AMH Project Resources

Looking to learn more? Check out these resources.

• IHLS Members Matter Meeting Recording for Oct. 20, 2022 — This recording includes the second half of the October 2022 IHLS Members Matter meeting, where, among other system updates, Leslie Bednar and Ellen Popit explain why we’re exploring acquiring an Automated Material Handling System, what work we've done already, what may lie ahead, and, most importantly, how your feedback can help.

Example AMH systems by the four companies that responded to the IHLS request for information (individual machine systems vary):

• Bibliotecha
• Lyngsoe Systems
• mkSolutions
• TechLogic

Project Team

Many of our staff are involved with the Automated Material Handling System project, from our delivery and facilities director and sorters to our finance and SHARE staff. Additionally, we've formed an AMH Working Group to help us research member needs, analyze costs and benefits, and more. It's important to us that we identify and address our members' concerns.

AMH Internal Team: 

as of 6/12/2023

Leslie Bednar (Executive), Troy Brown (IT), Colleen Dettenmeier (Finance), Shandi Greve Penrod (Communications), Carol Hogan-Downey (Communications), Marcia Horton (Operations), Rhonda Johnisee (Finance), Linda Kates (Operations), Lia McInerney (Operations), Donald Pippin (SHARE), Ellen Popit, Dena Porter (SHARE), Sarah Taylor (Operations), Cassandra Thompson (SHARE), Brant Wingerter (IT)

AMH Working Group:

as of 6/12/2023

Staff: Leslie Bednar (Executive), Troy Brown (IT), Colleen Dettenmeier (Delivery and Facilities), Shandi Greve Penrod (Communications), Marcia Horton (Operations), Rhonda Johnisee (Finance), Lia McInerney (Operations), Dena Porter (SHARE), Sarah Taylor (Operations), Cassandra Thompson (SHARE)

Libraries: Patricia Burg (Illinois State Library), Mary Cordes (Hayner Public Library District), Esther Curry (CE Brehm Memorial Public Library), Kim Dykstra (Riverton CUSD 14), Lorachelle Eck (Rochester Public Library District), Kristina Hoerner (Champaign Public Library), Brittni Hogg (Central Community HS District #71), Laura Picato (O’Fallon Public Library), Sharon Pinkerton (Royalton Public Library District), Ryan Reitmeier (Taylorville Public Library), Leander Spearman (Belleville Public Library), Sandra West (Rend Lake College)

 

Have a question or a concern? Check out our Frequently Asked Questions below. If you still have a question, contact us at any time!

AMH Project Contact:
Leslie Bednar, IHLS Executive Director (email)
618.656.3216

Frequently Asked Questions

About Automated Material Handling Systems and their Benefits

 

What is an Automated Material Handling System (AMH / AMHS)?

In warehouses and distribution centers, the term "Automated Material Handling System" (or "AMH" or "AMHS") generally refers to a tool, or system of tools, that removes the need for manual interaction to check in, check out, move, catalog, or sort materials. This provides greater efficiency and accuracy than manual handling alone can offer. For IHLS, "Automated Material Handling System" refers to a machine and software system that integrates with the Polaris integrated library system to sort and track library materials at the IHLS hubs automatically. Depending on the manufacturer/vendor of the system and any purchased add-ons, it may also have additional capabilities.

Updated 2/8/2023

What Are the Benefits of an Automated Material Handling System?

The benefits of an AMH machine may vary, depending on which manufacturer/vendor is chosen and what machine add-ons are purchased. 

Potential Benefits to Member Libraries:

• Long-term cost savings for member libraries. AMH systems route items with barcodes instead of labels, saving libraries miles of receipt paper tape.
• Faster delivery turnaround time after weekends and holidays. IHLS sorting staff will be able to sort heavy loads, such as those due to holidays or weekends, in a single day, eliminating backlogs.
• More accurate sorting. While missorting isn't common, it does happen. The automated material handling system would further reduce this occurrence.
• Pandemic-resistant sorting. The low-touch nature of the automated material handling system would make disruption to future pandemics or similar emergencies far less likely.
• Bulk check-in and sorting of holds and returns. The AMH can sort items by holds and returns, which is beneficial to libraries with large daily volumes. Additionally, a list of contents of items in an AMH-sorted tub is generated by the AMH system. Libraries can check in all those items at once by scanning a single manifest list barcode, potentially saving library staff time. This can also help prevent chronic injuries due to repetitive movements performed by the circulation staff.  Input from the AMH working group has led to an understanding that the benefits of the bulk check-in add-on would not be worth the investment.

Potential Benefits to IHLS:

• Faster delivery turnaround time after weekends and holidays. IHLS sorting staff will be able to sort heavy loads, such as those due to holidays or weekends, in a single day, eliminating backlogs.
• Reduced long-term operating costs to IHLS. Personnel costs would be reduced through decreased total staff hours (likely due to attrition-related staff reductions).
• Increased efficiency through increased speed. The number of items sorted per hour would be much higher, helping staff ensure that all items are sorted every day.
• Reduced likelihood of chronic injury. Sorting bins can be adjusted to the employees’ heights. This provides a safer, ergonomically adjustable workstation for staff, preventing injuries and worker compensation claims.

Updated 9/14/2023

 

The AMH Project: What IHLS Is Doing and When

 

Is IHLS definitely getting an Automated Materials Handling System? For each IHLS location?

No. IHLS has been researching the benefits of a system, and we are very interested in what it has to offer. We will only be acquiring an AMH system if we determine that it makes sense to do so.

Updated 2/8/2023

What is the timeline for the AMH project?

The timing of the steps in this project has already changed multiple times and is likely to change again. However, we expect the entire project to take at least two years, if not longer. The stages of this project include:
STAGE 1
1.    Form a core AMH staff team. Completed January 2022
2.    Informal research. Completed February 2022
3.    Decide whether or not to issue a Request for Information. Completed March 2022
4.    Writing and issuing a Request for Information (with a third-party consultant). Completed May 2022
5.    Analysis of the Request for Information responses (with a third-party consultant). Completed May 2022
STAGE 2
6.    Expansion of the AMH staff team and the formation of a member working group. Completed October–November 2022
7.    Identify additional research needs and conduct this research (member needs, IHLS needs, machine capabilities, funding options, etc.). Completed January 2023 – March 2023
8.    Decide whether or not to issue a Request for Proposal. Working Group recommended to the board to move forward with an RFP. May 2023
STAGE 3
9.      Writing and issuing a Request for Proposal (with a third-party consultant).
10.    Analysis of the Request for Proposal responses (with a third-party consultant).
11.    Decide whether or not to proceed with the purchase of one or more machines.
If IHLS decides to purchase the machines: 
STAGE 4
12.    Order the machines.
13.    Prepare for the installation of the machines (possibly six months).
14.    Install the machines.
15.    Train staff.
16.    Begin using the machines.
The above list is not an exhaustive list of all that will need to go into the potential acquisition of an Automated Material Handling System. For example, it does not include the steps IHLS will need to take in working with IHLS member libraries. However, it does provide an idea of the steps required.

Updated 9/14/2023

Where in the research and acquisition process are you?

In the spring of 2022, we solicited Requests for Information from potential Automated Material Handling Systems vendors. In January 2023, we formed a member working group called the AMH Working Group to help us research machines and solicit member feedback. We are now starting to work with the AMH Working Group to perform these tasks. (See “What is the timeline for the AMH project?” for more information.)

Updated 4/4/2023

 

How It May Affect Member Libraries

 

Who would be affected by the Automated Material Handling System?

The machine integrates with Polaris to sort items, and we believe it can only integrate with a single ILS database at a time. Therefore, the machine would only be capable of sorting items from SHARE-IHLS member libraries. Items from standalone IHLS-member libraries would continue to be sorted by hand.

What are the benefits to member libraries?

The benefits of an AMH machine may vary, depending on which manufacturer/vendor is chosen and what machine add-ons are purchased. 

Potential Benefits to Member Libraries:

• Long-term cost savings for member libraries. AMH systems route items with barcodes instead of labels, saving libraries miles of receipt paper and tape.
• Faster delivery turnaround time after weekends and holidays. IHLS sorting staff will be able to sort heavy loads, such as those due to holidays or weekends, in a single day, eliminating backlogs.
• More accurate sorting. While missorting isn't common, it does happen. The automated material handling system would further reduce this occurrence.
• Pandemic-resistant sorting. The low-touch nature of the automated material handling system would make disruption to future pandemics or similar emergencies far less likely.
• Bulk check-in and of holds and returns. The AMH can sort items by holds and returns, which is beneficial to libraries with large daily volumes. Additionally, a list of contents of items in an AMH-sorted tub is generated by the AMH system. Libraries can check in all those items at once by scanning a single manifest list barcode, potentially saving library staff time. This can also help prevent chronic injuries due to repetitive movements performed by the circulation staff.

Updated 2/8/2023

Would there be costs to libraries in terms of money, materials, or staff time?

IHLS-member libraries do not pay fees to be members of IHLS. Therefore, members would not see any fees related to the purchase or operation of the Automated Material Handling System. We also do not plan for any portion of the costs of the AMH system to be passed along to SHARE-member libraries. 

The only possible costs that we anticipate for libraries are the materials and labor involved in re-barcoding items if (and only if) libraries were both SHARE members and had barcodes in locations where the machines could not read them. We are in the process of collecting additional information so we can estimate the potential costs to libraries and determine how IHLS can minimize them.

Updated 2/8/2023

What is the estimated cost for libraries for re-barcoding, should it be needed?

IHLS is in the process of collecting additional information so we can estimate the potential costs to libraries and determine how IHLS can minimize those costs. We are very cognizant of the potential financial impact on libraries in terms of both materials and labor, and we have already come up with a number of ways in which IHLS could reduce or eliminate those costs. We will be exploring these options and others with our AMH Working Group. 

Updated 2/8/2023

 

Barcodes

 

Does the placement of barcodes on library items matter?

Yes. Vendors have informed us that an item's barcode would need to be on the outside of items and not on a spine. For more information, see “Does IHLS or SHARE recommend libraries start putting barcodes in a certain location?”

Updated 2/8/2023

Will we have to re-barcode our entire collection?

This is highly unlikely. However, if IHLS installed an AMH system, then some libraries may need to re-barcode the portions of their collections that circulate through IHLS delivery. This is because the barcode needs to be on the outside of the item in order to be sorted by the Automated Material Handling System. We are in the process of estimating the potential costs to libraries and determining how IHLS can minimize them. 

Updated 2/8/2023

Does IHLS recommend libraries start putting barcodes in a certain place?

IHLS acknowledges that you may wish to place the barcodes on the outside of the items as you process new materials. However, IHLS has not yet determined if it is beneficial for the barcode to be placed in a particular location on the outside of the item. Therefore, the AMH Working Group suggests waiting to make changes until they come up with a specific plan.

SHARE does not have an official recommendation, but will support any future IHLS Delivery department suggestions.

Updated 2/9/2023

But I thought IHLS said we should put barcodes in such-and-such place.

In 2019, an IHLS staff member suggested that libraries may start proactively placing barcodes on the front of items in case IHLS got an automated material handling system. This still makes sense, as AMH vendors have said that item barcodes would need to be located on the outside of the items and not on a spine in order for the machines to read the items. However, we have not determined if it is beneficial for the barcode to be placed in a particular location on the outside of the item. This is something the AMH Working Group will need to investigate. Therefore, as you process new materials, you may consider placing the barcode on the outside. However, it may be best to wait to make changes until the AMH Working Group comes up with a plan. 

Please Note: If you have already begun making changes due to our staff member's recommendation, we will work with you—even if we later issue guidance for placing barcodes in a different location. The most important part is that it is on the outside of the item (when possible).

Updated 2/8/2023

What about DVDs / books with fabric covers / et cetera?

There are going to be times when placing a barcode on the outside of an item is not possible or reasonable. That's fine. These items will be hand-sorted rather than sorted through the Automated Material Handling System.

Updated 2/8/2023

If we have, or switch to, RFID tags (radio frequency identification) on our items, do we also need a regular barcode?

It depends. Assuming IHLS purchases RFID-reading capability, then:

• For SHARE-IHLS member libraries — Yes, your items would need a regular barcode in addition to the RFID tag. Without a regular barcode, SHARE members without RFID scanners would not have a way to scan their items.
• For standalone IHLS libraries — No, you would not need a regular barcode in addition to an RFID tag.

Please Note: This question was answered incorrectly during the Oct. 20, 2022, IHLS Members Matter meeting and in the meeting recording.

Updated 2/8/2023

 

Funding

 

How much does an Automated Material Handling System cost?

We learned from the responses to our Request for Information that the machines vary widely by the vendor in terms of capabilities, base costs, and add-on options. Therefore, we do not have a good estimate of the costs.

In fall 2022, based on the Request for Information responses we received, we learned that costs could range between $250,000 and $500,000 for the unit at the Edwardsville location, with a return on investment for IHLS to be around seven years. (Please note: We previously erroneously reported "$200,000 to $500,00 for the base unit," but the number was actually "$250,000 to $500,000 for the base unit plus add-ons.")

In spring 2023, after seeing and discussing particular machine setups and what IHLS would and would not require in a system, we were able to slightly narrow the range of expected costs to $250,000 to $450,000, with an expected return on investment within six to seven years.

Updated 4/4/2023

How will IHLS pay for an Automated Material Handling System?

We are considering many income streams to pay for the Automated Material Handling System should we move forward with a recommendation to purchase. In addition to money from the general fund, we are considering what grants IHLS could apply for. This will be discussed in further detail with the AMH Working Group should we reach that stage.

Updated 2/8/2023

 

Member Feedback and Communication

 

Is IHLS soliciting member feedback on this project, and how are you communicating with members?

Yes, we are soliciting member feedback! This has been on the top of our minds since we started researching Automated Material Handling Systems. We have been and will continue to reach out to members throughout the project, including:

• Seeking IHLS Board feedback (our board is comprised of members and trustees from all four library types).
• Sharing the Request for Information responses and the consultant's review of these responses with the IHLS Board and then making them available to the public through the IHLS website.
• Discussing the Automated Material Handling System project with members during various IHLS Members Matter events, starting with the Oct. 20, 2022, event, and making the recordings available on the IHLS website.
• Surveying members.
• Developing an AMH Working Group comprised of members and staff to help determine member and system needs, research options and opportunity costs, recommend whether or not to issue a Request for Proposal, and provide regular feedback along the way.
• Developing and maintaining a webpage to house AMH project materials, including relevant meeting recordings.
• Develop and maintain a Q&A, housed on the AMH project webpage.
• Provide email updates as needed (this includes updates in the e-newsletter).

Additionally, you may address questions to IHLS Associate Director Ellen Popit or Director Leslie Bednar. You can reach contact them by calling our offices at 618.656.3216.

Updated 2/8/2023

What is the AMH Working Group, and who is on it?

The AMH Working Group is an ad hoc feedback and research group comprised of members and staff. This group will help determine member and system needs, research options and opportunity costs, recommend whether or not to issue a Request for Proposal, and provide regular feedback along the way. The AMH Working Group began meeting in January 2023.

The AMH Working Group is comprised of member libraries and IHLS staff. They include eight to ten people from all library types and are primarily, but not exclusively, SHARE members, who will be affected the most. Some of them are representatives from member libraries that already have Automated Material Handling Systems installed at their libraries. The group also consists of staff from IHLS, including our Facilities and Operations Director.

Updated 2/8/2023

How can one serve on the AMH Working Group?

In the fall of 2022, IHLS issued calls for volunteers in our newsletter, on our website, and through social media. We also identified certain individuals who we thought would be particularly helpful, such as individuals from IHLS libraries that already have an Automated Material Handling System. After reviewing the volunteers' library types and sizes, we selected a representative group of individuals to serve on the AMH Working Group. 

There are currently no open spots in the AMH Working Group. However, feel free to express your interest to Ellen Popit by email. She will keep your name on hand in case a spot opens for your library type/size.

Updated 2/8/2023

 

Other

 

Have you thought about the process for those libraries that are not automated (standalone libraries)?

Standalone-IHLS members will have items manually sorted. 

Updated 2/8/2023

Has there been communications with Illinois State Library (ISL) or Reaching Across Illinois Library System (RAILS) on a joint AMH venture?

We have spoken with the Illinois State Library, but we have not had a specific conversation with RAILS. RAILS looked into an AMH and used the same consultant that we selected.

Updated 2/8/2023

Are any of these automated handling machines equipped with software that could help libraries with IPLAR stats (Illinois Public Library Annual Report)?

For SHARE-IHLS libraries, yes. Standalone-IHLS libraries' items would need to be manually sorted and, therefore, would not have any information recorded by the machines.

Updated 2/8/2023

Why wouldn't standalone-IHLS member libraries' items be sorted by the machine?

The Automated Material Handling System works directly with the database/public access catalog to identify where the item is headed based on the barcode and routing sequences within the system. This would allow most of the 8.8 million items in SHARE's database to be sorted by the AMH. However, IHLS staff would still need to sort other items manually.

Updated 2/8/2023

How would this affect staffing at IHLS?

In the long term, total staff hours would decrease, and we would likely need fewer people. However, we anticipate that this can primarily be accomplished (and hopefully completely accomplished) through attrition-related staff reductions. Operating an Automated Material Handling System is not staff-free operations; it’s staff-reduced operations. 

• Will the “fewer” people need to be there for longer hours? We don’t know for sure.
• Would they be full-time rather than part-time? We don’t know for sure.
• Would drivers sort, now, or at least help stage the items? We don’t know for sure.

Our concern is the staff turnover. We have to frequently hire replacement sorters; over the last 18 months (approx.), of the 11 sorter positions across IHLS hubs, we lost and needed to retrain 1 sorter every 2 months. There’s a definite cost to IHLS for that—about $1,000/sorter for onboarding, administration hours on onboarding and training. This does not include termination costs.

Because of the high turnover, loss of jobs isn’t a major concern. We’ll want to make sure that our staff who do want to stay longer-term are considered. If we decide to purchase and install an automated material handling system, the earliest we anticipate a change would be October 2024; however, it's quite possible that any change would take place later.

Updated 9/14/2023