TUG Statistics and Reports Group/TUG Reports Training Team – Joint Meeting

Minutes
July 15, 2003 – 2:00-3:00 p.m. – UW Porter Library Room 407

Present: Susan Arruda, Linda Cracknell, Vera Fesnak, Alan Gale, Ron MacKinnon, Joanne Oud, Linda Teather

1. Goal of the meeting

   The goal of this joint meeting was to get the work of the TUG Reports Training Team underway by reviewing the Team’s Terms of Reference to develop a common understanding of the document, addressing immediate questions from the Team, identifying ways the TUG Statistics and Reports Group (TSR) might help, and then getting out of the way so that the Team could start to develop its plan of action.

2. TUG Reports Training Team Membership

   Ron reported that Pam Jacobs is leaving the University of Guelph Library at the end of July. Ron MacKinnon will coordinate the replacement process for Guelph.

   The TUG Reports Training Team Terms of Reference were reviewed and clarified. The TUG nature of the mandate was discussed and affirmed. TSR members confirmed that, while there will be peaks (especially in this initial period) for Training Team members, the overall time commitment is anticipated to be no more than 10% of each member’s workload.

   Some tasks were identified:

   • Arrange a session with Gail and/or Bill to review content of the cubes, existing reports, and the TUG security set-up. [Training Team will compare vacation schedules and arrange a session with Gail and/or Bill.]
   • Make the ThoughtCorp training manuals available electronically. [Available on the Cognos test server at http://reports.lib.uwaterloo.ca/cognos
   • Determine how the Training Team will function, select Team facilitator, etc.
   • Determine how to integrate and bring up to speed the new Team member from Guelph.
   • Determine core functionality to be included in training programs. As a general guideline, TSR suggested “What people need to know, but no more than necessary”.
   • Determine who needs to be trained and level of training required. It was noted that obtaining a list of staff who have accounts on the Cognos production server would be a good place to start on the “who”

3. Other Issues

   Other issues discussed included:

   • Possibility of making VDX ILL statistics available on the TUG Cognos server. [For future investigation by TSR.]
   • Request for email aliases for the Training Team and for TSR; Training Team alias might also be used as single point of contact for TUG Library staff. [Aliases have been created: tugCogTrain@library.uwaterloo.ca, tugTSR@library.uwaterloo.ca]
   • Alan reported that he had displayed a list of all NewsBoxes and noted inconsistency in the way names were entered; some names inverted, others not. [Linda will ask Gail about this.]

4. Training Team Meeting

   TSR members left the meeting and the Training Team continued the discussion.