BOXI Upgrade Project Business Stakeholders’ Meeting Craig Middlemass, Project Manager Rob Manley, Project Member Andrew McFarlane, Project Member John Grzesinski, IS Business Intelligence Manager Session 3 Thursday 4th July, 2013 Overview

Welcome Project Progress User licensing changes Migration of personal reports New training resources Reviving the BOXI user group Any other business Introduce John

Project Progress Test Environment up and running Migrated Pilot Universes and Reports Established Load Testing Reports EASE Authentication Issue Licence change must apply to R4 Ready to purchase eLearning material (integrates with Learn) Overall on track and budget Next Steps Firm up migration schedule and communications Complete Pilot Migration Testing Complete Load Testing Prepare for Live Test Environment up and running Migrated Pilot Universes and Reports Established Load Testing Reports EASE Authentication Issue Licence change must apply to R4 Ready to purchase eLearning material (integrates with Learn) Overall on track and budget Next Steps Firm up migration schedule and communications Complete Pilot Migration Testing Complete Load Testing Prepare for Live

Timings April 13 Up to July 13 August 13 Up to Jan 14 Jan 14 Feb 14 Configure Dev Configure Test Pilot Migration in Test Configure Live Area by area migration and switchover to R4 Reminder of Timing for the overall project Decommission R2 Project Closure

User Licensing Changes Why change? What do we have now? What licence do I get with R4? Issues and opportunities Why? 1.

Unmanaged Concurrent Users What do we have now? Hardware licence 4,500 Registered Users 60+ Named User Licences Unmanaged Concurrent Users Live Office Integration Dashboards Web Intelligence Crystal Reports BI Explorer Basic division is between CPU and User licenses – you get charged by how many you use to run the application Define Named (VIP) and Concurrent users (50 can connect at the same time) User licence controls how you get access, not what you can do in the system. So separate licences not needed if you want to be an admin or do universe design.

Limitations Limited licence capacity in key periods Hard to ensure licence compliance No access to new BI tools Sub-optimal service processes A la carte approach has major drawbacks: 7 year old licence model not fit for purpose, not scaled for usage Licence compliance, hard to monitor and control (since admin is devolved) e.g. 600 people are down as being Named Users! Also: since roles are not tied to the licence, we have not had to worry too much about what should be assigned and to whom. But this creates inefficiencies. Take editing and saving reports. People who shouldn’t have those rights may use them improperly, creating a support overhead; those who should have them may use them to build excellent reports, but these are hidden in personal folders. This model works against the need to produce a best practice process for producing, consumming and sharing reports. (too much?)

What do I get with R4? All tools in the Suite included More Named and Concurrent users New roles-based licensing Only applies to R4 From a la carte to carte blanche

Which licence do I get in R4? What do I want to do? View content Author & Administer content What type of access do I need? At any time Not at any time BI Suite – grants ‘view’ rights in the BI tools they have access to BI Business Analytics Pro – grants them authoring and administration rights in the BI tools they have access to

Licences: what can I do… In Web Intelligence? BI Suite User View prepared reports Refresh, Schedule, Export Sort, filter, drill & basic formatting Holder can be Named or Concurrent user BA Pro User All left PLUS Create new reports Edit queries User administration * Universe design * Holder must be a Named user

Issues & Opportunities Identifying licence numbers Making effective use of licences Implications for upgrade project Identifying: We’ve not settled on figures yet or on how they should be distributed Want to work with each area to understand how many is needed – not imposing one size fits all To get clear picture we need to understand the model you have for delivering and curating reports. Effective: Can use system tools to monitor licence use, helps in right-sizing Reduce contention for concurrent licences by encouraging users to schedule reports, they will run automatically without the need to login and take up a licence. Implications: When a business area is migrated, their users will be too, and their user account in R4 will be subject to the new model. Important for areas to decide in advance who will get what role, according to their delivery / curation process. We’ll help with this. May entail some users may no longer be able to Create reports / edit queries – may not save reports to favourites for tweaking. In R2 rights will be unchanged Grace period to migrate off R2, 9 months, so need to meet the project timescale of end March 2014 for switch-off No limit on licensing so we can buy more if needed

Personal Reports Option 1 - Do nothing - all personal reports will not be migrated Option 2 - Provide public folders for personal reports to be deposited in with a "no guarantees" migration Option 3 - Provide public folders for personal reports but moderate content in partnership with business areas

Options Option 1 - Do nothing - all personal reports will not be migrated Option 2 - Provide public folders for personal reports to be deposited in with a "no guarantees" migration Option 3 - Provide public folders for personal reports but moderate content in partnership with business areas

Training Training eCourses Classroom Roadshows Where are we with the various things we planned? Roadshows eCourses Classroom course Your involvement: Modules available for basic and advanced reporting Prepare small video specific to your area, introducing reports universes and data quirks, support. 5 minute resource Classroom training for colleagues in your area: We’ll present on the tool for 1.5hours Prepare small module specific to your area, covering, reports universes and quirks, support. What should be in it? Can we tie together our classroom training as well? Someone could come along at the end of our course and introduce SACS stuff in more depth?

Reviving the ‘BOBI’ User Group