the objects for which it is temporarily responsible. Includespreventative measures, disaster planning) | 3 | 26 | 0.75 | 3 | 0.75 | 3 | 0.75 | 3 | 0 | 3 | ||||||||||||||||||||||
| 0.5 | 0.5 | 0.75 | 0 | Insurance Management & Valuation Control (documenting and managing the insurance needs of objects and valuation control -- the management of information relating to the valuations placed on individual objects, or groups of objects) | 1.0=e.g., tracking original value, replacement value, insurance needs. | 4 | 27 | S: Appraisals included. A: Will be used more for Art (U. Alaska). | 2 | 4 | 2 | 4 | 3 | 4 | 0 | 4 | ||||||||||||||||||||
| 0.2 | 0.5 | 0.5 | 0 | Exhibition Management (the management and documentation of temporary exhibitions and permanent displays, including the processes of developing, co-ordinating, and implementing an exhibition and display program) | 1.0=system used in planning exhibitions, tracking didactic materials associated with exhibitions | 4 | 28 | A: Exhibit treated as internal loan | 0.8 | 4 | 2 | 4 | 2 | 4 | 0 | 4 | ||||||||||||||||||||
| 0.2 | 0.2 | 0.2 | 0 | Loans: Balance of trade tracking | 4 | 29 | All: Could do ad hoc report | 0.8 | 4 | 0.8 | 4 | 0.8 | 4 | 0 | 4 | |||||||||||||||||||||
| 30 | ||||||||||||||||||||||||||||||||||||
| Collecting | 31 | |||||||||||||||||||||||||||||||||||
| 1 | 1 | 0.75 | 0 | Collecting events | 1.0=basic functionality for biodiversity collections | 5 | 32 | 5 | 5 | 5 | 5 | 3.75 | 5 | 0 | 5 | |||||||||||||||||||||
| 1 | 1 | 0.75 | 0 | Permits | 1.0=basic functionality for biodiversity collections | 5 | 33 | 5 | 5 | 5 | 5 | 3.75 | 5 | 0 | 5 | |||||||||||||||||||||
| 1 | 1 | 1 | 0.25 | Collection location management | 1.0=basic functionality for biodiversity collections | 5 | 34 | 5 | 5 | 5 | 5 | 5 | 5 | 1.25 | 5 | |||||||||||||||||||||
| 1 | 1 | 1 | 0.25 | Geographic coordinates | 1.0=basic functionality for biodiversity collections; coordinates, history of changes; conversion of coordinate systems | 5 | 35 | 5 | 5 | 5 | 5 | 5 | 5 | 1.25 | 5 | |||||||||||||||||||||
| 1 | 1 | 0.75 | 0.25 | Stratigraphic | 1.0=basic functionality for biodiversity collections | 4 | 5 | 5 | 36 | 4 | 4 | 4 | 4 | 3 | 4 | 1 | 4 | |||||||||||||||||||
| 0 | 0 | 0 | 0 | Sensor data and environmental monitoring | 4 | 37 | 0 | 4 | 0 | 4 | 0 | 4 | 0 | 4 | ||||||||||||||||||||||
| 38 | ||||||||||||||||||||||||||||||||||||
| Research | 39 | |||||||||||||||||||||||||||||||||||
| 1 | 1 | 1 | 0 | Observations | 1.0=basic functionality for biodiversity collections; observations on specimens in system. | 5 | 40 | 5 | 5 | 5 | 5 | 5 | 5 | 0 | 5 | |||||||||||||||||||||
| 1 | 1 | 1 | 0 | Lab measurements | 1.0=basic functionality for biodiversity collections | 5 | 41 | 5 | 5 | 5 | 5 | 5 | 5 | 0 | 5 | |||||||||||||||||||||
| 1 | 1 | 0 | Non-specimen observations | 1.0=basic functionality for biodiversity collections. Record observations where there is no physical specimen, e.g., observing bird in the field; bird counts | 5 | 41 | 0 | 5 | 5 | 5 | 5 | 0 | 5 | |||||||||||||||||||||||
| 1 | 1 | 1 | 0 | ID, annotation history | 1.0=basic functionality for biodiversity collections | 5 | 42 | 5 | 5 | 5 | 5 | 5 | 5 | 0 | 5 | |||||||||||||||||||||
| 1 | 0.75 | 0 | Bibliography | 1.0=basic functionality for biodiversity collections. Citation, facilitates link between document and specimen | 5 | 43 | 0 | 5 | 5 | 3.75 | 5 | 0 | 5 | |||||||||||||||||||||||
| 1 | 1 | 0.75 | 0 | GUID support | 1.0=basic functionality for biodiversity collections | 5 | 44 | S: UUID. C: Flexible IDs | 5 | 5 | 5 | 5 | 3.75 | 5 | 0 | 5 | ||||||||||||||||||||
| 0.75 | 0.5 | 0.25 | 0 | Genetics | 1.0=built-in to data model; what else here (LIMS integration?) | 4 | 5 | 5 | 5 | 45 | S: in schema. A: integrates with Genbank. C: Link to Genbank or file | 3 | 4 | 2 | 4 | 1 | 4 | 0 | 4 | |||||||||||||||||
| 0.5 | 0.8 | 0.5 | 0 | Geospatial services and mapping | 1.0=full integration with mapping service (BerkeleyMapper, GoogleMaps, polygons and ranges) | 5 | 5 | 5 | 5 | 45 | S: in schema. A: integrates with Genbank. C: Link to Genbank or file | 2.5 | 5 | 4 | 5 | 2.5 | 5 | 0 | 5 | |||||||||||||||||
| 0 | 0 | 0 | 0 | Integration with lab systems (LIMS) and/or field systems (FIMS) | 4 | 5 | 5 | 5 | 46 | A: In discussions with BOLD and Biocode. | 0 | 4 | 0 | 4 | 0 | 4 | 0 | 4 | ||||||||||||||||||
| 47 | ||||||||||||||||||||||||||||||||||||
| Taxonomy and Semantics | 48 | |||||||||||||||||||||||||||||||||||
| 1 | 1 | 1 | 0.25 | Vocabulary | 1.0=basic controlled vocabulary function | 5 | 49 | 5 | 5 | 5 | 5 | 5 | 5 | 1.25 | 5 | |||||||||||||||||||||
| 1 | 1 | 0.75 | 0.25 | Taxonomy | 1.0=basic taxonomy and identification; not a full taxonomic system. History of taxonomic ID changes and hybrids, etc., are included | 5 | 50 | 5 | 5 | 5 | 5 | 3.75 | 5 | 1.25 | 5 | |||||||||||||||||||||
| 0 | 0 | 0.25 | 0 | Ontology maintenance, semantic indexing | 1.0=full use of ontologies for discoverability, e.g., Delphi. | 4 | 5 | 51 | 0 | 4 | 0 | 4 | 1 | 4 | 0 | 4 | ||||||||||||||||||||
| 52 | ||||||||||||||||||||||||||||||||||||
| Data Sharing | 53 | |||||||||||||||||||||||||||||||||||
| 1 | 1 | 0.75 | 0 | Data export in specific formats | 5 | 54 | C: Flexible template-driven export. A: Flexible template-driven export. | 5 | 5 | 5 | 5 | 3.75 | 5 | 0 | 5 | |||||||||||||||||||||
| 1 | 1 | 0.75 | 0 | Data import from necessary formats | 5 | 55 | A: Templates, headers. C: Flexible template-driven import | 5 | 5 | 5 | 5 | 3.75 | 5 | 0 | 5 | |||||||||||||||||||||
| 0 | 0.75 | 0.5 | 0.25 | Data accessible via APIs and web services | 1.0=data exposed through multiple methods with appropriate permissions and security | 5 | 56 | A: DiGIR, ColdFusion API's. C: Services layer REST calls | 0 | 5 | 3.75 | 5 | 2.5 | 5 | 1.25 | 5 | ||||||||||||||||||||
| 57 | ||||||||||||||||||||||||||||||||||||
| Media | 58 | |||||||||||||||||||||||||||||||||||
| 0.7 | 0.7 | 0.8 | 0 | Media files of different type can be associated with objects and sets (image, audio, video) | 1.0=beyond associating file types, includes enterprise content management functions such as versioning of media files. | 5 | 59 | A: various formats; zoom via browser only. C: Will do some content mgmt e.g., versioning. | 3.5 | 5 | 3.5 | 5 | 4 | 5 | 0 | 5 | ||||||||||||||||||||
| 0.75 | 0.75 | 0.5 | 0 | Document management including field notebooks and correspondence | 1.0=scanned documents and files, associations between specimens and sections of text, full text search | 5 | 60 | 3.75 | 5 | 3.75 | 5 | 2.5 | 5 | 0 | 5 | |||||||||||||||||||||
| 0 | 0.25 | 0.25 | 0 | Advanced media file functionality (e.g., image zoom, time-indexed video/audio) | 1.0=embedded viewers for all file types with advanced capabilities; metadata harvesting from files | 4 | 61 | A: various formats; zoom via browser only. | 0 | 4 | 1 | 4 | 1 | 4 | 0 | 4 | ||||||||||||||||||||
| 0.5 | 0.5 | 0.5 | 0 | IP, copyright management for associated media | 1.0=copyright, title, publication rights and citations | 4 | 62 | A: Copyright message on media. | 2 | 4 | 2 | 4 | 2 | 4 | 0 | 4 | ||||||||||||||||||||
| 63 | ||||||||||||||||||||||||||||||||||||
| Temporal Data Support | 64 | |||||||||||||||||||||||||||||||||||
| 0.5 | 0.75 | 0.5 | 0 | Robust support for the temporal placement of specimens | 1.0=geological and political eras; fuzzy dates; administrative boundary changes | 4 | 65 | A: handles fuzzy dates, and also changing geopolitical boundaries. A locality service (outside funding needed) would make it much better. | 2 | 4 | 3 | 4 | 2 | 4 | 0 | 4 | ||||||||||||||||||||
| 66 | ||||||||||||||||||||||||||||||||||||
| Administration, Other | 67 | |||||||||||||||||||||||||||||||||||
| 1 | 1 | 1 | 0 | Audit Reports (audit reports on data, user access profiles, deletion of records, etc.) | 5 | 68 | 5 | 5 | 5 | 5 | 5 | 5 | 0 | 5 | ||||||||||||||||||||||
| 0 | 0 | 0 | 0 | Business resumption/disaster recovery | 5 | 69 | 0 | 5 | 0 | 5 | 0 | 5 | 0 | 5 | ||||||||||||||||||||||
| 0 | 0 | 0 | 0 | Parties, events | 3 | 70 | 0 | 3 | 0 | 3 | 0 | 3 | 0 | 3 | ||||||||||||||||||||||
| 0 | 0 | 0 | 0 | Commerce | 3 | 71 | 0 | 3 | 0 | 3 | 0 | 3 | 0 | 3 | ||||||||||||||||||||||
| 0 | 0 | 0 | 0 | Membership & donations (money & objects) | 3 | 72 | 0 | 3 | 0 | 3 | 0 | 3 | 0 | 3 | ||||||||||||||||||||||
| 0 | 0 | 0 | 0 | Outreach, public services, tours | 3 | 73 | 0 | 3 | 0 | 3 | 0 | 3 | 0 | 3 | ||||||||||||||||||||||
| 0 | 0 | 0 | 0 | Calendar and scheduling | 3 | 74 | 0 | 3 | 0 | 3 | 0 | 3 | 0 | 3 | ||||||||||||||||||||||
| 0 | 0 | 0 | 0 | Resource scheduling (include facilities rentals) | 3 | 75 | 0 | 3 | 0 | 3 | 0 | 3 | 0 | 3 | ||||||||||||||||||||||
| 76 | ||||||||||||||||||||||||||||||||||||
| User Interface | 77 | |||||||||||||||||||||||||||||||||||
| 0.75 | 0.75 | 0.75 | 0 | Help Features | 1.0=online help for all functions; available via menu, icon, context-sensitive | 5 | 78 | 3.75 | 5 | 3.75 | 5 | 3.75 | 5 | 0 | 5 | |||||||||||||||||||||
| 0.75 | 1 | 1 | 0 | Date Formats (date formats for entry, searching, display and output) | 1.0=Includes handling fuzzy dates, "circa", "mid-Jurassic" in search, entry and display. | 5 | 79 | 3.75 | 5 | 5 | 5 | 5 | 5 | 0 | 5 | |||||||||||||||||||||
| 0.9 | 0.9 | 0.25 | Character Codes/Languages (Latin 1, UNICODE, etc.) | 5 | 80 | A: Unicode. C: Unicode | 0 | 4.5 | 5 | 4.5 | 5 | 1.25 | 5 | |||||||||||||||||||||||
| 0.25 | 1 | 1 | 0 | Public Access (public access via the Internet, searching, displaying, printing, etc.) | 5 | 81 | S: ITP released in 6.1. A: UI is expert driven | 1.25 | 5 | 5 | 5 | 5 | 5 | 0 | 5 | |||||||||||||||||||||
| 0.75 | 0.5 | 0.75 | 0.25 | User Customization (customization of screens) | 1.0=User can create custom layout screens | 4 | 84 | S: Significant user prefs | 3 | 4 | 2 | 4 | 3 | 4 | 1 | 4 | ||||||||||||||||||||
| 0.75 | 0 | 0.5 | 0 | Multilingualism (system function in an alternate language) | 1.0=Menus, field labels, and help can display in foreign language | 4 | 85 | S: Built for other languages, but none added yet. C: Architecture supports but not planned. | 3 | 4 | 0 | 4 | 2 | 4 | 0 | 4 | ||||||||||||||||||||
| 86 | ||||||||||||||||||||||||||||||||||||
| Query | 87 | |||||||||||||||||||||||||||||||||||
| 1 | 1 | 1 | 0.25 | General Requirements (query language, boolean searching) | 5 | 88 | 5 | 5 | 5 | 5 | 5 | 5 | 1.25 | 5 | ||||||||||||||||||||||
| 1 | 1 | 1 | 0 | Range Searches (range searching on numeric fields, attribution dates and date fields) | 5 | 89 | 5 | 5 | 5 | 5 | 5 | 5 | 0 | 5 | ||||||||||||||||||||||
| 1 | 1 | 1 | 0.25 | Wildcard Searching (character substitution for wildcard searching) | 5 | 90 | 5 | 5 | 5 | 5 | 5 | 5 | 1.25 | 5 | ||||||||||||||||||||||
| 1 | 1 | 1 | 0.25 | Query Results (query results browsing, sorting results, query refinement, search within results) | 5 | 91 | 5 | 5 | 5 | 5 | 5 | 5 | 1.25 | 5 | ||||||||||||||||||||||
| 0.5 | 0.5 | 0.5 | 0 | Advanced query capabilities | 1.0=Supports phonetic/soundex searching, proximity searches (natural language processing definition) | 4 | 92 | A: Search within search | 2 | 4 | 2 | 4 | 2 | 4 | 0 | 4 | ||||||||||||||||||||
| 93 | ||||||||||||||||||||||||||||||||||||
| Reports | 94 | |||||||||||||||||||||||||||||||||||
| 1 | 1 | 0.5 | 0 | Pre-defined Reports (report layout formats, reports that come with a collections management system) | 5 | 95 | 5 | 5 | 5 | 5 | 2.5 | 5 | 0 | 5 | ||||||||||||||||||||||
| 1 | 1 | 0.5 | 0 | User Defined Reports (allows the user to define reports, labels, generate forms, sorting, calculating, printing and saving reports) | 5 | 96 | S: iReport3. A: ColdFusion | 5 | 5 | 5 | 5 | 2.5 | 5 | 0 | 5 | |||||||||||||||||||||
| 97 | ||||||||||||||||||||||||||||||||||||
| Data Management | 98 | |||||||||||||||||||||||||||||||||||
| 0.5 | 1 | 0.5 | 0 | Batch Update and Data Correction | 1.0=Changes can be applied across ad hoc or existing sets, by user, maintaining all history of changes | 5 | 99 | A: Significant capabilities in user-driven batch. S: via Workbench only? | 2.5 | 5 | 5 | 5 | 2.5 | 5 | 0 | 5 | ||||||||||||||||||||
| 100 | ||||||||||||||||||||||||||||||||||||
| Collections Publishing and Public Access | 101 | |||||||||||||||||||||||||||||||||||
| 0 | 1 | 0.75 | 0 | Collections Publishing Module. The system should allow the user to publish collections information contained in the system on the web, either for public or password-protected use. | 5 | 102 | 0 | 5 | 5 | 5 | 3.75 | 5 | 0 | 5 | ||||||||||||||||||||||
| 0 | 0.7 | 0.3 | 0 | Community Cataloging and Curating. (a) a user registration and accounts; (b) tagging (keyword-based); (c) custom collections/playlists; (d) annotate at the item or list level; (e) assignment of rights to add to, alter, or view the contents of user-created lists/collections. | 1.0=Flickr-like module for community interaction with the collections, like Delphi. | 4 | 5 | 103 | A: User can message curator about ID, etc. | 0 | 4 | 2.8 | 4 | 1.2 | 4 | 0 | 4 | |||||||||||||||||||
| 104 | 223.35 | 336 | 263.1 | 355 | 228.5 | 355 | 23.25 | 355 | ||||||||||||||||||||||||||||
| 30% | 30% | 30% | 30% | BUSINESS CRITERIA | 105 | 18.38958333 | 35 | 53 | 20.72946429 | 35 | 59 | 26.76720238 | 35 | 76 | 22.31095238 | 35 | 64 | |||||||||||||||||||
| 0.46 | 0.64 | 0.63 | 0.47 | Financial support and sustainability | 5 | 106 | 2.28125 | 5 | 3.21875 | 5 | 3.15625 | 5 | 2.375 | 5 | ||||||||||||||||||||||
| 0.3 | 0.4 | 0.5 | 0.5 | Project has a multi-year funding model that is comprehensive and sustainable, that considers a diverse community of partners, and strategy for ongoing funding. | 107 | |||||||||||||||||||||||||||||||
| 0.3 | 0.5 | 0.5 | 0.5 | Based on that plan, resources/financial commitments are actually in place for the next 2 years to cover • Operations of the community, e.g. governance, engagement, communications • Support of the product • Development of the product • Further deployments of the solution | 108 | |||||||||||||||||||||||||||||||
| 0.4 | 0.75 | 0.75 | 0.25 | Hardware, software, and staffing requirements and costs (TCO) for deployments are known, can be modeled and are acceptable. | 109 | |||||||||||||||||||||||||||||||
| 0.4 | 0.75 | 0.75 | 0.25 | Hardware, software, and staffing requirements and costs (TCO) for ongoing maintenance are known, can be modeled and are acceptable. | 110 | |||||||||||||||||||||||||||||||
| 0 | 0.5 | 0.5 | 0.25 | The supplier/community has a clear sustainability plan | 111 | |||||||||||||||||||||||||||||||
| 0.75 | 0.75 | 0.75 | 0.75 | Other funded projects cooperate or are complimentary to this one | 112 | |||||||||||||||||||||||||||||||
| 0.75 | 0.75 | 0.5 | 0.5 | There is a plan for funding solutions built on this platform to enhance research | 113 | |||||||||||||||||||||||||||||||
| 0.75 | 0.75 | 0.8 | 0.8 | Future development of the application, or deployments, is fundable • Also speaks to how widely attractive the solution is across Museums supporting different disciplines | 114 | C: Broader potential base | ||||||||||||||||||||||||||||||
| 115 | ||||||||||||||||||||||||||||||||||||
| 0.48 | 0.78 | 0.86 | 0.86 | Governance and Leadership | 5 | 116 | S: Need to look closer | 2.375 | 5 | 3.875 | 5 | 4.291666667 | 5 | 4.291666667 | 5 | |||||||||||||||||||||
| 0.5 | 0.75 | 0.9 | 0.9 | Project has clear sponsorship and a working governance model. | 117 | |||||||||||||||||||||||||||||||
| 0.5 | 0.75 | 0.9 | 0.9 | Project has clear process and criteria for decision-making and priority-setting. | 118 | |||||||||||||||||||||||||||||||
| 0.2 | 0.9 | 0.9 | 0.9 | Does UCB have significant influence in the direction of the project? | 119 | |||||||||||||||||||||||||||||||
| 0.5 | 0.75 | 0.9 | 0.9 | Several institutions have proven that they will provide leadership in the ongoing development of the software. | 120 | |||||||||||||||||||||||||||||||
| 0.4 | 0.75 | 0.75 | 0.75 | There is a clear process by which the community can influence the direction of the project, rather than the vendor model | 121 | |||||||||||||||||||||||||||||||
| 0.75 | 0.75 | 0.8 | 0.8 | The project has a roadmap for ongoing development and priorities. (including function and sustainability) | 122 | |||||||||||||||||||||||||||||||
| 123 | ||||||||||||||||||||||||||||||||||||
| 0.58 | 0.75 | 0.74 | 0.74 | Solution, Provider and Community Maturity | 5 | 124 | 2.883333333 | 5 | 3.735714286 | 5 | 3.714285714 | 5 | 3.714285714 | 5 | ||||||||||||||||||||||
| 1 | 1 | 0.2 | 0.2 | Project/community has been in existence for multiple years | 125 | |||||||||||||||||||||||||||||||
| 0.75 | 1 | 0.25 | 0.25 | System has been in use in production environments and has a good track record. (the more, the better) | 126 | S: Because Specify 6 is so new. | ||||||||||||||||||||||||||||||
| 0.6 | 1 | 1 | 1 | Solution is being actively developed and/or updated, and bugs are being fixed. | 127 | |||||||||||||||||||||||||||||||
| 0.2 | 0.66 | 1 | 1 | Development is occurring at multiple sites, and there is sufficient open and transparent communication and coordination to enable reuse and deployment planning. | 1.0=multiple developers with overlapping responsibilities at multiple sites | 128 | ||||||||||||||||||||||||||||||
| 0.66 | 0.66 | 1 | 1 | Project has a stated process/infrastructure for source code control, using a professional development/design methodogy. | 129 | |||||||||||||||||||||||||||||||
| 0.66 | 1 | 1 | Project has a stated QA process and uses tools for automated testing. | 130 | ||||||||||||||||||||||||||||||||
| 0.25 | 0.25 | 0.75 | 0.75 | Community supporting the project is robust; with no single point of failure. | 131 | |||||||||||||||||||||||||||||||
| Clean record over the past year for quality, reliability or availability issues or security concerns | 132 | |||||||||||||||||||||||||||||||||||
| 133 | ||||||||||||||||||||||||||||||||||||
| 0.2 | 0.3 | 0.9 | 0.5 | For Hosted Solutions/SaaS | 4 | 134 | 0.8 | 4 | 1.2 | 4 | 3.6 | 4 | 2 | 4 | ||||||||||||||||||||||
| System must support lightweight deployments, service offerings appropriate to scale of need, ideally with multiple clients on a given installation, without compromising the security policies or deployment-specific customizations of any of the individual clients. This is often known as support for Software as a Service, or SaaS.For any SaaS (externally hosted offerings), service levels must be transparent clearly understood throughout all levels of the service chain in terms of • Availability/performance • data ownership and end-of-term transfer • intellectual property • disaster recovery • security • pricing assurances • penalties (e.g. what incentives are in place to enforce a service level agreement) • etc., etc. | 135 | |||||||||||||||||||||||||||||||||||
| 136 | ||||||||||||||||||||||||||||||||||||
| 0.48 | 0.63 | 0.63 | 0.41 | Provider, Service and Support | 4 | 137 | 1.93 | 4 | 2.5 | 4 | 2.525 | 4 | 1.65 | 4 | ||||||||||||||||||||||
| 0.66 | 0.75 | 0.75 | 0.25 | Institution or other entity has stepped up to provide services such as training, support, and consulting. | 138 | S: help desk | ||||||||||||||||||||||||||||||
| 0 | 0.25 | 0.25 | 0.25 | Consulting and support services are available from a 3rd party • Is there a plan to do so? (speaks to scalability, future adoption levels/market share/sustainability) | 139 | A: AlasConnect? C: Planned | ||||||||||||||||||||||||||||||
| 0.5 | 0.5 | 0.5 | 0.25 | Training / resources for deployment, extension is available from the community or a 3rd party • Is there a plan to do so? (speaks to scalability, future adoption levels/market share/sustainability) | 140 | |||||||||||||||||||||||||||||||
| 0.5 | 0.75 | 0.75 | 0.25 | An established transparent process with supporting infrastructure is available for registering, prioritizing and tracking support requests. | 141 | |||||||||||||||||||||||||||||||
| 0.5 | 0.75 | 0.75 | 0.5 | Predictable release cycles with adequate communication. | 142 | |||||||||||||||||||||||||||||||
| 0.75 | 0.5 | 0.5 | 0.25 | Documentation for users and programmers is thorough and current. | 143 | |||||||||||||||||||||||||||||||
| 0.75 | 0.75 | 0.75 | 0.75 | Quality of relationship with and between supplier and the community | 144 | |||||||||||||||||||||||||||||||
| 0.2 | 0.75 | 0.8 | 0.8 | Responsiveness of supplier and community to UCB needs | 145 | |||||||||||||||||||||||||||||||
| ? | ? | Metric: • How long to get and provision a deployment (e.g. a new collection) from initial point of interest? | 146 | |||||||||||||||||||||||||||||||||
| 147 | ||||||||||||||||||||||||||||||||||||
| 0.7 | 0.2 | 0.8 | 0.5 | Source packaging | 4 | 148 | 2.8 | 4 | 0.8 | 4 | 3.2 | 4 | 2 | 4 | ||||||||||||||||||||||
| Installation and configuration of software is documented and straightforward. | 149 | |||||||||||||||||||||||||||||||||||
| 150 | ||||||||||||||||||||||||||||||||||||
| 0.75 | 0.75 | 0.9 | 0.9 | Licensing & Copyright | 4 | 155 | 3 | 4 | 3 | 4 | 3.6 | 4 | 3.6 | 4 | ||||||||||||||||||||||
| 1 | 1 | 1 | 1 | Open source license | 1.0=allows for flexible development, but community has committed to avoiding forking of the source code. | 156 | GNU GPL | |||||||||||||||||||||||||||||
| 0.5 | 0.5 | 0.8 | 0.8 | Rights and copyright | 1.0=It is clear where rights are held, and rights are held in an entity that the community trusts. | 157 | ||||||||||||||||||||||||||||||
| ? | ? | ? | ? | Is there some form of legal recourse that needs to be available / considered regarding the quality/function of the solution? | 158 | |||||||||||||||||||||||||||||||
| 159 | ||||||||||||||||||||||||||||||||||||
| 0.58 | 0.6 | 0.67 | 0.67 | Skills and staffing | 4 | 160 | 2.32 | 4 | 2.4 | 4 | 2.68 | 4 | 2.68 | 4 | ||||||||||||||||||||||
| 0.75 | 0.75 | 0.75 | 0.75 | Skills for the solution set (including application and underlying technologies) are readily available in the market | 161 | |||||||||||||||||||||||||||||||
| 0.75 | 0.75 | 0.5 | 0.5 | Skills rampup is easily achievable for core underlying technologies (languages, modeling tools, middleware, databases, web servers, unique infrastructure, etc.) | 162 | |||||||||||||||||||||||||||||||
| 0.4 | 0.5 | 0.7 | 0.7 | Level of effort / investment necessary to train core support staff | 163 | Client install | ||||||||||||||||||||||||||||||
| 0.5 | 0.5 | 0.7 | 0.7 | Level of effort / investment necessary to train core museum staff | 164 | Expert database is what they expect | ||||||||||||||||||||||||||||||
| 0.5 | 0.5 | 0.7 | 0.7 | Level of effort / investment necessary to train developer/researcher staff | 165 | Expert database is what they expect | ||||||||||||||||||||||||||||||
| 166 | 18.38958333 | 35 | 20.72946429 | 35 | 26.76720238 | 35 | 22.31095238 | 35 | ||||||||||||||||||||||||||||
| 30% | 30% | 30% | 30% | TECHNICAL CRITERIA | 167 | 33.28 | 77 | 43 | 44.07 | 82 | 54 | 67.85 | 82 | 83 | 65.85 | 82 | 80 | |||||||||||||||||||
| 168 | ||||||||||||||||||||||||||||||||||||
| 0.2 | 0.33 | 0.8 | 0.8 | Can scale horizontally and vertically | 5 | 169 | 1 | 5 | 1.65 | 5 | 4 | 5 | 4 | 5 | ||||||||||||||||||||||
| System must scale easily, and horizontally versus just vertically. This means it should not require a bigger computer to handle a large load, but that components can be separated onto different machines. It also means that the application must be written in a manner that can reasonably accommodate changes in the underlying technology stack (e.g., changes to database, content repository, web server, etc.). | 170 | S: Client-server model limitations | ||||||||||||||||||||||||||||||||||
| 171 | ||||||||||||||||||||||||||||||||||||
| 0 | 0.75 | 0.8 | 0.8 | Shared services: Has flexible, well documented APIs/ SPIs | 5 | 172 | 0 | 5 | 3.75 | 5 | 4 | 5 | 4 | 5 | ||||||||||||||||||||||
| The system should expose flexible Application- and/or Service-Programming Interfaces to facilitate extension, customization and integration with complementary systems. Ideally exposed with light-weight API's such as REST. These must be well documented. | 1.0=query specimens and procedures (e.g., loans) via REST; complex searches as well. | 173 | A: APIs at http://arctos.database.museum/info/api.cfm | |||||||||||||||||||||||||||||||||
| 174 | ||||||||||||||||||||||||||||||||||||
| 0.25 | 0.5 | 0.8 | 0.8 | Shared services: Interoperability | 5 | 175 | 1.25 | 5 | 2.5 | 5 | 4 | 5 | 4 | 5 | ||||||||||||||||||||||
| System is well architected to interoperate with other systems and tools | 1.0=Can interoperate with other systems that store related data (e.g., GenBank); also exposes functionality as well as services via integration. | 176 | ||||||||||||||||||||||||||||||||||
| 177 | ||||||||||||||||||||||||||||||||||||
| 0.5 | 0.5 | 0.7 | 0.7 | Is easily customizable and extensible | 5 | 178 | 2.5 | 5 | 2.5 | 5 | 3.5 | 5 | 3.5 | 5 | ||||||||||||||||||||||
| For each deployed collection - the data model, associated system software and user interface (UI) for the system must easily accommodate local customization | 1.0 not limited to: • Addition of fields/properties on core entities • Deletion or hiding of existing fields/properties on core entities • Custom validation for all fields/properties • Setting local, custom labels for all fields/properties • Customizing the general look and feel of any web-based elements. • Customizing the layout and pageflow/workflow for common operations • Vocabularies, with multiple variations per tenant/collection | 179 | S: UI configuration with some schema in wizard at collection and discipline level (e.g., hide tables, fields; make required fields; attach fields to user-defined pick lists). A: Philosophy/approach regarding normalization and standards reduces need for customization. UI config on customizing search is strong. C: Enables customization of UI and schema at domain and museum levels while pushing standards-based approach. | |||||||||||||||||||||||||||||||||
| 180 | ||||||||||||||||||||||||||||||||||||
| 0.4 | 0.5 | 0.8 | 0.8 | Supports Multi-tenancy | 5 | 181 | 2 | 5 | 2.5 | 5 | 4 | 5 | 4 | 5 | ||||||||||||||||||||||
| Allows the addition of new collections and customers without the overhead of separate duplicated instances of the core application and underlying platform. Dimensions of multi-tenancy would include UI, security, data model, vocabulary, etc. Refer to customizablity issues below. | 182 | S: Useful organization model but not true multi-tenancy. A: Arctos is designed to handle multiple collection types and multiple institutions in a single instance of the database, app and underlying platform. C: Designing nearly full multi-tenant capabilities. | ||||||||||||||||||||||||||||||||||
| 183 | ||||||||||||||||||||||||||||||||||||
| 0.9 | 0.9 | 0.9 | 0.5 | Has permissions-based access controls | 5 | 184 | 4.5 | 5 | 4.5 | 5 | 4.5 | 5 | 2.5 | 5 | ||||||||||||||||||||||
| The system must support permissions and role-based access controls on data and operations in the system. A role/permission model is preferred that is coupled with flexible authentication and authorization tools. Associated admin tools must allow for definition of local groups/roles, and assignment of privileges/ permissions of different areas of the system (down to the field level). | 185 | |||||||||||||||||||||||||||||||||||
| 186 | ||||||||||||||||||||||||||||||||||||
| 0.45 | 0.65 | 0.85 | 0.85 | Server platform uses common technology stack | 5 | 187 | 2.25 | 5 | 3.25 | 5 | 4.25 | 5 | 4.25 | 5 | ||||||||||||||||||||||
| 0.5 | 0.6 | 0.8 | 0.8 | System must use common and broadly deployed technology stack, libraries, languages, and architecture & design principles. This means: no obscure databases, operating systems, programming languages, etc. Runs on Linux/Unix, Windows, and Mac servers. | 188 | A: ColdFusion. C: SOA is new in domain. | ||||||||||||||||||||||||||||||
| 0.4 | 0.7 | 0.9 | 0.9 | It also means adhering to accepted practices of data modeling (e.g., normalized, relational forms), and of application design (e.g., the Model-View-Controller paradigm, and the separation of content and presentation). This is important both for managing deployment costs, but as well to ensure reasonable software maintenance costs. | 189 | A: ColdFusion and Oracle Stored Procedures create tight binding | ||||||||||||||||||||||||||||||
| 190 | ||||||||||||||||||||||||||||||||||||
| 0.25 | 0.65 | 0.95 | 0.95 | Client platform is agnostic and web-based | 5 | 191 | 1.25 | 5 | 3.25 | 5 | 4.75 | 5 | 4.75 | 5 | ||||||||||||||||||||||
| 0.5 | 0.5 | 0.9 | 0.9 | System must run well (and equivalently) across a range of widely deployed client platforms. At a minimum, it must run well on MSFT Windows XP and later, and on Mac OSX and later. | 192 | |||||||||||||||||||||||||||||||
| 0 | 0.8 | 1 | 1 | Ideally, client should access the applciation with a web-client and adhere to general web portability and accessibility standards. The web-client should operate on broadly accepted web browsers. | 193 | |||||||||||||||||||||||||||||||
| 196 | ||||||||||||||||||||||||||||||||||||
| 1 | 1 | 1 | 1 | Complete data revision history | 5 | 197 | 5 | 5 | 5 | 5 | 5 | 5 | 5 | 5 | ||||||||||||||||||||||
| Audit trails exist that document data changes, times and by whom. E.g. Security assignments and changes. | 198 | |||||||||||||||||||||||||||||||||||
| 199 | ||||||||||||||||||||||||||||||||||||
| 0.25 | 0.25 | 1 | 1 | Usability | 5 | 200 | 1.25 | 5 | 1.25 | 5 | 5 | 5 | 5 | 5 | ||||||||||||||||||||||
| 0.25 | 0.25 | 1 | 1 | Usability is core to design principles. | 201 | |||||||||||||||||||||||||||||||
| 0.25 | 0.25 | 1 | 1 | Accessibility is core to design principles. E.g. meets ADA guidelines. | 202 | |||||||||||||||||||||||||||||||
| 203 | ||||||||||||||||||||||||||||||||||||
| 0.3 | 0.5 | 0.5 | Security | 5 | 204 | A: reviewed by team. | 0 | 1.5 | 5 | 2.5 | 5 | 2.5 | 5 | |||||||||||||||||||||||
| Have any security audits been applied to the solution (application with underlying infrastructure). Can this be demonstrated? | 205 | |||||||||||||||||||||||||||||||||||
| 206 | ||||||||||||||||||||||||||||||||||||
| 0.2 | 0.33 | 0.8 | 0.8 | Platform reusability | 4 | 207 | 0.8 | 4 | 1.32 | 4 | 3.2 | 4 | 3.2 | 4 | ||||||||||||||||||||||
| Core parts of the platform used (e.g. repositories for digital assets, workflow engines, etc.) can be leveraged for other uses and customers. (Thereby providing greater/wider opportunity for cost recovery). | 208 | |||||||||||||||||||||||||||||||||||
| 209 | ||||||||||||||||||||||||||||||||||||
| 0.625 | 0.4 | 0.925 | 0.925 | Independent of Proprietary Systems (and Open Source) | 4 | 213 | 2.5 | 4 | 1.6 | 4 | 3.7 | 4 | 3.7 | 4 | ||||||||||||||||||||||
| 1 | 0.3 | 1 | 1 | System should not depend upon costly, proprietary, licenses. This does not mean that it *must* be open source, so long as the required components do not have high-cost licenses. It does mean that the architecture should avoid dependence on specific proprietary features of a given system (like platform specific libraries, stored-procedure mechanisms, etc.). | 214 | |||||||||||||||||||||||||||||||
| 0.6 | 0.6 | 1 | 1 | Ideally, the application itself should be open source, although this may not be an absolute requirement. If the system is not open-source, additional consideration must be given to mitigate the risks of the vendor going out of business, or changing license terms to make the deployment much less cost-effective. Allow for these tradeoffs with a SaaS provider | 215 | |||||||||||||||||||||||||||||||
| 0.5 | 0.5 | 1 | 1 | Open source principles should be applied also to the underlying technology stack, as much as is practical and possible. | 216 | |||||||||||||||||||||||||||||||
| 0.4 | 0.2 | 0.7 | 0.7 | Avoidability for vendor or technology lock-in? | 217 | |||||||||||||||||||||||||||||||
| 218 | ||||||||||||||||||||||||||||||||||||
| 0.67 | 0.5 | 0.8 | 0.8 | Is well documented | 4 | 219 | 2.68 | 4 | 2 | 4 | 3.2 | 4 | 3.2 | 4 | ||||||||||||||||||||||
| 0.75 | 0.5 | 0.8 | 0.8 | Any application must be well documented, from the architecture, to system requirements, to end-user documentation and training, to the actual software. | 220 | |||||||||||||||||||||||||||||||
| 0.8 | 0.5 | 0.8 | 0.8 | Quality of end-user documentation | 221 | |||||||||||||||||||||||||||||||
| 0.6 | 0.5 | 0.8 | 0.8 | Quality of developer documentation | 222 | |||||||||||||||||||||||||||||||
| 0.5 | 0.5 | 0.8 | 0.8 | Quality of operations documentation | 223 | |||||||||||||||||||||||||||||||
| 0.7 | 0.5 | 0.8 | 0.8 | Quality of architectural/system documentation | 224 | |||||||||||||||||||||||||||||||
| Supplier vs. community contributions - both need to be evident | 225 | |||||||||||||||||||||||||||||||||||
| 226 | ||||||||||||||||||||||||||||||||||||
| 0.1 | 0.25 | 0.8 | 0.8 | Both CAS & external user authentication | 4 | 227 | 0.4 | 4 | 1 | 4 | 3.2 | 4 | 3.2 | 4 | ||||||||||||||||||||||
| The system should integrate with the existing UCB Single-Sign-On authentication system (CAS) deployed here on campus for CalNet authentication, but should support access from external users as well. | 228 | |||||||||||||||||||||||||||||||||||
| 229 | ||||||||||||||||||||||||||||||||||||
| 0.5 | 0.5 | 0.9 | 0.9 | Configurability | 4 | 230 | 2 | 4 | 2 | 4 | 3.6 | 4 | 3.6 | 4 | ||||||||||||||||||||||
| Can features be turned on or off based on configuration? • Ideally at runtime rather than compile time | 231 | |||||||||||||||||||||||||||||||||||
| 232 | ||||||||||||||||||||||||||||||||||||
| 0.75 | 0.75 | 0.8 | 0.8 | Standards-based | 4 | 233 | 3 | 4 | 3 | 4 | 3.2 | 4 | 3.2 | 4 | ||||||||||||||||||||||
| Supports well known and adopted standards as part of key design principles. E.g. OAI-PMH. | 234 | |||||||||||||||||||||||||||||||||||
| 235 | ||||||||||||||||||||||||||||||||||||
| 0.3 | 0.5 | 0.75 | 0.75 | Workflow enforcement | 3 | 236 | S: "Interactions". A: e.g., student data entry has to be approved. | 0.9 | 3 | 1.5 | 3 | 2.25 | 3 | 2.25 | 3 | |||||||||||||||||||||
| The system should support the grouping of multiple procedures into workflows, fully customizable by the user, that can accommodate restrictions, limits, and ticklers. These can be used, for instance, to require that an accession number be assigned before an object name is given, or that out-loans cannot be finalized without the approval of a curator or qualified staff member. | 237 | |||||||||||||||||||||||||||||||||||
| 33.28 | 77 | 44.07 | 82 | 67.85 | 82 | 65.85 | 82 | |||||||||||||||||||||||||||||
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