Automation Report No. 98-02 Date: April 24, 1998 Subject: READS II Data Management, the contractor for the Reader Enrollment and Delivery System (READS), has delivered a beta-test version of the new READS system, which we call READS II, to the regional libraries in Frankfort, Kentucky, Atlanta, Georgia, and Wayne, Michigan. This report is intended as a planning tool for READS libraries and as general information for other libraries that may be interested in the status of READS development. READS II has much that is different from READS and much that is the same. A major difference can be seen in the user interface, a graphical user interface (GUI) that significantly changes the way the user navigates among and through the various functions of READS. The user does not directly see the changes to the underlying software platform in which READS II is written, but will see the effects of that change in a more reliable database, faster mail-card runs, capabilities for larger databases and the like. What has not changed is the basic set of functions carried out by READS. READS II can do what READS now does and not much more, in terms of user functions. It was decided at the outset that, except in minor cases, the functionality was to remain unchanged in order to limit the complexity of development and to ensure a timely delivery of the new system. That strategy appears to be working. Some enhancements to the existing functionality have been made in the course of the development of READS II, either because they were requested, easy to do, and not revolutionary, or because they came as part of the new software platform. The mail-card function has perhaps the greatest improvements. Aside from running much faster, it allows the user to process all mail-cards and then back specific cards (circulations) out of the process before or after printing. If a print run of the mail-cards is stopped for any reason, it can be started again at any card selected by the user. And most significantly, a library can opt for automatic checkout in which books are checked out in the mail-card process rather than by "wanding" them out when the mail-cards are inserted in the books. (Of course the freedom from wanding out the books is not free. Specific copies must be selected from the shelves and matched to the mail-cards. That may or may not be a good tradeoff, but the library now has the choice.) Reports run faster, can be produced and reviewed online, and can be selectively printed by page, etc. Users can tile windows to view multiple screens, such as a book and a patron, together, and can cut and paste across the tiled windows. E-mail is accessible from within READS II so that a CMLS or BPHICS report can be run and mailed without exiting the system. Users can now display lists such as the "has-now" and "has-had" lists in order by any field, including book number, date, and circulation type. The ability to accept book information from NLS for input to READS II is under development. Its availability for this first release is still in question. We are trying to have it included in the June release, but we will go without it in June if necessary and release it as soon thereafter as possible. The enhancements from the new software that improve efficiency rather than function are more noticeable in what does not happen than what does. There are far fewer long running programs. The user should not see the database failures and the need to regenerate indexes that are seen today. And there is no inherent limitation on database size. We think that means that larger libraries will be able to use READS, though the idea will have to be thoroughly tested before a commitment can be made. We will be happy to work with any library to set up a thorough test of READS II on a large user population. _Installation Schedule_ The three libraries mentioned have begun the beta-test of READS II. READS II system installations are scheduled to begin in June. Please understand that this is the first time we have released a total rewrite of READS. As with any system, the challenges of system development could easily cause the dates to change. With this release, we have only minimal experience in determining how long installation and configuration will take, on average, and no experience with the more complicated network problems that may arise during installation. Our scheduling is based solely on rough estimates. Nevertheless, we will share with you our thoughts on the schedule, and we trust that you will understand any future adjustments. We expect, in mid-June, to install READS II in three libraries, over and above the three that are participating in the beta-test. On July 1, we will add another six, then six mid-July, and ten to fifteen per month after that. With approximately ninety libraries on READS, we might be able to finish by the end of 1998. That assumes that there are no significant problems in any installations, and that all libraries will be ready to convert to READS according to this schedule. Both assumptions are highly unlikely, but they give us a starting point for discussion. _Hardware and Software Requirements_ In order for libraries to install READS II, they will need to have hardware more powerful than that required for READS. Some libraries are already running READS on hardware that has the necessary power. Others will need to acquire it. It is understood that not all libraries will be able to complete the acquisition process by the end of 1998. We expect to support READS for some reasonable period in libraries that are not equipped to accept READS II. That period is viewed not as a specific amount of time, but rather as a decision point to be reached when only a few libraries are still using READS. We will await that point to determine the parameters of the decision. As requested by the READS users group, READS II uses modern software and runs on what today might be considered the medium-to-high end of standard market PCs. READS II is designed to operate under Windows 95, using Novell NetWare as the network operating system. The READS PFAS database system is replaced by Microsoft (MS) Access 97. READS II will operate without a separate purchase of MS Access. It is recommended that libraries purchase MS Access or Seagate Crystal Reports for ad-hoc reports, replacing the dBase reporting done today. READS II will use a graphical user interface (GUI) instead of the tabular menus of READS. Be assured that we will thoroughly test READS II to ensure that it is accessible by blind staff. It should be noted that the hardware requirement results mostly from Windows 95. The following information is intended for a technology specialist putting together the specification for a hardware purchase. READS II and its associated applications files occupy about 10 MB permanent disk space on each workstation. In operation, READS II requires a minimum of 50 MB free disk space for temporary storage. It will run more efficiently at 100 MB. If a library produced a lot of reports, saved multiple generations of old mail-card files, or performed other such space-consuming operations, the READS storage requirement could go up to 200 MB or more. On the server, the database varies by the size of the library, but it should be about the same size as the current READS database, usually around 100 MB. The minimum requirement represents a configuration capable of running READS II. The minimum should be avoided because the response time will be slow and the library will likely have operational problems with READS and Windows 95 resulting from hardware running at maximum capacity. The minimum level includes older hardware that may not be available on the open market. We do not want to rule out machines that may trickle down from other parts of a library's organization. The recommended configuration is one on which READS II should run quite well, assuming minimal other coexisting applications. That is not to say that READS II will be problematic with other applications on the network. We just cannot predict the combined requirements for READS and applications that we know nothing about. The recommended hardware is what we consider a "good" machine that would be dedicated to READS, from what is available on the open market today. The average market machine power (MHZ) and size (MB/GB) increases at least every quarter. More power and size in a machine never hurt. _We advise that you not "buy down" from standard market levels in order to conform to these recommendations._ ---------------------------------------------------------- _Recommended _Server_ _Workstation_ Processor Pentium Pentium 166 266/300 RAM 64 MB 32 MB Disk Storage 2 GB* 1 GB Operating System NetWare 4.11 Windows 95 or Windows NT Database n/a MS Access *The server hard drive should be either SCSI or IDE Ultra ATA. ---------------------------------------------------------- ---------------------------------------------------------- _Minimum Server Workstation_ Processor Pentium 233 486/100 RAM 32 MB 16 MB Disk Storage 1 GB* 1 GB Operating System NetWare 3.12 Windows 95 or Windows NT Database n/a MS Access *The server hard drive should be either SCSI or IDE Ultra ATA. -------------------------------------------------------- The question of using Windows NT, rather than NetWare under Windows 95, has been raised by several libraries. The design and development of READS II were carried out under NetWare and Windows 95, and that platform will be supported by the READS hotline. The system has been demonstrated to work under Windows NT. We will evaluate the extent to which the hotline can support NT networking questions. The hotline staff has expertise for troubleshooting NetWare problems and will maintain that expertise. It may also gain some level of expertise in NT, but we cannot maintain the same level of expertise in both systems with the resources available. At this point, any library choosing NT will need sufficient in-house expertise to troubleshoot its own networking problems. _Network Library Hardware Selection Responsibilities_ At this complete rewrite of the READS software, it is worthwhile to note a significant change in the NLS approach to hardware selection for READS. When READS was first released, personal computer workstations were rare in network libraries and in most office settings. The staff of the libraries had little or no experience with them. The automation support staff in the READS libraries, if there was any, was usually experienced only in mainframe computing, not at the PC level. As a result, NLS and its READS hotline were the source of the most basic information on hardware acquisition and setup for the READS libraries. They were very restrictive in the allowable hardware. Today, there is a completely different environment. What is rare is the network librarian without PC workstation experience. Many libraries have automation staff setting local standards for hardware selection, network architecture, etc. The experience level in network libraries is now such that it is pushing READS to broaden its operating platform in a number of areas. At the same time, informal standards in the hardware market are resulting in a much wider range of equipment that can support READS functions. Where we can, we are responding positively to that expansion. The Token Ring network architecture and the Windows NT network operating system are examples of that expansion. While giving network libraries greater flexibility in both hardware and software selection, NLS is also giving the libraries more responsibility in the testing, integration, and maintenance of the products they select. The READS hotline can maintain a depth of experience in only so many specific products. The contractor maintains one or more installed versions of READS with a small variety of hardware peripherals. We cannot purchase and install one of every printer, tape drive and network architecture that the READS libraries have installed. We do not want to limit libraries to only those products we have. Libraries are encouraged to exercise flexibility in hardware and software selection to the extent that they are sure they can support it. The READS hotline will do its best to troubleshoot the problems encountered, but can only go so far. For libraries that do not feel they have sufficient expertise with hardware and software, NLS will make recommendations. Generally, we will recommend what is installed with the READS contractor. That way, the hotline staff can walk the librarian through problems using exactly the same setup. _Printers_ Printers for the mail-cards are getting to be an area of hardware selection with the greatest flexibility. READS II will work with a greater variety of printers than READS. That is because the OCR-A font requirement can be handled by Windows rather than by the printer hardware. With READS 4.4, the selection was already expanded to sheet-fed laser printers and READS was opened to the use of barcodes in place of OCR-A. At the same time that flexibility is expanding, the ability to standardize on printer models is becoming limited. The PC printer market is so competitive it seems that models are being replaced every year. All the models recommended for READS in the past are now obsolete -- no longer manufactured. That includes the Hewlett Packard LaserJet 3si, which was opened up to READS only last year. The positive side of this rapid change is that the technology is getting better faster. The negative side is that we cannot gain sufficient experience with current models to assure you of a selection that will stand the test of time. Of the obsolete printer models that are in network libraries and also with the READS contractor, we can only advise on what the manufacturers have told us are replacement models. The Epson LQ-2550 has been replaced by the Epson LQ-2170; however, the 2170 does not support OCR-A and cannot be used until READS II is up and running. The Tally 360 has been replaced by the Tally T2060, though the T2045 might be fast and sturdy enough for most network libraries. The Tally printers are expensive, but they do have OCR-A fonts. We have no information on Facit and C-Itoh/C-Tech. We are told that the Epson LQ 2550s are still generally available from a lot of vendors. If your current printer is dying and you need a replacement before you move to READS II, that might be an option. Be aware, though, that repair parts will be harder and harder to get. Laser printers are now a real option. The Output Technology Laser Matrix 2400 pin-fed laser is expensive but very much appreciated by the libraries that use it. There are also libraries using the Hewlett Packard LaserJet 3si with sheet-fed cards. That is another printer that is no longer manufactured but is still available on the market. It has a reputation of being a real workhorse. There are many other laser printers on the market that will satisfy the needs of network libraries. With the rapidly changing printer market, the best advice we can give is to contact the READS hotline for the latest advice on printer selection. If you have any questions, please contact me at (202) 707-9313 or by e-mail at [log in to unmask] For further technical guidance on hardware and software, you may call the READS hotline at 1-800-57R-EADS (1-800-577-3237) or by e-mail at [log in to unmask] For more information contact: Robert McDermott Automation Officer