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TUG Statistics and Reports Group Meeting

Minutes

November 10, 2004 – 9:00 - 11:00 a.m. – Wilfrid Laurier Library, room L-106

Present: Bill Halahan, Ron Mackinnon, Joanne Oud, Gail Sperling, Linda Teather. Guest: Vera Fesnak

1. Minutes of September 20, 2004
   The minutes of September 20, 2004 were approved. They will be added to the TUG Statistics and Reports (TSR) area on the TUG staff web.

2. Business arising

   1. Cube Runner software
      This software has been purchased, and Gail is working on getting it up and running.

   2. ERM
      Gail met with the ERM group, has built a cube from its contents, and is working on confirming with the group that the data it contains is valid.

   3. New server specs
      Gail has sent our requirements for a new server to IST departments at UW and UG and is waiting to hear about pricing from each. We will include costs in the TUG Stats budget for 2005-06.

3. Report for TUG Staff
   To do: Ron will work on the draft of a report to TUG staff on TUG Stats activities over the past two years, and forward for comment.

4. Implementation of request form and database
   The routing of e-mail generated by a request is still outstanding.

   To do:

   • Bill will follow up with George to see if this can be implemented before George leaves
   • Bill and Ron will discuss database knowledge transfer for long-term maintenance of the database after George leaves
   • Once the e-mail routing is worked out, the request form and database will be announced on the reports listserv. It will also be announced or demoed at each institution to appropriate groups and individuals.

5. Upgrade of test server to Cognos version 7.3
   There have been some problems recently with the test server which have resolved themselves for now, but Gail and Bill are not sure how stable it is. We want to upgrade to Cognos version 7.3, but are not sure if we should address test server problems first. We could swap some drives and upgrade the operating system to Windows 2003 at the cost of a few hundred dollars. Discussion and decision to wait if possible for a new server rather than spend the time on this one. However, if there is an emergency, it was agreed that we should go ahead with the disk and operating system replacement without need for further approval from the group.

   To do: In the meantime, Bill and Gail will go ahead with the 7.3 upgrade.

6. Training Team update (from Vera Fesnak, Training Team chair)
   The Training Team has a first draft of their Powerplay training session and manual, and are working on examples from different functional areas for the hands-on training. Training will likely be in December or January. The team is discussing how the training will be delivered (e.g. where and by who), but one session is planned with an introduction and some hands-on exercises. There are some possibilities for TUG-wide training for certain functional groups, for example for Circ, but more tailored institution-specific sessions for other areas. At some point, the team is hoping to do training sessions on more advanced Powerplay features that team members have developed expertise in.

7. Thoughtcorp Impromptu training follow-up
   Based on projected dates for training, it was agreed that mid December would be the best time for the half-day Thoughtcorp follow-up session.

   To do :

   • Gail will send a message to the Training Team members and other attendees asking when they could attend the follow-up session
   • Bill will check the room schedule at Guelph

8. Proposal for TUG Library session at Cognos Technical Forum, June 2005
   Gail would like to submit proposals for two possible sessions at the Cognos Technical Forum. One is on our infrastructure (request database, documentation, etc), which she has had quite a lot of outside interest in. The other is a variation on the presentation she gave at EndUser on using Cognos in a library setting. If accepted, registration is provided free. Agreement by the group that we would recommend that Gail attend the Forum again next year and that presenting would be good publicity for TUG.

   To do:

   • Gail will submit proposals.
   • Linda will inform the Steering Committee of our intent to send Gail to the Technical Forum and our hope that she will be presenting.

9. Update of TSR Task list and timeline
   Review of tasks and update of list as follows:

   Status	Task
   Completed	Implement a TUG Stats and Reports [management] group Establish Cognos Access Manager on PCs of selected staff Complete upgrade of Cognos software on all staff PCs (version 6) Upgrade Impromptu 5 reports & catalogues to Impromptu 6 Review Project Charter with managers/Approve Distribute upgraded ( 5 to 6 ) Impromptu reports & catalogues to all staff Develop UpFront portal organization & customization Complete testing of web reports test server Appoint training team Complete security model Develop archiving procedure Confirm cube archiving schedule with functional managers Negotiate with TOMG weekly rebuild schedule Complete initial review of all cubes by key cube users (Acq, Cat, Circ & selectors) Complete set up & install of web reports production server Train Training Team in web and desktop applications Clean up files from “tug-repts” area on UG server Upgrade Impromptu 6 reports to EPS7 Upgrade selected staff PCs to Cognos Enterprise Series 7 Train staff in Cognos web clients for Impromptu Draft guidelines/procedures for request form & database Complete Impromptu reports documentation & link to database Test with TOMG impact of cube rebuilds on servers Complete testing of web reports production server Train Training Team in cube content Subscribe TUG Managers to reports listserv Announce reports listserv to TUG staff Train Training Team in basics of Impromptu reports Identify groups responsible for cube review
   Deferred	Review options for establishing priorities with managers, etc. Establish method for setting priorities (TSR will set priorities if needed, until impact of implementing request form & database are assessed)
   Dropped	Fill UpFront design position Continue writing Impromptu reports to use EPS7 catalogues
   Completion goal
   January 2005	Demo request form & database to managers & reports users
   March 2005	Train staff in Cognos web clients for PowerPlay
   June 2005	Review documentation content and template with Training Team & key reports users
   December 2005	Develop guidelines for cube review Review cube content and drill-thru reports

10. Other business
    Gail has had some requests for views of our request form and anticipates more if her presentation is accepted for the Cognos Technical Forum. Discussion of possible security issues and agreement that we do not foresee significant problems being possible, but will implement security measures if any issues arise in future.

11. Next Meeting
    The next meeting will be scheduled in mid January, at Guelph . Agenda will include the 2005-06 budget and developing an annual maintenance task timeline.

    To do: Linda will send out possible meeting times, and Ron will check for meeting rooms.