1. 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

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

3. 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

4. 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

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

6. 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.

7. 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?)

8. 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

9. 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

10. 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

11. 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

12. 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

14. 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

15. 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?

16. Reviving the ‘BOBI’ User Group