The Link

In this issueGartner IT Research: coming soon 2A single ANU IT Service Desk 3Information Services at Bush Week 4Successful project but no benefit? 5Art of Ethnography: Images from Trobriand Islands fieldwork 6Staff profile 7August DoI calendar and Lunchbox Session 8

Message from the CIO Dear Colleagues

My thanks to those who contributed to the DoI Administrative

Review. This was an opportunity to share aspirations, and to create the platform necessary for us to implement a significantly better service to the ANU community. The Executive portfolios are now in place and the focus shifts to the teams within.

On the key projects front, we will shortly be announcing a single ANU Email Platform for all staff, students and alumni, and the goal remains to migrate all users by the end of 2012. The ANU Service Desk project is progressing well with the first pilot of the new ServiceNow tool to be launched in the next two months. Another significant project for documents and records management, UniDoc, continues to track well with the functional specifications now settled.

Peter Nikoletatos Director, Information Services and CIO

I N F O R M A T I O N S E R V I C E S August 2012

@ANUcio

Art & Music Library staff Georgina Buckley and Marianna Pikler at the new Library entrance

The merger of the Art and Music Libraries was successfully completed in July, with the new Art & Music Library opening its doors for the commencement of Semester 2.

Staff from both libraries worked collaboratively to finalise the layout of the new Library and measure the respective collections.

An enormous amount of work went in to creating a logical sequence for all the different formats of material, in particular the specialist music collection which comprises not only books and serials, but includes scores; performance music; sound recordings—both CDs and LPs; collected works; scholarly editions; orchestral sets, and chamber music.

Compactus shelving was installed to dramatically increase the storage capacity of the Library. Staff identified high use materials for the open shelves, and low use material for the compactus. Both art and music collections fit in the new layout,

with room for growth; nothing is being put into the Hume storage facility.

A new purpose-built loans desk was installed as part of the refurbishment. Designed by an ergonomist, the desk is fully adjustable, and accommodates the different requirements of individual staff members and Library clients. A specifically designed return chute has been incorporated to cater for the diverse formats of materials.

The storage room behind the desk was upgraded and remodelled, with specially built adjustable shelves to improve the efficiency of storage, and accommodate a range of equipment and reserve items. A new kitchenette is being installed which is an additional bonus for staff!

There will be nine PC/Mac workstations, and two fast track reference PCs.

The Juan Davila, Self Portrait? 1991, The Pit (Gilbert Riedelbauch/Annie Trevillian), and the entrance display case have all been retained and remain untouched.

Art & Music Library now open

2 Information Services

ANU students and staff will soon have access to Gartner IT Research and thought leadership.

Gartner IT Research is a leading online service providing research reports and advice about information technology (IT) designed to meet the specific needs of IT professionals, students and University staff.

Gartner IT Research brings the academic community timely and objective real-world information on trends, research reports, and market analysis including product descriptions and comparisons; insight into the application of technology to business problems, which is used in many MBA /MBIS programs; an understanding of long-term trends and issues that future IT managers will face, as well as a calendar of upcoming conferences and events for IT managers, specialists, and business interests.

Gartner IT Research will be available to ANU staff and students by direct login through the ANU Library website anulib.anu.edu.au

Through this, you will have access to strategic research that covers:

> application development, integration and middleware

> business intelligence and data integration

> business process improvement and management

> business and technology integration > business stakeholder engagement > business continuity planning > business information management > emerging trends and technology > enterprise architecture > enterprise system management

> enterprise resource planning > higher performance workplaces > IT asset management > knowledge management > mobile business computing > network management > open source > project management > pattern based strategy > strategic planning > regulatory compliance > security and privacy > standard operating environments > social networking and collaboration > servers and storage > web services, development

and planning.

In the coming weeks, ANU Archives will have a new, dedicated storage facility to help keep audiovisual records in the stable temperature and humidity they need for long-term preservation. The new storage facility will be located on level one of the Menzies Library.

Audiovisual materials to be stored in the new facility include recordings of oral history interviews with Manning Clark, Nugget Coombs, Sir Mark Oliphant and former Vice Chancellor Anthony Low; film of the installation of Stanley Melbourne

Bruce as the first ANU Chancellor; film of the official opening of the Menzies Library by Her Majesty the Queen in 1963, and lectures by prominent staff and visitors to ANU.

New audiovisual storage facility for ANU ArchivesANU Archives

Resources and collections for ANU research

Coming soon: Gartner IT ResearchService Delivery and Engagement

T H E L I N K | A U G U S T 2 0 1 2 3

New IS website project a priority for DoI OutreachDoI Outreach/Communications

August sees the DoI Outreach Communication team continue the IS Website project by reviewing all content and associated DoI websites, with the goal of consolidating the Division’s web presence. Patrick Byrnes, DoI Web Manager, and Cathie Gough, DoI Outreach Communication Manager, continue to engage with key stakeholders on this project.

The Communication Strategy, and associated engagement tools continue to be a priority for DoI Outreach Communication, including the development of the recently available DoI Communication Guide. More details are available on the DoI Intranet under Administration and then Communication. A Lunchbox Session will be held on Friday 27 August in the McDonald Room of the Menzies Library, and all staff and students are invited to attend. More details on page 8.

Nic Welbourn of DoI Outreach Communication completed an audit of all Library signage in June and July. As a result, DoI Outreach Communication have supplied all Library locations with revised and updated signage to reflect the new ANU brand and evolving messages to be communicated. A total of 91 messages across 1,558 individual signs were updated. Signage templates are available on the DoI Intranet under Administration and then Communications.

Library users can now book Group Study Rooms online— anulib.anu.edu.au/bookaroom

Library staff would like to thank Mark Huppert, Library Systems and Web

Coordinator, for his work on this project, as these rooms are in high demand and managing the bookings was a very time-consuming exercise.

Library users can now book Group Study Rooms onlineANU Archives

Library customer service surveyANU Library

Every two years, via a company called Insync Surveys, the Library surveys users to assess the quality of its services and resources.

The collected data helps the Library to identify, prioritise and manage issues affecting users; measure and monitor performance over time; enables users to communicate anonymously with the Library, and benchmark with other Australian and New Zealand university libraries who participate in the survey.

This survey will be conducted online from 13–24 August and all students and staff, both academic and general, are encouraged to provide feedback.

To complete the survey visit surveys.insyncsurveys.com.au/ surveys/ANULCS2012/

Support to encourage excellence in teaching and learning

FOI statistics being prepared for submissionUniversity Records

Annual Freedom of Information (FOI) statistics were submitted at the end of July to the Office of the Australian Information Commissioner (OAIC). These statistics include staff resources involved in FOI and Information Publication Scheme (IPS) work; staff hours spent on FOI or IPS work; non-staff costs directly attributable to FOI or IPS; and comparisons with the previous year.

In addition to FOI statistics, University Records is continuing to participate in the UniDoc project. This project involves the implementation of an electronic document and records management system (EDRMS) across the University.

As part of the University’s ongoing efficiency initiatives, a concept paper proposing the formation of a single ANU IT Service Desk was discussed with College Heads, General Managers and others during June and July. A project to progress this initiative was formally approved in July and is currently in the initiation phase.

The primary objective of the ANU IT Service Desk Project is to establish a single ANU IT Service Desk as a virtual entity bringing the existing IT support

functions across the University into a cohesive, efficient service orientated team supported by a common software suite—ServiceNow. The project aims to provide a high degree of standardisation and automation of processes where this is possible.

For further information about the ANU IT Service Desk Project, please contact Anne Kealley, Project Director— anne.kealley@anu.edu.au, or Shane Geisler, Project Manager— shane.geisler@anu.edu.au

Formation of a single ANU IT Service DeskService Delivery and Engagement

4 Information Services

Student App Contest – WIN AN iPHONE 4S!A new Student App Contest commenced on 25 July. Students are invited to submit their fresh, original idea for an app that will make using an IT or Library service at ANU easier. Students can enter their app idea in the Information Services App Contest by 21 September 2012 for their chance to win an iPhone 4S.

For more information, and full terms and conditions, visit information.anu.edu.au/app-contest-2012

Changes to food and drink guidelines in the LibraryANU LibraryThe guidelines on consuming Food and Drink in the ANU Library have recently changed, and students and staff are now able to consume cold food and covered drinks in most areas of the Library. To protect Library equipment and to preserve archival and Library materials, food and drink is not allowed in the following areas:

> Near computers, printers, photocopiers, and multi-media equipment.

> Group Study Rooms. > The ANU Archives reading room.

The student networking space on Level 3 in Hancock Library West includes a microwave; food heated in this microwave should be eaten in this area and not taken elsewhere in the Library.

The guideline is available at policies.anu.edu.au/guidelines/ food_and_drink_in_the_libraries/guideline

DoI Outreach/CommunicationsThe Division of Information was well represented at Bush Week events, with Executive Team, DoI Outreach Communication and Information Literacy Program (ILP) representatives present at all events to promote Information Services (IS).In preparation for Bush Week, 1,000 Library bags were packed with IS promotional materials including: copies of the Divisions three major publications—IS Guide, Learn How and Teaching & Computer Room Map; flyers promoting the Food and Drink guidelines; the IS Student App Contest,

as well as the availability of free anti-virus software; Semester 2 Library collateral including bookmarks, opening hours flyer and Library Discovery session information, as well as IS pens, brush buddies and magnets.Anne Kealley, Associate Director, Service Delivery and Engagement, gave an introductory presentation to new students on the Information Technology (IT) and Library services available to them on Wednesday 18 July.All IS stalls and presentations were well attended, and IT and Library services were well received.

Supporting students

Successful promotion of Information Services at Bush Week

Anne Kealley presents Information Technology (IT) and Library services available to new ANU students

> Turn off wireless and Bluetooth when not in use.

> Use anti-virus software to protect against malware.

> Backup your smart phone.

> Keep your phone up-to-date with the latest patches.

> Lock your smart phone with a PIN or password.

Close the lock on your personal dataIT Security tips

T H E L I N K | A U G U S T 2 0 1 2 5

Have you ever delivered a project successfully only to receive feedback that the project was unsuccessful? Perhaps you need to include utilisation in your project lifecycle model. Read on to learn about the differences between the Input–Process–Output (IPO) and Input–Transform–Outcome (ITO) models.

Despite the introduction of structured project management processes within the industry, there is still a high proportion of Information Services projects that fail to deliver expected business benefits to their organisation. An Information Services project will often fail to deliver on the business benefit even where management of the project has been exemplary.

Recent research into the anatomy of a project has indicated that the project model widely in use, the IPO model, is

missing a crucial element to successful realisation of business benefit. The element identified as missing in the IPO model is ‘utilisation’. This has led to the proposed new model called the ITO model (Zwikel & Smyrk 2010).

Input-Transform-Outcome Model versus Input-Process-OutputUnder the IPO model, a project consumes resources, which it uses in structured work to produce a series of outputs. Delivery of the required outputs, as specified, is considered completion of the project. It is then expected that the outcomes and therefore business benefit will occur. However, this model does not take into account that delivered outputs must be used effectively in order to achieve required outcomes and deliver desired business benefit.

Under the ITO model, a project consumes resources, which it uses in structured work to produce a series of outputs that are then used in a particular way in order to achieve required outcomes and deliver desired business benefit.

Within this model the project is not considered complete until required outcomes are being achieved and have been secured into the future.

Interested to know more? Upcoming issues of The Link will introduce and discuss elements of the ITO model and how a project can benefit from this framework.

For feedback or comments email the Project Office team projects@anu.edu.au

New name for Procurement & Contract ManagementICT Purchasing The Procurement & Contract Management team changed its name in June, and is now known as ICT Purchasing. In line with this name change, a new functional email account has been created for all purchasing and software requests—ict.purchasing@anu.edu.au. Emails relating to DoI contract matters should still be sent to doi.contracts@anu.edu.au The team is currently reviewing purchasing, asset and disposal procedures for DoI and will release details of these changes in the coming weeks.

Supporting staff

The Managed Operating Environment (MOE) team is located in J block and consists of Adam Reed; Steven Machan; Matt Tilney; Matt Jeanes; Rokon Dowla, and Stephanie Stockdill.

The MOE team provides the standard operating environment—the computer image—for 1,000 University Directory Service (UDS) staff and 1,700 UDS Information Commons computers, including Windows and Mac.

Adam Reed, Team Leader MOE, recently developed a computer image for UDS staff Macs and delivered a presentation to College IT staff in June. To download a copy of the presentation visit information.anu.edu.au/news_eventsIn addition to the standard operating environment, the MOE team is responsible for delivering the Information Commons printing service, desktops, and applications. For more information visit information.anu.edu.au/computers_and_printing

Who is the Managed Operating Environment team and where are they located?Desktop Support, Service Delivery and Engagement

Successful project but no benefit?DoI Project Office

The Input-Transform-Outcome Model

UtilisationProject

OU

TC

OM

ES

Human input

Financial input

Output

Output

6 Information Services

ANU Library

An exhibition celebrating the people and culture of the Trobriand Islands of Papua New Guinea, photographed by ANU Pacific History and Anthropology student Andrew Connelly, will be on display in the Menzies Library from 3

September 2012 – 25 February 2013 Trobriand art and rare early drawings will also be on display.

Mr Charles Lepani, Papua New Guinea High Commissioner to Australia, will launch the exhibition on Friday 31 August.

Social awareness

Birds with attitude!ANU Library

The Hancock Library is now featuring a small display of collection highlights. This months highlights are of the theme ‘Birds with attitude!’ and is on display in the main foyer until the end of August. The Research School of Biology’s Division of Evolution, Ecology and Genetics have kindly contributed to the display also.

The display of collection highlights will be changed every two months.

Compulsory Pulse training for all DoI staffDoI Human Resources

All DoI staff will soon be a required to complete four compulsory Pulse training courses.

The four compulsory modules are > Indigenous Cultural Awareness > Code of Conduct > Comcare Workplace Health & Safety > ANU Harassment, Discrimination

and Bullying

To complete the online training course please visit info.anu.edu.au/hr/Training_and_Development/online-learning

Art of Ethnography: Images from Trobriand Islands fieldwork

ANU E Press release the 2012 China Update bookANU E Press

In their annual collaboration with Chinese publishers Social Sciences Academic Press, ANU E Press released the 2012 China Update book, Rebalancing and Sustaining Growth in China. The book was launched in July by Chinese Ambassador to Australia, Ambassador Chen Yuming, to coincide with China Update 2012 at the Crawford School of Public Policy. The Chinese translation of Rebalancing and Sustaining Growth in China will be published in 2013.

To make sure ANU E Press books are distributed as widely as possible, ANU E Press is in the process of ensuring all PDF-only publications are made available in epub and mobi format.

Stay on top of all our updates and publications by following ANU E Press on Twitter or subscribing to the newsletter list. For all the details visit epress.anu.edu.au.

Cathy Burton, Information Access Coordinator at Hancock Library, showing one of the exhibits from Birds with attitude!

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Staff newsThe Division welcomed eight new faces in July—as you will see by his profile in this edition, David Brumby joined as the new Manager, University Records; Shane Geisler joined the DoI Project Office as Project Manager of the UniDoc and ANU Service Desk projects; Kobra Najafi commenced as Executive Assistant to Director SIS; Rainbow Cai was appointed Lead MetaData Analyst/Developer with Systems & Desktop Support (SDS); Christina Hopgood commenced with ANU E Press; Victoria Brown commenced as a part-time Repository Services Officer at Hume; Patsy Sheather commenced as the Chifley Library, Library User Services Coordinator, and Jo Bryant joined the ICT Purchasing team (formerly Procurement & Contract Management) and will be acting in the Manager, ICT Purchasing role. The Division would also like to welcome existing staff member David Berriman as the newest member of the ever-growing OSLO Team, and welcomed back Anne Kealley as Associate Director, Service Delivery and Engagement.Tze Khaw accepted a temporary transfer to ANU Accommodation to assist with their finances until February 2013. This will be a valuable learning opportunity for Tze, and we wish her all the best.ICT Purchasing farewelled Peter Molloy, Nenad Stefanovic and Adele Tyson; Space Services farewelled Robert Sbragi, and SDS farewelled Petar Tankosic-Gajic in July. We wish them luck in their future endeavours.

David Brumby University Records Managerby Aine Dowling MCSE

Where have you seen him?David is located in Chancelry Building 10A, but is newly arrived at the University so you may not yet have seen him out and about. Part of David’s role is to assist in the implementation of the UniDoc Project, the new EDRMS (electronic document and records management system) across the campus.

What’s his story?Born in Sydney, David first arrived at ANU in 1983 as a student, and after completing a BA returned to Sydney to do a Graduate Diploma in Archives Administration. After a number of roles in archival institutions, David’s last position was 16 years working for the NSW Police as Corporate Archivist.

Choosing the ANU as the next step in his career was an easy decision for David. “I have lived in Canberra before, and of course studied here” says David, “and I was looking for a lifestyle change. I worked in Sydney and lived in the Blue Mountains, and the travelling time could be up to six hours each day, so moving to Canberra and having just a 30 minute commute each day is bliss”.

Living in the Blue Mountains has had some influence on David who is now a keen gardener. “I discovered

I had a green thumb, and pottering in the garden suddenly became more interesting. I have a passion for standard roses, and when we buy our own place in Canberra we will definitely have a rose garden”.

What does the future hold?David hopes to do more international travel, particularly in the UK. “One of my other passions is history and genealogy” says David, “and having traced my family back to north east England, I’d like to make a second trip and walk in my ancestors’ footsteps”. A keen bush walker, David also has plans to walk the Appalachian Mountains in north east America.

But for now he’s focussing on developing EDRMS; one of many skills David brings with him to the University. “I also think I bring a pair of fresh eyes, and the ability to look at things differently, and hopefully progress the roll out quickly and efficiently. I think the ANU will be a very interesting and positive place to work, and the environment is lovely—although a few more roses would be nice”.

Staff news

Staff profile

Bi-annual stocktake of Division’s assets being completedDoI Finance

Asset StocktakeThe Finance Team is currently undertaking a stocktake of the Division’s equipment assets with a value in excess of $5,000; a University requirement that must be carried out every two years. The stocktake is a very time consuming process as it involves physically sighting each asset and recording its location. To

assist with this process, all areas should notify DoI Finance when equipment is moved, sold or disposed of.

DoI Finance would like to thank those who volunteered their time to help with the stocktake process by showing Finance around their areas and locating assets.

Financials upgradeThe planned upgrade to the University’s Financials system has been delayed until mid-August. Exact dates will be circulated when known; however, the system will still require a complete shutdown for one week. All areas are asked to keep this in mind and plan their financial activities accordingly.

8 Information Services

3 AugustNational Aboriginal and Islander Children’s Day

6 AugustInternet content as research data: challenges and options for collecting and preservingPresented by: Monica Omodei, Director, Web Archiving and Digital Preservation, National Library of Australia

Time: 12.30–1.30pm, McDonald Room

9 AugustInternational Day of the World’s Indigenous People

25 AugustANU Open DayCome and discover all the ANU campus has to offer on ANU Open Day. Representatives from every teaching area will be based in the ANU Sport and Recreation Centre to provide detailed course, enrolment and university life information.

27 August Lunchbox Session—DoI Communication GuidePresented by: Cathie Gough, Sally Haysom Date: Monday 27 August 2012 Time: 12.30–1.30pm

This Lunchbox Session will talk through the newly developed DoI Communication Guide, and explain the importance of appropriate writing etiquette; editing, and image use in presenting a consistent DoI image to our stakeholders. This guide contains information on how to use the ANU Brand and where to find more information.

31 AugustArt of Ethnography: Images from Trobriand Islands FieldworkMonday 3 September 2012 – Monday 25 February 2013, Menzies LIbrary

An exhibition celebrating the people and culture of the Trobriand Islands of Papua New Guinea, as seen and photographed by an ANU student of Pacific history and anthropology. Trobriand art and rare early drawings will also be on display. The exhibition will be launched by Mr Charles Lepani, PNG High Commissioner to Australia. Join us for the official launch on Friday 31 August at 5pm.

August DoI calendar and Lunchbox Session

Lunch ChallengeThere’s no such thing as a free lunch—but you can win one!

Can you answer the below riddles? Email the correct answers by 15 August and you will go into the draw to win a lunch voucher for The Gods Café. Everyone who enters will receive a highly collectable Information Services promotional item.

Email your answers to doi.outreach@anu.edu.au

Riddles:Example 1: 26 L of the A = 26 Letters of the Alphabet Example 2: 7 D of the W = 7 days of the Week

1 8 T on an O 2 29 D in F in a L Y 3 365 D in a Y 4 52 W in a Y 5 9 L of a C 6 60 M in an H 7 23 P of C in the H B 8 6 B in an O in C 9 14 15 P in a R T10 1000 Y in a M

Last month’s correct answers were:

1 colour of t-shirt changed in group of three 2 birds in sky have been added3 light is missing in the second story window4 name of the building changed5 piece of wood missing from the wooden walkway roof6 light fitting missing from undercover walkway

We hope you enjoy the August edition of The Link.

Contributions and comments are welcome at any time by emailing doi.outreach@anu.edu.au

To stay informed following an incident or disaster:

@doimedia @ANU media

Division of Information Australian National University

1800 AskANU (275 268)