Proposal
Name:
Wimberly Library Student Study Room Self-Checkout System (Keys to Success)
FiscalYear:
2020
Audience:
University Libraries
Submitter:
Moro, Crystal
Budget Manager:
Lynch, Beth
Project Manager:
Neelakanta, Mahesh
Proposal Approvers
Dept. Chair:
Hixson, Carol
Local IT:
N/A
Dean:
Hixson, Carol
Facilities:
N/A
OIT:
Bagdonas, Joseph A.
Proposal Funding
Year 1:
$ 52,278.00
Year 2:
$ 0.00
Year 3:
$ 0.00
Total:
$ 52,278.00
Proposal Funding versus Average
Questionnaire
Narrative
The FAU Libraries currently utilize a manual reservation and key checkout system for 42 student study rooms available to students in the Wimberly Library. This project will allow for the creation of an online portal for checking availability and reserving study rooms as well as a self-service checkout system for keys to those rooms. Self-checkout kiosks would be made available on each floor of the library to facilitate ease of reservations.
By providing the ability to verify room availability, reserve and self-service key sign-out for the study rooms, students will be better able to utilize the study rooms in the library without the overhead of the current manual processes. We expect to increase the usage of the study rooms for our students by providing both visibility of availability before arriving at the library through a web portal as well as expediting the process of securing a study room to use in the library.
The Libraries Information Technology Services Department will be developing a web portal, walk up kiosk and SMS chatbot to allow our students to utilize the self-checkout system. Once deployed, the same method can be used for other services in the Libraries such as for laptops and tablets. In addition, the technology will be shared with other departments who might offer similar study areas.
Note: Our student count is calculated based on annual circulation stats (52,986) + annual building entry stats (742,413) giving us a total of 795,399.
Hardware Requirements
4 x Key Cabinets + Shipping = $7,400 * 4 + $550 = $30,150
4 x Checkout Kiosk = $1,550 * 4 = $6,200
Key Changing Sets = $118 * 2 = $236
In-Suite Status Displays = $90 * 42 = $3780
TOTAL Hardware - $40,366.00 ***whole dollar $40,366.00***
Software Requirements
High Security and Group Module - $1135
Reservations Module - $1135
Key Tag Return Software Module - $505
EXO Software Module - $715
EXR Software Module - $570
Import Module - $640
LDAP - $2012
Web Services API - $400
TOTAL Hardware - $7,112.00 ***whole dollar $7,112.00***
Personnel Costs
None Required
Other Costs
Power and Network Installation - 4 x $1000 = $4,000
Remote Installation Services - $800
TOTAL Hardware - $4,800.00 ***whole dollar $4,800.00***
Timeline
The hardware and software can be purchased and installed as soon as funds are available. We expect the system to be tested in the Summer 2020 and deployed for use across all the study rooms in Fall 2020.
Sustainability
The hardware and software will have to be maintained and replaced as necessary with Tech Fee funding or library funds.
Implementing Organization
FAU Libraries Information Technology Services Department will be performing the research, design and implementation. The work will be done in close coordination with the University Public Safety Department as well as the Access Services department of the Library which currently manages the study rooms.
Proposal Budget
|
Fiscal Year 1 |
Fiscal Year 2 |
Fiscal Year 3 |
Total |
| Hardware One-Time |
$ 40,366.00 |
$ 0.00 |
$ 0.00 |
$ 40,366.00 |
| Hardware Recurring |
$ 0.00 |
$ 0.00 |
$ 0.00 |
$ 0.00 |
| Software One-time |
$ 7,112.00 |
$ 0.00 |
$ 0.00 |
$ 7,112.00 |
| Software Recurring |
$ 0.00 |
$ 0.00 |
$ 0.00 |
$ 0.00 |
| Personnel One-time |
$ 0.00 |
$ 0.00 |
$ 0.00 |
$ 0.00 |
| Personnel Recurring |
$ 0.00 |
$ 0.00 |
$ 0.00 |
$ 0.00 |
| Other One-time |
$ 4,800.00 |
$ 0.00 |
$ 0.00 |
$ 4,800.00 |
| Other Recurring |
$ 0.00 |
$ 0.00 |
$ 0.00 |
$ 0.00 |
| Totals |
$ 52,278.00 |
$ 0.00 |
$ 0.00 |
$ 52,278.00 |
Supporting Documentation
