February/March 2005 (Volume XII, No. 3)

Rather than put a trademark symbol at every occurrence of trademark names, we state that we are using the names only in an editorial fashion with no intention of infringements of the trademark.

North campus library moves to Biomedical Research Tower

The north campus library (NCL) has moved to new quarters in the Biomedical Research Tower (ND Building) on the north campus. The new location — Room ND2.300 — is a one-minute walk from the previous location in the NB Building, and a map showing the route has been posted at the old location.

With the move, the NCL Information Desk phone number has changed; the new phone is 214-645-6191 . A forwarding message is available on the old number to direct callers to the new location.

While the new library is slightly larger, many of the same services are provided:

• Computers and scanners available for public use as well as additional study tables with network and power connections
• Two group study rooms
• Wireless connections (Note: To connect to the wireless network, computers must have Virtual Private Networking (VPN) software installed.)
• PC and Mac laptops, available for six-hour, in-library checkout
• Palm personal digital assistants (PDAs) and network interface cards (NICs), available for 30-day checkout
• Access to the library's extensive electronic resources, including more than 6,400 electronic journals and over 40,000 electronic books
• Classes and consults upon request

The library was among the first departments to occupy the Biomedical Research Tower. Other occupants will move in sequence, from lowest floor to highest, with all occupants scheduled to be in place by May 9.

Introducing the "SouthwesternID"

Information Resources is introducing the "SouthwesternID", which is a campus-wide user ID and password maintained in a central authentication directory.  This directory enables access to multiple campus computer systems.

Benefits

• Ensures strong, consistent password policies as required by auditors and regulatory agencies
• Reduces user and administrative burdens due to multiple IDs, passwords and policies
• Reduces user disruption due to forgotten passwords
• Provides a foundation for self-service password resets 24x7

 The following systems currently are linked to the SouthwesternID authentication directory:

• Mednet file and print services
• Campus wireless access
• Remote Access – VPN & dialup
• OAS/HRMS Web applications
• Personal benefits via Web
• Online training
• Faculty directory (for updates)
• Parking Services Web page
• Medical student Web curriculum

Future Additions

• GroupWise e-mail
• Windows domains/Active directory
• Other systems

Some systems or access methods do not provide notification of pending password expirations. To subscribe to email notices of pending SouthwesternID password expiration, go to https://sws001.swmed.edu/iAim/expireNotify . (Detailed instructions are available at http://www8.utsouthwestern.edu/utsw/cda/dept156667/files/200975.html).

GroupWise rolls into SouthwesternID

As of Jan. 24, 2005, certain users began using their SouthwesternID and password to login to their GroupWise email accounts.  All other users will make this change soon.

So far, the change only affects certain mail servers in our system. Because the GroupWise accounts are distributed across multiple email servers, all individuals within a department may not begin using the SouthwesternID & password for GroupWise access on exactly the same date. However, all of the University's GroupWise email servers gradually will be switched to this authentication method.

Why is this change occurring?

The SouthwesternID and password are used currently to provide access to several other key information systems, including the Mednet file servers, on-campus wireless access, VPN and dial-up remote access, OAS/HRMS Web applications, and many others. Using the SouthwesternID for access to GroupWise email accounts will help to reduce the number of passwords that every faculty and staff member needs to remember to conduct their daily business.

Additionally, use of the SouthwesternID and password will help to satisfy auditors' requirements for strong, consistent password policies across all of the University's information systems.

How do I know if I have a SouthwesternID?

All new faculty, staff and students at UT Southwestern have been given a SouthwesternID since January 1, 2005.  (If you had access to Information Resources systems or applications prior to that, a SouthwesternID has also been created for you.)  Most people use this ID daily when logging into Mednet or accessing OAS or HRMS Web-based  applications.

However, if you currently do not use your SouthwesternID on a regular basis, please confirm that you know the current password. You may go to https://sws001.swmed.edu/iAim/login to confirm that your SouthwesternID and password are functioning properly.

If you need the password reset on your SouthwesternID account, please contact the IR Call Center at 214-648-7600.

My NCBI replaces the PubMed Cubby

The National Library of Medicine (NLM) and National Center for Biotechnology Information (NCBI) have replaced the PubMed Cubby with My NCBI to allow users to customize PubMed to meet their needs.

Features of the new service include:

• Saved searches, which allow users to save search strategies in order to generate automatic email updates (similar to Cubby's stored search feature).
• Filters, which allow users to view search results on separate tabs, for frequently requested limits to searches such as retrieving only clinical trials or RefSeq proteins.

To access My NCBI, click on "Sign In" in the upper right-hand corner of the PubMed home page (http://www.pubmed.gov ). Users of the former Cubby can use the same username and password to access My NCBI, and users' saved searches and other personalized views have been transferred to the new interface.

New users must register for an account by clicking on "Register" in the upper right-hand corner of the PubMed home page and filling in the requested information. Users should record the username and password as well as the answer to the security question so they may refer to it in the future. Users who have forgotten this information will not be able to recover their accounts and should create a new one.

More information about the services and features is available in the January-February 2005 issue of the NLM Technical Bulletin at http://www.nlm.nih.gov/pubs/techbull/jf05/jf05_myncbi.html .

The Microsoft-UT Campus Enterprise Agreement (CEA)

Several years ago, the University of Texas System entered into an agreement with Microsoft under which departments and individuals at all UT components enjoy very low pricing on the most popular titles of operating system and productivity software offered by Microsoft. Information Resources (IR) encourages you to take full advantage of the availability of this software so your computers at work and at home are kept up to date with the leading edge of software design. Doing so will ensure optimum convenience, reliability, and security, and will bring UT Southwestern Medical Center the benefit of your increased productivity.

Information Resources and the University Store do all we can to facilitate the widespread distribution and use of CEA software, but it is important that you understand the provisions under which this program is made available to us.

Our current three-year agreement ends on Aug. 31, 2005. In all likelihood, the agreement will be renewed; but as was the case with our present agreement, some details may change. The key provisions of the current agreement are summarized below. (For a more detailed statement of all the terms and conditions, see the UT Microsoft Campus Agreement Web site at http://www.utexas.edu/its/sds/microsoft/.)

Products offered under the CEA include:

• Office Suite
• FrontPage
• Publisher
• Visual Studio
• Windows Desktop Operating System Upgrade
• Core Client Access License (CAL)

The Office Suite includes Access, Excel, Outlook, PowerPoint, Publisher and Word. CALs are used to access Windows, SQL and Exchange servers and are of reduced interest to most UT Southwestern personnel since Novell networking software is used on this campus rather than Windows networking.

The CEA does not cover new operating systems, which must be purchased with new computers. It does, however, provide for upgrades to operating systems so you can always have the latest operating system software on your computer. All other titles may be installed without having a previous version on your computer.

The CEA defines three categories of computer owners. Provisions for installing and using CEA software vary by category. The categories are:

• UT Southwestern: fully covered with no restrictions and no incremental cost for each installation. Departmental staff may install any covered products on any of these computers for use for the duration of the agreement.
   
• Faculty, faculty emeriti and staff at UT Southwestern (and any other UT non-profit, wholly-owned and operated entity): eligible for work-at-home use with certain restrictions. (Note: Retired faculty and staff are not eligible.) Work-at-home users are permitted to run covered products on one personally owned machine for the duration of the agreement, provided that the software is used for university-related business and the same products are provided for use at work. (For example, if you have Office 2000 on your work computer, you may install Office 2003 on your home computer.) Work-at-home users must uninstall the software from their personally-owned computer when they leave employment at UT or if the software is no longer made available for their use at work.
   
• Students: eligible for any covered product provided they are currently enrolled in a degree-granting program at a UT System institution. Students are permitted to run covered products on one personally-owned machine for use for the duration of the agreement. The one exception is the Office Suite, which can be installed on one desktop computer and one portable computer for your exclusive use. When students graduate, they become permanently licensed for the products covered at the time of graduation. If students leave the university without graduating, they must remove all products obtained under the CEA.

Most covered products are available for download and installation from the Start/All Programs/Mednet menu. This facilitates installation on UT-owned computers. For work-at-home use, covered products may be purchased (for the cost of duplication) at the University store. The products available at the University Store under the CEA (as well as a couple of other products) and their current prices are:

Windows XP Pro with Service Pack 2	$   7.50
Office XP Pro 2003	$ 16.00
Office XP Pro (old release)	$ 22.50
Office Mac 2004	$ 10.00
Office Mac X	$   8.00
FrontPage 2003	$   8.00
Publisher 2003	$   8.00
Visual Studio .Net 2003	$ 52.50
Sophos Antivirus	$   6.50
VPN (Virtual Private Networking) software	$   6.50

When you purchase a CEA product at the University Store, you will be asked to present your UT Southwestern identification. If this is the first CEA product you have purchased, a CEA purchase history form will be initiated for you showing your current purchase. This will be filed in University Store records.

If you have purchased CEA products before, your current purchase will be recorded on your pre-existing form. This enables University Store personnel to ensure the CEA provision that allows you to buy no more than one copy of a given product and version is met. This does not prevent you from buying a copy of Office 2003, for example, if you previously have bought a copy of Office XP.

If you have any questions about the Microsoft CEA, contact the IR Call Center at 214-648-7600, or by email at IRCALLCENTER@UTSouthwestern.edu.

Eligibility for MD Consult

The UT Southwestern Library has recently completed a review of the MD Consult license agreement for the campus. Use of MD Consult accounts and passwords is restricted to faculty, staff, students, residents and fellows of UT Southwestern, which includes Zale Lipshy University Hospital and St. Paul University Hospital.

Publishers' license agreements restrict use of most electronic resources to authorized users within the UT Southwestern community. Use is also limited to the Campus Wide-Area Network (CWAN) or through Virtual Private Networking (VPN) software. The CWAN does not include computers or networks at Parkland Health & Hospital System or Children's Medical Center.

UT Southwestern personnel based at Parkland should contact the UT Southwestern Information Resources (IR) Call Center at 214-648-7600 to obtain remote access to electronic resources. UT Southwestern personnel at Children's should contact the hospital's information systems help desk at 214-456-4636 for assistance.

All users — including staff at Parkland and Children's — are welcome to visit the Library to access electronic resources on the Library's public computers.

The Information Resources Call Center: we're here to help!

Few people like to call a help desk. It means you have a problem that you want solved now, and you are going to have to explain your problem to someone you don't know and can't see. To make matters worse, you have to listen to those menu choices up front. It can be irritating.

The IR Call Center continues to be the FIRST LINE SUPPORT for all of Information Resources (IR). A key objective is fine tuning the quality of the experience for each client who calls.

Our most common complaint is that the analyst who takes the call is not familiar with the caller's topic. It is difficult for our analysts to be knowledgeable on the hundreds of topics involved in supporting IR. Imagine the potential confusion involved in clarifying some of our systems.

The topics themselves add to the confusion. For example, the Call Center receives calls to reset passwords on OAS (Online Administrative System), OAS Gold (a hospital system), and OACIS (a clinical application).

When you call 214-648-7600 , you'll find that several of our menu options have changed recently.

Main Menu Options for IR Call Center (214-648-7600)

Option 1: Hospital and Clinical Applications (answered 24 hours)

Option 2: Student Support

Option 3: Audio-Visual Support

Option 4: System Status (Recorded)

Option 5: Password Resets – testing to determine feasibility

Option 0: All other issues

The IR Call Center is piloting Option 5 for password resets for all users, including clinical, non-clinical and student users. Password resetting is the request we receive most frequently. It accounts for the time of more than one full-time employee. By dedicating a menu option to this purpose, we expect to be better able to anticipate and serve the needs of our clients. Note: The new Option 5 is available only during regular business hours (Monday through Friday, 7:30 a.m. - 5:15 p.m.).

All employees working in the Hospital and clinics should continue to select Option 1 when contacting the IR Call Center (except for password resets during business hours). The analysts answering this option are being trained on clinical workstations and applications that apply specifically to employees at these locations.

In the coming months, we plan to make other changes to continue to fine tune our service. Please listen to the Main Menu message whenever you call 214-648-7600 to verify your selection.

As the new director of Client Services, the effectiveness of the IR Call Center is a high priority for me. Balancing effectiveness with convenience for our clients and staffing needs for the Call Center is one of my most challenging issues.

Eileen Sandy, director, Client Services (eileen.sandy@utsouthwestern.edu)

Check out an individual study room at the library

The library received many comments on last year's LibQUAL+ survey asking for more individual and group study space. In answer to this need, the Library has revised its policy on the use of the individual study rooms, which are located on the Top Floor.

Individual users of group study rooms elsewhere in the library should consider signing up for these facilities to make better use of limited library space.

Ten of the 14 individual study rooms now are available for daily checkout to students, faculty, and staff of UT Southwestern, Zale Lipshy University Hospital, St. Paul University Hospital, Parkland Health & Hospital System, and Children's Medical Center.

The rooms are located on the top floor of the south campus (main) library. These study rooms, which lock, are networked and ready for laptop use. Individuals who need to store study materials for longer periods of time may check out one of the library's lockers, which are conveniently located on the same floor.

Please note that no renewals or reservations will be accepted for the study rooms; the policy is "first come, first served." Keys must be returned at least one hour before library closing. Soundproofing is minimal, so users are asked to observe the posted "Quiet Zone" signs.

The remaining four rooms have been reserved for long-term checkout, but eligibility for these select rooms is limited to graduate students who are writing a thesis or dissertation. Students are required to provide a letter from their faculty advisors or department/program chairs verifying that they are working on their theses or dissertations.

For more information or to check out a study room, please stop by the library's Information Desk or call us at 214-648-2001.

IR offers Lunch and Learn PowerPoint classes

Take your presentations to the next level with these free, instructor-led courses on advanced Microsoft PowerPoint topics, delivered in a convenient Lunch and Learn program. The classes will be offered three or more times each through mid-August 2005.

The seven classes in the series are listed below, along with discussion topics for each class.

Class Title	Discussion Topics
Collaborating with Others	Collaborating on a Presentation Presenting to a Wider Audience
Graphics and Charts	Using Graphic Images Creating Basic Charts
Templates and Bullets	Working with Presentations Formatting Bullets and Numbers
Customizing Charts	Editing and Importing Charts Creating Custom Charts
Organizational Charts	Using Organization Charts/Diagrams Working with Drawing Objects
Custom Presentations	Customizing Presentations Adding Special Effects
Presentation Setup	Editing Multiple Presentations Setting Up the Slide Show Editing Notes and Handout Masters Exporting Outlines and Slides

There is no charge for these classes, but class size is limited. To register, go to the Client Services Training Web site at http://UTSouthwestern.edu/cstraining.