Information Services Management Committee
Project Charter for the Review of the Public Workstation and
Network Environment in the University of Waterloo Library
June 11, 2002
Project Name: Public Workstation/Network Review
Timeframe: July - September 2002
Project Manager: Linda Teather
Project Sponsor: Mark Haslett
Context:
In 1994 a Public Workstation Replacement Task Force was appointed to review
the requirements for public workstations to replace the Geac terminals in the
UW libraries and to recommend a course of action. A three-phase plan was prepared
to implement the group’s recommendations for the workstations and network
access during 1995-1996. When TRELLIS went live in 1998, all remaining Geac
terminals were replaced with public computer workstations.
Since that time, software has been upgraded frequently and other changes have
been made on an ad hoc basis (e.g. Macs replaced with PCs, networked printing
added, dedicated email stations added, windows TRELLIS changed to web-only access,
some TRELLIS-only stations installed, TRELLIS-only stations converted to full
web access).
A comprehensive review of the Library’s public network/workstation environment
was identified as one of the Systems Department’s goals for Summer 2002
and this was included in the Library’s “Strategic Directions, 2002-2005”
to “Strengthen organizational infrastructure (cultural, physical, technological
and financial) to enhance learning, teaching and research”.
Examples of specific issues leading to this review are:
- The current security set-up on Library workstations inhibits certain changes
(e.g. the addition of word processing software). Replacing WinU with another
security mechanism might remove this constraint. The Library’s migration
to Windows 2000 and the availability of new security options will change the
environment in which the Library provides public access.
- Endeavor Information Systems recommends Internet Explorer (IE) as the preferred
web browser for use with WebVoyage.
- Other computing changes have occurred or are in the planning stages that
could significantly affect the use of Library workstations (e.g. the campus
migration from Polaris to Nexus and the introduction of wireless networks).
Campus directions as articulated in the recent draft UCIST Directions statement
provide further context for this review. In particular, the proposed strategic
direction to “create an integrated online learning and information environment”
is significant as we consider the Library’s public workstations in a campus-wide
student-computing context. (see http://www.adm.uwaterloo.ca/infocist/
)
Project Purpose:
The objective of the project is to review the requirements for public workstations
in the University of Waterloo libraries in light of anticipated changes in library
services, user needs, and the Library and campus computing environments. This
review includes:
- seeking input from Library staff
- defining the purpose and functionality of the public workstations
- identifying user needs and changes required to meet those needs
- estimating the impact of these changes
- developing and assessing prototype workstations
- identifying the resources required and outlining implementation options
for action on the recommended changes
Reporting:
A report, with recommendations, will be submitted to the Project Sponsor by
the end of September 2002.
Project Scope:
Includes:
- Defining the service requirements for the Library’s public workstations
- Preparing and evaluating options for workstation configuration
- Evaluating the preferred option(s) at prototype workstations
- Recommending a workstation configuration
- Identifying the resources required to implement the recommendation
- Outlining implementation options, issues, and implications
- In addressing the above, the project team will want to consider among
other things:
- Opportunities, if any, provided by the migration of many UW student
labs from a Polaris to a Nexus environment
- More efficient and effective means of updating software on public
workstations
- Opportunities for reducing total cost of ownership (TCO) provided
by a new public workstation/network environment
Does Not Include:
- Implementing recommendations of the Review Team. (This will be a Systems
Dept. responsibility following the review and is subject to a consideration
of the recommendations and availability of any required resources.)
- Maintenance of the staff workstation and network environment
- While this is not included in the project scope, the project team
should in making its recommendations keep in mind possible implications
or opportunities in the context of the maintenance of the staff workstation
& network environment.
Resources Required:
- Review Team:
- 3 staff appointed by ISMC (to include two ISR staff and one User Services
staff member)
- Carl Nagel, Bill Oldfield (Systems)
- Stephen Markan (IST)
- Project Manager/Facilitator: Linda Teather
- Technical Support: Systems staff (to set up prototype workstations,
conduct technical infrastructure testing, etc.)
- Hardware/Software: at least 2 workstations for prototyping;
software, security devices, etc. as recommended for evaluation
Assumptions and other contextual issues:
- Windows 2000 will change the security requirements and options for the Library’s
public workstations.
- The Library Systems Dept. will begin replacing the public workstation system
units and upgrading the operating system to Windows 2000 before the end of
summer 2002.
- Workstations affected by the Review Team’s recommendations will include
any workstations to which Library patrons have access within the Porter, Davis,
UMD and St. Jerome’s libraries.
- The Library’s Campaign Waterloo plans include proposals for Information
Commons in Davis and Porter
Benefits:
- Improved service to Library users
- Enhanced access to and the ability to use more information at the Library’s
public workstations
- Enhanced flexibility in software distribution and possible reductions in
TCO
Constraints:
- The Library's computing budget is expected to be "minimal" in
2002/03 for expenditures other than ongoing maintenance commitments and TRELLIS
server replacement. Purchases in fiscal 2001/02 as part of Systems' multi-year
workstation replacement plan have ensured that the Library has the necessary
hardware and required software licenses to replace or update the existing
complement of public workstations and upgrade them to Windows 2000. Additional
hardware or software required would be unplanned budgetary items in 2002/03.
- Current networked services must remain viable. (For example, public printing
to networked laser printers needs to be maintained, although different means
of doing so in a new network environment could be explored as part of this
review).
- Campus guidelines and standards regarding computing use, security and authentication
must be adhered to.
- The Library is required to provide access to some printed and electronic
publications to any member of the wider community (e.g. federal and provincial
government publications received on a depository basis). The issue of authenticated
versus unauthenticated access to public workstations needs consideration especially
as we move into a Windows 2000 environment. Ongoing "unauthenticated"
access for the general public is desirable, although one possibility the project
team might investigate is the ability to provide for this via a generic public
logon I.D.
Project Stakeholders:
- Library patrons
- Information Desk and User Services staff in the Porter, Davis, UMD and St.
Jerome’s libraries
- UW Library Systems staff
Information Services Management Committee
libISMC@uwaterloo.ca
June 20, 2002