Operations Update 15 March 1995 By: Lisa Donnelly, Executive Director 1. Implementation of the Express Lines The lines were ordered and installed by 16 February. Colin McFadyen of Carleton Computer Services volunteered to complete the set-up at the University. Ian Allen, our Systems Administrator, finished the required programming for the ten minute express lines and they were active as of 18 February. After a bit of testing they were announced to the membership on 20 February. This measure has been very well received and there has been a lot of positive feedback from the community. The only concern at this time is that due to heavy load during the evening it can be difficult to download a mailbox before the ten minutes are up. 2. Changing the Registration Process While changing the requirements for registration, the menus and their content were overhauled in an attempt to make the process more simple and streamlined. It took a bit of staff time to do the re-writes and installation. Miranda Gray, our Hardware/software Chair, was instrumental in designing the menus and editing the text. The implementation was completed on Friday, 3 March, monitored by the office for complaints from applicants and then announced on 14 March. Designing the software changes for the process itself as well as altering the software for the Registrar was time-consuming for Ian - but the results have been excellent. According to Mike Anderson, our Administrative Coordinator, the change in format has increased the number of people accurately completing their paperwork. We have had little if any complaints from new registrants and 95% of the new applicants are successfully completing the mail-in portion of the registration procedure. The change has not affected office efficiency. There is no backlog in registrations this month. 3. Implementing the time limit The staff met immediately after the last Board meeting to plan for implementing the new Board motions. Despite our best efforts, we were not able to implement the time limits prior to Ian leaving for a pre-planned holiday on Friday, 10 March. He will be returning on the 19th and will proceed with setting up the time limit then. Ian, with some assistance from NCF volunteer Jim Elder, did a preliminary analysis of the software strategy for implementation and is prepared. The time limit should be active by 25 March. This was a gruelling month for our Systems Administrator. Among the usual demands on his time, Ian had to prepare the AGM software, change the registration process and struggle with load problems resulting from excess demands on the work+mail space available to the membership as a whole. In order to deal with requests for time extensions, I have put together criteria for eligibility. These will be posted on-line and consideration of requests will be tasked to a committee made up of our volunteer coordinators, Brian Monkman and Natalie Munroe, one additional member recruited via an on-line search and myself. 4. Survival Guide progress We have been pushing forward with getting our Survival Guide reprinted and displayed in magazine and book stores. Matthew Darwin had reformatted and updated the latest version, originally drafted by Al Seaman and then reworked by Matthew, Miranda Gray and Heather McFadyen. The format will be 8 1/2" by 5 1/2" book-style with a four color separation cover designed by graphic artist Michael Zahab, who designed our NCF t-shirts this past summer. We are checking into consignment details and have found an excellent printing rate. Printing is slated for the end of the month if not sooner. Due to the fact that everyone who has worked on this has done so as a volunteer, our productions costs are extremely low. 5. Speakers Coordination Task Force now active On 2 March we found a new volunteer to take on the Speakers Coordination Task Force. Mimi Richard (br184) has six years experience in a library setting along with technical and administrative skills. She has met with both Michael Anderson and myself and is getting up to speed very quickly. We have five engagements planned from now through May and are working to standardize our speakers kit, signage, demonstration equipment and speakers list. As we develop our list of volunteer speakers, Mimi may be in contact with many of you regarding your availability to attend various engagements. 6. Database progress We are still working on our donations and administrative database. Chris Hawley, the project developer, has made much progress, not to mention that he spent a week of his own vacation time at an Oracle training seminar. We now need assistance with the development of the input forms. In order to get this project completed in the immediate future we will need to hire a contract worker. Our search for skilled volunteers has not yet yielded results and the crucial nature and urgency of this project warrants that we proceed as quickly as possible. Chris and I are exploring several options with the help of our retired Treasurer, Jean Wilmot, and we hope to have someone chosen for the work soon. Current estimates are that the project is two to three weeks from completion provided someone works on it on a full-time basis. 7. New community outreach via "Help Desk Live in Kanata" On Wednesday, 15 March, volunteer Pat Drummond held NCF's first "Help Desk Live in Kanata." This is a supplement to the public meetings held at the Ottawa Public Library and was an immense success: over sixty people showed up, making it standing room only for late comers. 8. NCF obtained eighteen VT220 terminals A posting was placed from an anonymous organization regarding a set of vt220 terminals being available. We took advantage of the offer and picked up eighteen terminals with keyboards - all of which support latin1 characters. Volunteer Kerry Scrivens drove out to Stittsville to pick them up, then met me at our storage sight to unload them. The space is now completely full. NCF has forty machines available to public access sites or volunteers in need. -- ---------------------------------------------------------------------------- Lisa K. Donnelly, am412@freenet.carleton.ca Executive Director, National Capital FreeNet/Libertel de la Capitale national -----------------------------------------------------------------------------