mimsy xg implementation manual - selago design, inc. client

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Mimsy XG IMPLEMENTATION MANUAL

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CONTENTS

Table of Contents

Chapter 1 - Introduction ....................................................................... 1

Overview ........................................................................................... 1

Chapter 2 - Selago Design Contacts ....................................................... 3

Overview ........................................................................................... 3

To Reach Us ....................................................................................... 4 By Mail, Fax, or Phone ................................................................... 4 By E-Mail or at Our Website ........................................................... 4 The Help Desk ................................................................................ 4

Chapter 3 - Museum Contacts ............................................................... 5

Overview ........................................................................................... 5

Chapter 4 - Process ............................................................................. 19

Overview ......................................................................................... 19

Phase 1: Hardware/Software Procurement ..................................... 20 Hardware Specification, Review, And Purchase ............................ 20 Hardware and Network Installation ............................................. 20 In-House System Testing .............................................................. 20

Phase 2: Data conversion ................................................................ 21 Provide Field Definitions And Database Materials ........................ 21 Data Exchange ............................................................................. 22 Client Data Analyzed .................................................................... 22 Conversion Scheduled ................................................................. 23 Data Map Created........................................................................ 23 Data Map Modified ...................................................................... 23 Data Waiver Signed ..................................................................... 23 Database Freeze .......................................................................... 24 Final Data Export ......................................................................... 24 Data Converted............................................................................ 24 Data Review ................................................................................ 24

Phase 3: Installation ........................................................................ 25 Möbius ........................................................................................ 25

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Images ......................................................................................... 25

Phase 4: Training ............................................................................ 26

Chapter 5 - Timeline ............................................................................ 27

Overview ......................................................................................... 27

Chapter 6 - Technical Specs ................................................................. 31

Overview .......................................... Error! Bookmark not defined.

Chapter 7 - Components ..................................................................... 33

Overview ......................................................................................... 33

Documentation................................................................................ 34

Application Components ................................................................. 34 Installed on Server ....................................................................... 34 Installed on Clients ...................................................................... 34

Oracle.............................................................................................. 34

Reporting ........................................................................................ 35

Specifications For Servers ................................................................ 36

Hardware and Software Requirements ............................................ 37 Specifications For Servers ............................................................ 37 Specifications For Clients ............................................................. 38

Additional Requirements ................................................................. 39

Remote Support............................................................................... 39

Chapter 8 - Training ............................................................................ 41

Overview ......................................................................................... 41

Training Survey ............................................................................... 42

Instruction Materials ....................................................................... 42

Objectives of the Basic Training Program ........................................ 42

Objectives of the Advanced Training Program ................................. 42

Class Structure and Design: How Training Is Performed .................. 43

Session Duration.............................................................................. 44

Cost Summary ................................................................................. 44

Cancellation Fees............................................................................. 44

Available Training Dates.................................................................. 44

DBA Training ................................................................................... 44

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Chapter 9 - Support Services ............................................................... 45

Overview ......................................................................................... 45

Basic Support .................................................................................. 46

Support Contract Requirements ....................................................... 46

Support Costs .................................................................................. 46

Designated Key User ........................................................................ 47

Forms Version.................................................................................. 47

Software and Database Backups ..................................................... 47

Services Not Included in Support Agreement ................................... 47

Chapter 10 - Imaging Specs ................................................................. 49

Overview ......................................................................................... 49

Mixed Platform Sites ....................................................................... 50

Creating Digital Files ....................................................................... 50

Image Storage ................................................................................. 50

How Many Images are Needed? ...................................................... 50 One Image ................................................................................... 51 Multiple Images ........................................................................... 51

Large Images ................................................................................... 51

Chapter 11 - Inventory Worksheets .................................................... 53

Overview ......................................................................................... 53

Specifications for Workstations ....................................................... 55

Specifications for Servers – Additional Applications ......................... 57

Specifications for Servers – Windows Based .................................... 59

Additional Requirements ................................................................. 61

Chapter 12 - Notification Forms .......................................................... 63

Overview ......................................................................................... 63

Chapter 13 - Training Survey ............................................................... 73

Overview ......................................................................................... 73

I N T R O D U C T I O N

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Chapter 1 - Introduction

Overview Congratulations! You and the other staff members at your museum are about to become users of Mimsy XG. Mimsy XG is an innovative museum resource system that is designed to open up the content of the world’s museums to a broader base of users who can access these resources using collections management tools or via the Internet for a wide variety of purposes. Mimsy XG contains a sophisticated data structure for recording identification, management, and scholarly research information about objects and specimens. However, our goal with Mimsy XG is to establish a foundation for navigating knowledge rather than just storing and retrieving data. This Implementation Guide is designed to guide you through your transition to Mimsy XG so that you will be prepared to use the system to its full potential.

S E L A G O D E S I G N C O N T A C T S

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Chapter 2 - Selago Design Contacts

Overview During the next few months we will be working in partnership with you to ensure the successful implementation of Mimsy XG. The following pages describe the roles of key Selago Design staff members who will be assisting you during the implementation of Mimsy XG and Möbius.

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To Reach Us We encourage you to contact us with any questions and comments you have regarding the implementation process. Use the method of communication which is best suited to your needs.

By Mail, Fax, or Phone All written correspondence should be sent to the following address:

Selago Design, Inc.

99 Fifth Avenue, Suite 214 Ottawa, ON K1S 5P5 Canada

By E-Mail or at Our Website All support email may be addressed to [email protected]. To e-mail a specific staff member at Selago Design, use the following address convention:

[first initial][last name]@selagodesign.com (all lowercase letters)

For example: to e-mail Gayle Silverman, contact her at [email protected].

Our web address is: support.selagodesign.com. Please check our website often for news and information or to take advantage of our online support section.

The Help Desk The Help Desk is always available to answer any Mimsy or related Möbius questions.

E-mail address: [email protected].

Our phone numbers are:

Help Desk - North America: (312) 239-0625 Help Desk - UK: +44 (0)20 7193 3641

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Chapter 3 - Museum Contacts

Overview Having identified key Selago Design personnel associated with the project, we ask that you do the same by completing the following forms, a copy of which should be scanned and emailed to [email protected].

Sheets must be completed for the following project members:

Primary contact

Billing contact

Database administrator

Technical support staff (on-site and off-site)

Any consultants involved in the project. This includes anyone who advises you on hardware or your network

Any user who wishes to receive tech tips and newsletters

Should any of these contacts change, it is the responsibility of your organization to notify Selago Design and submit a contact change form with the new contact name. Contact change forms may be found in the Notification section of this book.

mailto:[email protected]

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Primary Contact Name: ______________________________________________________________________

Title: _______________________________________________________________________

Mailing Address: ______________________________________________________________

____________________________________________________________________________

____________________________________________________________________________

____________________________________________________________________________

Phone: ______________________________________________________________________

Fax: ________________________________________________________________________

Evening Phone (for emergencies only): ____________________________________________

Email (if available): ____________________________________________________________

Project role:

____________________________________________________________________________

____________________________________________________________________________

____________________________________________________________________________

If the primary contact is not available, please contact: ________________________________

Title: _______________________________________________________________________

Phone: ______________________________________________________________________

Fax: ________________________________________________________________________


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Billing Contact

Name: ______________________________________________________________________

Title: ______________________________________________________________________

Mailing Address: ______________________________________________________________

____________________________________________________________________________

____________________________________________________________________________

____________________________________________________________________________

Phone: ______________________________________________________________________

Fax: ________________________________________________________________________


Project role:

____________________________________________________________________________

____________________________________________________________________________

____________________________________________________________________________

If the billing contact is not available, please contact: __________________________________

Title: _______________________________________________________________________

Phone: ______________________________________________________________________

Fax: ________________________________________________________________________


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Database Administrator

Name: ______________________________________________________________________

Title: ______________________________________________________________________

The Database Administrator works: on-site off-site

Mailing Address: ______________________________________________________________

____________________________________________________________________________

____________________________________________________________________________

____________________________________________________________________________

Phone: ______________________________________________________________________

Fax: ________________________________________________________________________


Project role:

____________________________________________________________________________

____________________________________________________________________________

____________________________________________________________________________

If the database administrator is not available, please contact: __________________________

Title: _______________________________________________________________________

Phone: ______________________________________________________________________

Fax: ________________________________________________________________________


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Technical Support Contact

Name: ______________________________________________________________________

Title: ______________________________________________________________________

Mailing Address: ______________________________________________________________

____________________________________________________________________________

____________________________________________________________________________

____________________________________________________________________________

Phone: ______________________________________________________________________

Fax: ________________________________________________________________________


Project role:

____________________________________________________________________________

____________________________________________________________________________

____________________________________________________________________________

If the technical support contact is not available, please contact: ________________________

Title: _______________________________________________________________________

Phone: ______________________________________________________________________

Fax: ________________________________________________________________________


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Consultant

Name: ______________________________________________________________________

Title: ______________________________________________________________________

Mailing Address: ______________________________________________________________

____________________________________________________________________________

____________________________________________________________________________

____________________________________________________________________________

Phone: ______________________________________________________________________

Fax: ________________________________________________________________________


Project role:

____________________________________________________________________________

____________________________________________________________________________

____________________________________________________________________________

If the consultant is not available, please contact: ____________________________________

Title: _______________________________________________________________________

Phone: ______________________________________________________________________

Fax: ________________________________________________________________________


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Additional Users Who Request Tech Tips and Newsletters Name: ______________________________________________________________________

Title: _______________________________________________________________________

Mailing Address: ______________________________________________________________

____________________________________________________________________________

____________________________________________________________________________

____________________________________________________________________________


Project role: _________________________________________________________________

____________________________________________________________________________

Name: ______________________________________________________________________

Title: _______________________________________________________________________

Mailing Address: ______________________________________________________________

____________________________________________________________________________

____________________________________________________________________________

____________________________________________________________________________


Project role: _________________________________________________________________

____________________________________________________________________________

Name: ______________________________________________________________________

Title: _______________________________________________________________________

Mailing Address: ______________________________________________________________

____________________________________________________________________________

____________________________________________________________________________

____________________________________________________________________________


Project role: _________________________________________________________________

____________________________________________________________________________

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Chapter 4 - Process

Overview The Mimsy XG implementation will occur in a series of four phases:

Hardware/Software Procurement

Data Conversion

Installation

Training

Each phase must be completed before the next phase is scheduled. Scheduling will not be confirmed until your signed license agreement is received by Selago Design.

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Phase 1: Hardware/Software Procurement Hardware/Software Procurement involves several steps:

Hardware Specification/Review and Purchase

Installation of Network Server and Clients

In-house system testing

Once you have purchased, installed, and tested your hardware, please notify Selago Design by submitting the Hardware/Software procurement form in the Notification section of this book.

Hardware Specification, Review, And Purchase Most likely, you have already received Selago Design’s Technical Information brief in a prior mailing. If not, the technical specs for the system are included at the back of this overview guide in the Technical Specs chapter. The technical specs include an outline detailing the minimum network and client requirements for Mimsy XG. The specifications are also available online here: http://www.selagodesign.com/library/mxg-tech-specs.pdf

Before Mimsy XG may be installed, Selago Design requests that each museum submit a detailed inventory for all components involved in the implementation of Mimsy XG. Worksheets for the inventory are located in the Inventory Worksheets section of this manual. If you have not already done so, please forward your detailed inventory per the enclosed worksheets.

This review not only assures that your institution is in compliance with the minimum specification but also provides Selago Design’s Client Services Staff a record of your hardware assets that may be useful in tracking support issues in the future.

Hardware and Network Installation Once your license agreement has been signed, your institution should proceed with the purchase and installation of any new hardware and/or the setup of a local area network (LAN).

In-House System Testing We strongly recommend that all hardware, software and peripherals, including back-up, be running without difficulty for a minimum period of 1 week before Mimsy XG is installed. If confirmed on-site work is delayed due

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to hardware or network configuration issues, you may be charged for time and materials required to compensate for delays.

Phase 2: Data conversion If you have data in a legacy system that you wish to import into Mimsy XG, your museum will require a data conversion. The complete data conversion process requires a minimum of three to five months.

A data conversion involves the following steps:

Provide field definitions and database materials

Data exchange

Client data analyzed

Conversion scheduled

Data map created

Data map modified

Data waiver signed

Database freeze

Final export (Frozen data)

Data converted

Data loaded by Selago Design staff

Data review

Provide Field Definitions And Database Materials The conversion process begins when users submit two copies of field definitions, data entry guidelines, data structures, and data entry manuals to Selago Design. Our staff reviews these materials to ensure that we understand the purpose and function of the data you currently manage about your collection. The mapping process cannot proceed until these definitions and guidelines are provided.

For your convenience, we have created a generic field definition worksheet. The worksheet is located in the Field Definitions section at the back of this manual.

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Data Exchange The most common conversion scenario assumes you will send two exports, or pulls, of your data to our offices. The first export is considered to be a “snapshot” of your database. We use this data for analysis and mapping. The second export is sent after your data is “frozen.” Freezing means that you may not add new records to your database or update existing records. Since the snapshot data is used for mapping, it minimizes the time that your database will be frozen for the actual conversion.

NOTE: We are relying on the first data export to be representative of the quality, format, and data types contained in your final frozen database. If, after we receive your frozen database for conversion, we find that the first data pull (export) was not representative of the final pull, we reserve the right to adjust the conversion fees and/or delivery date.

It is preferred that the data arrive in one of the following formats with a printed listed of field names in the exact order in which they appear in the export file:

ASCII flat file with fields delimited by the Pipe Character | and records delimited by Carriage Returns

Microsoft Access MDB files (versions 97 and above).

FileMaker Pro files

Excel (please note quotes and commas embedded in data in Excel may affect exports of raw data)

We also accept any Selago Design legacy databases.

Other file formats may be accepted on a case-by-case basis. If your data are in an alternative format, please contact the Help Desk at [email protected].

All data may be exchanged via our secure ftp site.

Institutions that do not submit their data in one of the approved formats will incur additional costs assessed on a time and materials basis.

Client Data Analyzed The first export file that you send us is loaded into an intermediate database for analysis. Among the various analyses run against your data during this phase is a vocabulary frequency list for each individual field. These analyses

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determine the presence of data in specific fields, duplicate numbers, as well as other common characteristics or anomalies.

Conversion Scheduled If you are an iO user, your conversion will require 10 working days.

If you are using any other database, scheduling will vary. Once we receive your field definitions and guidelines and have performed a preliminary review of your data, we will schedule the actual conversion of your data. Looking at the data before a conversion date is assigned enables us to give you a realistic timeframe for data delivery. Often, review of the vocabulary lists reveals unanticipated data characteristics. While the average conversion of the data takes 4 – 6 weeks, the entire process (analysis, mapping, conversion, review, etc.) may take more or less time depending on the availability of museum staff involved in mapping. Some conversions have been done in 10 days; others have taken 10 months.

Please also keep in mind that the data conversion process is an extremely labor-intensive service, therefore, it is very important that we receive your data by the date you were assigned. Failure to send data at the appropriate time may affect the date of your installation and training.

Data Map Created Next, a written map is prepared that assigns a corresponding Mimsy XG field to each field in your existing database along with explicit instructions necessary for the conversion program. This map will be submitted to you for your review and approval prior to the actual start of data conversion.

Data Map Modified You may request changes to the map and, whenever possible, these modifications will be incorporated. Many drafts of the map may be created during this period.

Data Waiver Signed When you are satisfied that the mapping process had yielded a document reflective of your data needs, you will sign and return a data waiver finalizing the map. Once a map has been finalized, any changes to the map will be done on a time and materials basis.

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Database Freeze After the mapping is finalized and your conversion date is confirmed, you must freeze your database. Freezing means that you may not add new records to your database, update existing records, or delete existing records. Although you may not modify the database in any way while it is frozen, you may continue to run queries and reports from your existing system. Once your data are pulled and submitted to Selago Design for conversion, your database is considered frozen.

Your database must remain frozen until the converted Mimsy XG database is installed. The actual conversion of the data takes a minimum of 5 days any may take up to 6 weeks. You will be given a conversion timeframe before the data is frozen so that you are able to plan accordingly.

All users within your institution must be notified that the database is frozen and that any new records they create or changes they make to existing records will not be included in the Mimsy XG installation.

Final Data Export Once final scheduling is confirmed, you will provide a final data export for the conversion team.

Data Converted When the frozen data is received, your data is converted according to the guidelines established by Selago Design and agreed to by the museum. The data is then loaded into Mimsy XG per the mapping instructions. The data load is performed by Selago Design technical staff to assure the accuracy and completeness of the resulting database.

Data Review While we always strive to deliver your data in its intended format, conversions are done with a computer and sometimes programming results in unanticipated data display. In order to confirm that the conversion has yielded a database with the highest degree of integrity, we have instituted a data acceptance policy.

The data acceptance policy states that users have 30 days to report any conversion issues. Conversion issues are any variances from the data map. They include missing data, data in improper formats, data in non-mapped fields, and improper translation of accent characters. Any issues that are

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reported after the 30 day acceptance period are subject to our standard consulting rates at $150/hour.

NOTE: The data acceptance policy does not include reversing decisions agreed to during the mapping process.

Phase 3: Installation Our preference is to install Oracle and your converted Mimsy XG database via remote access. If you require onsite installation, please let us know. If you have trained Oracle staff available, we will work with you to install an empty copy of the database and import your converted data. Individual workstations will be installed by your IT staff using an installation program and instructions that we will provide for you.

Installation involves the following steps:

Server/client installation of Oracle and Mimsy XG

Sample database loaded for training

Converted client data loaded

User workstations installed with shortcuts to Mimsy XG.

Optional Installation steps:

Möbius

MWeb

A typical installation requires 1 day: ½ day to install the server, ½ day to load your converted data. Our traditional approach is to install Mimsy XG once the data conversion is completed and your data is ready to be returned at your site. Training is then done using your own data.

Möbius Möbius is our public-access and web component. If you opt to have Möbius installed as part of your initial Mimsy XG implementation, the installations will require 1 extra day (2 days total).

Images If images are to be included on your system, your database administrator should load them onto your server at this time. We can also link your images for you if you prefer and bill this service at our standard consulting rates.

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Phase 4: Training On-Site User Training will be scheduled within 5 days of installation. For a detailed description of training, refer to the Training section of this manual. Training requires at least three full working days.

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Chapter 5 - Timeline

Overview The chart on the next page outlines all of the individual tasks involved with your implementation of Mimsy XG.

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# TASK BY Start Finish

PHASE ONE: Hardware Specification/Review/Purchase

Send hardware inventory worksheets to Selago Design

client

Confirm receipt of worksheets SD

Review hardware worksheets to confirm compliance SD

Notify user of hardware compliance SD

Client procures hardware client

Client installs hardware client

Notify Selago Design that hardware is installed and connects to the network

client

PHASE TWO: Data Conversion

Send field definitions and database materials to Selago Design

client

Notify client that materials have been received SD

Contact client about exchange formats SD

Client exports data (1st pull) client

Client sends data (1st pull) client

Confirm with client that data has been received SD

Statistical analysis of data SD

Complete map SD

Map reviewed by client client

Map changes requested client

Map changes incorporated SD

Client signs Data Waiver client

Estimate of actual conversion time made SD

Client exports data (2nd pull) client

Client sends data (2nd pull) client

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Confirm with client that data has been received SD

Actual conversion begins SD

Data load into Mimsy XG SD

Confirm actual installation and training dates SD

PHASE THREE: Installation

Send software, documentation, training materials to client

SD

Install server and clients SD

Install Möbius SD

Install training database (optional) SD

Install converted data SD

Database administrator trained SD

PHASE FOUR: Training

3 days of user training (minimum) SD

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Chapter 6 - Technical Specs

Since technical specifications change frequently, please reference this document for information on hardware: http://www.selagodesign.com/library/mxg-tech-specs.pdf

http://www.selagodesign.com/library/mobius-tech-specs.pdf

http://www.selagodesign.com/library/mxg-tech-specs.pdf

http://www.selagodesign.com/library/mobius-tech-specs.pdf

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Chapter 7 - Components

Overview We are happy to review any hardware you are considering and comment on performance considerations.

Please note that the hardware specifications on the Oracle website and in this document are for the Oracle database only and do not incorporate any other configuration factors (including processors speed and RAM needed to run the server or workstation operating system). We strongly recommend purchasing equipment that exceeds the recommended specifications and accounts for any operating system requirements.

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Documentation All Mimsy XG installations receive one set of Mimsy XG Manuals (delivered in electronic format from our Library downloads page). Under your license agreement, you have permission to make as many copies as you like of the Mimsy XG Manuals for internal use.

Application Components Mimsy XG consists of three software components: Mimsy XG application forms, an Oracle database, and reporting tools. Installed on Server

Oracle 11g

Oracle Networking Components

Mimsy XG Forms

Crystal Reports Runtime Forms

Mimsy XG Oracle Database

Installed on Clients

Java Runtime Environment 1.6 or later

Oracle There are 3 options for licensing Oracle 10g or 11g: Oracle Express, by Named User, or by Processor. Oracle licenses can be obtained through our company or directly from Oracle. We are able to resell Oracle to clients at market price (including tax).

Oracle Express: Oracle Express is the free database distributed by Oracle. Users are eligible to download Oracle at no cost as long as the following conditions are met:

Server only has 1 Oracle database (this would be the production database)

Database may hold up to 4GB of user data (this is about 500,000 records). Images are held externally so this does not affect calculations.

Database may be installed on a multiple CPU server,

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but only executes on one processor in any server.

Oracle may be installed on a server with any amount of memory, but will only use up to 1GB RAM of available memory

License By Named User: A Named User is defined as a unique individual authorized to access Mimsy XG. Under the terms of Oracle's licensing, each person who will access the system needs his or her own unique logon. Oracle requires a minimum purchase of five Named User logons. Cost per Named Logon is $180. If you have funds for this option, it is recommended.

License By Processor: An Oracle license for Standard Edition One on an Intel dual core processor (2 chips on 1 processor) is $5800. A processor license will allow an unlimited number of Named Users to log on at any given time. For servers with more than 2 processors or 4 or more cores, please contact us for cost estimates.

Regardless of how Oracle is licensed, under the terms of Mimsy XG's licensing, the maximum users that can log on to Mimsy XG at the same time may not exceed the number of concurrent users for which you purchased Mimsy XG licenses.

Reporting The Help Desk provides Crystal Reports installation and procedural assistance as part of the annual maintenance contract.

All sites wishing to run the pre-built reports must purchase at least one copy of Crystal Reports 11 Developer Edition or Crystal Reports 2011. By purchasing these copies, you obtain proper licensing rights to install the Crystal Reports Runtime viewer on as many machines as you wish. The Crystal Reports Runtime Viewer is included with your Mimsy XG license. The Runtime Viewer allows users to run reports without having to install a full “write” version of Crystal.

Many times non-profit institutions may purchase Crystal Reports from www.techsoup.com at significantly reduced prices. Current pricing at TechSoup for this product is $55. You may purchase Crystal Reports on your own or through Selago Design. Selago Design can offer Crystal Reports to clients at market price (including tax). The average price for Crystal Reports

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Developer 11 is $550.00. The average price for Crystal Reports Professional 11 is $500.00.

After the initial purchase of Crystal Reports 11 Developer Edition, you may purchase Professional Edition for any other users who wish to create reports. Crystal Reports Professional Edition costs slightly less than the Developer Edition.

It has been our experience that museums tend to have 2 – 3 people who actively create and modify reports and that everyone else on staff runs those reports.

Specifications For Servers Mimsy XG supports both PCs and Macs as clients. Both may be used on the same server. Any client on which Mimsy XG will be installed, must be connected to the server and fully tested prior to system installation.

To assist in planning for your final hardware needs, we request that you read the following technical specification information. After reviewing the information, please complete and return the inventory worksheets located in the back of this orientation packet in the Inventory Worksheets section. You must return the worksheets before we can schedule your Mimsy XG installation.

This version of Technical Information replaces all earlier versions. Information herein is subject to change as Oracle releases new versions of its products.

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Hardware and Software Requirements Although MXG currently runs on Oracle 11g, the specifications below are also appropriate for 10g and Oracle Express installations.

We are happy to review any hardware you are considering and comment on performance considerations.

Note: the hardware specifications on the Oracle website and in this document are for the Oracle database only and do not incorporate any other configuration factors (including processors and RAM needed to run the server or workstation operating systems). We strongly advise purchasing equipment that exceeds the recommended specifications and accounts for any additional operating system requirements.

Mimsy XG incorporates the Oracle database management system, the most popular relational database management system in the world. Oracle, and therefore Mimsy XG, is available on multiple operating system platforms including Windows 2000, Server 2003, Windows Server 2008, LINUX, and several varieties of UNIX.

If you plan to use an operating system not listed in this specification, please contact our offices to confirm compatibility.

Specifications For Servers Specifications are provided for single processor servers with 32 bit operating systems using Oracle Standard Edition One. Sites implementing Oracle Enterprise or servers with multiple processors should contact us for additional technical specifications.

For performance reasons, Oracle Corporation specifically recommends a separate database server. If other applications such as office automation suites (including word processing), e-mail, etc., are planned to be run on the same server as Oracle and Mimsy XG, check with Selago Design and Oracle first to determine if this is feasible. If you will be running other applications on your Mimsy XG server, it will need additional memory beyond what is specified below.

FTP access from the server is desirable to facilitate installation of Mimsy XG server components.

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All Servers Require:

A CD-ROM drive

Video Adapter: 256 color

Monitor/Keyboard/Mouse

Server backup hardware and software

Recommended Processor: 1.8 ghz

Recommended RAM: 2 GB; the more data and users, the more RAM needed.

Storage space (NTFS file system preferred): 4.55 GB for Oracle Home Drive.

Disk space for database files: space for database files depends on the number of records and fields populated at each site. An empty Mimsy XG database is approximately 1GB. Our clients have databases that range in size from 2 GB – 10 GB. We can provide more specific estimates after consulting with your IT team.

Disk space digital media files if you plan to store them on the Mimsy XG server.

You should allocate appropriate disk space for digital media files if you plan to store them on the Mimsy XG server

Unix / Linux / Solaris Servers also Require:

Swap space: 1 GB (1048576 KB) or twice the size of RAM. On systems with 2 GB or more of RAM, the swap space can be between one and two times the size of RAM.

Disk space in /tmp: 400 MB (409600 KB).

Specifications For Clients Mimsy XG supports both Macs and PCs as clients. The Mimsy XG Client may be installed on workstations running Windows XP (service pack 2 or later), Windows Vista Business, Windows 7, Linux (X Window System), and Mac OS X Jaguar version or later.

Client Workstations

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PC: Pentium-based computer 550MHz minimum; for

Windows Vista, 800 MHz minimum OR Mac: 400MHz PowerPC G4 or 350 MHZ PowerPC G3/iMAC.

RAM: 512 MB recommended; 2048 MB if using Windows Vista.

Virtual Memory: Double the amount of RAM.

Windows: Windows 2000 Service Pack 4 or later, or Windows XP Professional Service Pack 2 or later

LINUX: X Window.

Keyboard/Mouse.

Graphics card capable of 1024x768 or higher resolution with 256 or more colors (65,000 colors recommended) and a compatible monitor. Mimsy XG is designed to display at a resolution of 1024x768.

Sound card for audio files.

120MB storage required for application.

Additional Requirements Any client, on which Mimsy XG will be installed, must be connected to the server via a network and fully tested prior to system installation. The network communications protocol (TCP/IP) must be set up prior to system installation. Selago Design must approve any other communications protocols.

Remote Support All Mimsy XG users are required to provide a means of remote access to the server and at least one workstation. Access may be provided through Microsoft Remote Desktop Protocol (RDP), Virtual Network Computing (VNC), or Virtual Private Networks (VPN). Our preferred method of access is the RDP solution. While this may require more administration on-site, RDP enables Selago Design Technical Support to access everything that a user would be able to see from a desktop within the museum.

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Chapter 8 - Training

Overview The following information addresses questions about standard Mimsy XG training. If you need additional details, please contact Gayle Silverman, at (312) 239-0597.

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Training Survey We want to learn as much as possible about your staff before we arrive on-site for training. To facilitate this process, we ask that each user who will receive Mimsy XG training fill out a short questionnaire regarding their role and the museum and the features of Mimsy XG that are most important to their daily work requirements.

The questionnaires are located in the Training Survey section at the back of this manual.

Instruction Materials Whenever possible, the instructor tailors the training sessions to the needs of each museum. In order to facilitate this practice, we ask that you forward copies of your catalogue worksheets and any often used reports and forms. This enables our staff to modify the standard training agenda to meet the unique needs of different users.

Objectives of the Basic Training Program Basic training covers the following topics:

Familiarity with the structure, general features, and functions of the system

Working knowledge of data entry and updating

Ability to perform simple and complex queries

Introduction to Activities

Introduction to Authorities

Introduction to reporting

Objectives of the Advanced Training Program Goals of the advanced training program include:

Exploring data entry issues to ensure database integrity

Expanding knowledge of system maintenance to customize Mimsy XG on-site and assure quality data entry

Exploring features and functionality of the Activities and Authorities to construct complete records

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Refining query and search skills to utilize Mimsy XG as a research tool

Developing report building techniques to present information in a variety of formats

Class Structure and Design: How Training Is Performed Although sessions reflect the abilities and specific areas of interest of the participants, all users receive core training on Mimsy XG. During the first half of training, users review features and functionality of Mimsy XG and practice general search skills. Subsequent sessions are dedicated to developing reporting capabilities.

Ideally the training room should be configured as follows:

Everyone in one room with a projector screen in the front or on a shared wall where everyone may see.

Machines for each trainee. If machines are shared, we request no more than 2 people per machine.

Class size limited to 10 attendees.

Each machine should connect to the networked copy of Mimsy XG.

Each machine should be installed with the Crystal Reports Runtime Viewer or a full version of Crystal Reports.

NOTE: if you are scheduled for Crystal Reports Training, all machines must have a full copy of Crystal Reports XI or Crystal Reports 2008 along with the Oracle Instant Client. If you have an LCD projector available, we would like to use this as well. If you do not have a projector, please let us know and we will try to bring one of our own. We will bring a stand-alone copy of the software on a laptop. This allows us to demonstrate mass updates and other functions that you may not want to perform on live data. Please let us know what time you wish to begin class. We are very flexible with session times. We would also appreciate if you would forward the address of the training facility as well as any instructions regarding parking and the proper entrance to use upon arrival.

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Session Duration We understand that your time is limited; however, we do require at least two full days for basic Mimsy XG training. Training typically begins at 9:00am and runs until 4:30pm; however, class times are flexible and may be adjusted upon your request.

Cost Summary Expenses for transportation, meals, and hotel accommodations are estimated (estimates are in US Dollars).

On-site training (per day) $ 1200.00 Transportation $ 750.00 Hotel accommodations (per night) $ 175.00 Meals (per day) $ 50.00

Final cost depends on duration and date of training.

Cancellation Fees Once your project leader re-confirms these dates, there is a $1000.00 cancellation penalty should your museum cancel training. Also, in an effort to pass savings along to our users, we purchase airline tickets 21 days in advance. These lower fare tickets are often non-refundable. In the event that your museum cancels training, the museum is also responsible for any airplane or hotel cancellation fees.

Available Training Dates Training is generally scheduled directly after system installation. Our schedule is typically set 4 – 6 weeks in advance, so please be sure to let us know what your preferred implementation timeframe is as soon as possible. We try to schedule training for mid-week to avoid having staff members travel on the weekend.

DBA Training Training for database administrators is done on an individual basis at the time of system installation. Since Mimsy XG support includes troubleshooting of your Mimsy XG database, it is unlikely that you will need this class. Training ranges from 1-2 days, depending on the needs of the administrator.

S U P P O R T S E R V I C E S

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Chapter 9 - Support Services

Overview The maintenance and performance tuning of your Mimsy XG database are the responsibility of your Systems Administrator. Technical support services are provided to your staff through a single designated Key User who may also be the Systems Administrator. In the absence of the Key User, a designated Alternate Key User may contact Selago Design’s support staff.

It is the responsibility of the Key User to gather details of any technical problem, prepare a written description of the problem, and pass the information on to the Selago Design technical staff. The Systems Administrator and/or Key User are responsible for distributing any information and problem resolutions provided by Selago Design back to the museum staff.

Selago Design’s provision of on-going support services is contingent on your organization having: (1) a designated Systems Administrator who has been trained directly by Selago Design in the administration and maintenance of Mimsy XG and (2) a designated Key User trained directly by Selago Design.

It is the responsibility of your organization to notify Selago Design in the event that either position is vacant and to arrange for training of replacement staff.


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Basic Support Our Technical Support package includes the following:

Unlimited access to the Mimsy XG Help Desk Monday through Friday during the hours of 9 AM - 5:00 PM CST for North American customers, excluding holidays

E-mail support 24 hours a day.

Assistance with report writing (for Crystal Reports).

Free support for all standard Mimsy XG add-on utilities and uploads.

Discounted rates for end-user advanced training.

Direct troubleshooting of your system via PC Anywhere, VNC, or Microsoft Desktop Connection.

Unlimited access to Mimsy XG Support on the Selago Design Web Site (available only to users with Web access), www.selagodesign.com

Free upgrades to Mimsy XG running on the same version of Oracle on which your system was originally installed (i.e., Oracle 9i)

Membership in the Selago Design Users Group

Access to the Selago Design Users forum

Support Contract Requirements All Mimsy XG users are required to provide a means of remote access to the server and at least one workstation. Access may be provided through GoToMeeting, Microsoft Remote Desktop Protocol (RDP), Virtual Network Computing (VNC), or Virtual Private Networks (VPN). In the event that Support Contract Requirements are not met, additional support fees may be assessed.

Support Costs Software support fees are 20% of the then-current list price of the level of software you have licensed. List prices are set in January of each year and may increase or decrease from those in effect at the time of your original purchase. Your annual support fees, therefore, may increase or decrease from year to year.


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Designated Key User Selago Design’s provision of on-going support services is contingent on your organization having a designated Key User who has been trained directly by Selago Design in the administration and maintenance of Mimsy XG. The Key User is responsible for distributing any information and upgrades to the appropriate Mimsy XG users on the museum staff. It is the responsibility of your organization to notify Selago Design in the event the position is vacated or the Key User changes and to arrange for training of replacement staff.

Forms Version Software support is provided for the 2 most recent releases of Mimsy XG. If you are on an older version of the forms, you may need to upgrade before support is provided.

Software and Database Backups Your Systems Administrator is responsible for performing complete and timely backups of your Oracle and Mimsy XG software and database. Backups are an essential part of maintaining your database. A complete backup of your database should be done at least once a week, more frequently if you are doing any significant adding or updating of records. You should maintain at least four sets of backups of your database - one for the current week, one for the previous week, one for the previous month, and one for the previous quarter.

Services Not Included in Support Agreement The following services are available on a time and materials basis. They are not provided as part of your support agreement.

Creation of custom security profiles, reports, and SQL scripts.

Data conversion, cleanup, and authority construction.

Installation, configuration, and maintenance of multiple instances of the Oracle database.

Refreshing an existing training database.

Special project design and management.

Integration of Mimsy XG with other products not included with Mimsy XG.

Internet and intranet support.


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Reconstruction of database records lost due to missing or bad backups.

Moving database to a new server.

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Chapter 10 - Imaging Specs

Overview The standard digital image viewer for Mimsy XG is built using the Oracle J-Developer tools. It displays images stored in any major image format (JPEG, Bitmap, TIFF, PCX, PICT, CALS, or RAS).

There is no limit to how many images can be associated with an item record in Mimsy XG. This has obvious benefits for three-dimensional items, as well as viewing detail images alongside overall images.

Images are not embedded in either Mimsy XG or the underlying Oracle database. Storing reproduction-quality high resolution images in the database would lead rapidly to impractical storage requirements and inflexible image manipulation. Instead, Mimsy XG stores pathnames for a thumbnail derivative image and larger derivative images that can be made from the high-resolution master image. These derivatives are stored in a directory visible to Mimsy XG on the network. Once the pathnames to these derivatives are inserted into the system, Mimsy XG displays the images seamlessly.


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Mixed Platform Sites If you plan to use Mimsy XG on both Macs and PCs, images must be entered using URLs. You will also need to run webserver software on the machine where the images are stored. Please alert the Selago Design installation team if you will be installing on Macs so that we may advise on proper setup.

Creating Digital Files There are several image capture and editing programs available. Regardless of which one you opt to use, images must have the following properties for display in Mimsy XG:

Always use baseline images. Images should NEVER be saved in progressive format.

Capture the images in a consistent size and dpi. Thumbnails are typically scanned at 96 dpi with the largest axis between 180 and 220 px. "Full" images (not publication quality) are typically scanned at 300 dpi with the largest axis between 800 and 1024 px.

Save images without a thumbnail preview. Thumbnail previews are an option Adobe Photoshop and should not be used.

Following these guidelines ensures that your images will be displayed in Mimsy XG. If you have any concerns about whether your images will display, please contact our offices at (312) 239-0625.

Image Storage Digital files are not embedded in the Mimsy XG database. Instead, Mimsy XG stores pathnames for the location of the files. When a user accesses the file, Mimsy XG loads the file and opens it using a default viewer or player. To facilitate file access, you may wish to store files on a server to which everyone has viewing rights.

How Many Images are Needed? The size and number of digital images varies from museum to museum. Some sites may create a single digital file for each image; others may create five different sizes of the same image. The number of images you create and attach to Mimsy XG records depends on how you wish to use them in the system.


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One Image A single full-size image may be used as both the “thumbnail” in the Media Panel and the larger size image. When an image is attached to a record, Mimsy XG automatically auto-sizes the display to fit the image in the window. Please note this auto-sizing is for display only – a thumbnail size image is not actually created by the system.

Multiple Images Some sites save images in multiple sizes and resolutions. Creating multiple sizes of the same image enables users link smaller images (thumbnails) to larger images (full-size) so that clicking on the current image displays the next largest version. Using multiple versions of the same image provides greater control over the quality and resolution of images displayed within Mimsy XG.

Large Images Larger images are primarily used for zooming and viewing details that thumbnails are unable to show due to their size. Although these larger images can be any size and resolution, Selago Design recommends careful attention be paid to the balance between aesthetics and practicality. The larger the image, the more detail and richness, but large, high-resolution images require more storage space and tax hardware and network resources.

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Chapter 11 - Inventory Worksheets

Overview The Technical Information Specifications outlined on these inventory worksheets replace all earlier versions. Information is subject to change as Oracle releases new versions of its products.

In the left column of the worksheets, you will find Selago Design’s minimum specification for Mimsy XG. The center column is to be completed by a representative from your institution and compares your specific hardware/software assets with the technical specification. Please make additional copies of the client worksheets as required.

The following worksheets must be completed before Selago Design will schedule an installation date:

Sheet for each representative client

Sheet for the server

Sheet for additional software/hardware requirements

Please scan and return the sheets via email to [email protected].

Please Note: Selago Design provides these worksheets as a service to our clients and in no way assumes responsibility for hardware purchases nor do we imply endorsement of individual vendors, manufacturers, or specific products and services. Our review and subsequent evaluations are based on available information and may be subject to change or modification.


Specifications for Workstations Please complete a sheet for each client.

The museum will be using (circle any that apply):

Windows XP Service Pack 2 or later Windows Vista Business Linux: X Window OS X Jaguar version or later. Note: Any client on which Mimsy XG will be installed must be connected to the server and fully tested prior to system installation.

Selago Design Requirement Museum Equipment

Y/N

PC: Pentium-based computer 550MHz minimum; for Windows Vista, 800MHz minimum

Mac: 400MHz PowerPC G4 or 350 MHz PowerPC G3/iMAC

RAM: 512 MB recommended; 2048 if using Windows Vista.

Virtual Memory: Double the amount of RAM.

Keyboard/Mouse.

Graphics card capable of 1024x768 or higher resolution with 256 or more colors (65,000 colors recommended) and a compatible monitor. Mimsy XG is designed to display at a resolution of 1024x768.

Sound card for audio files

120MB storage required for application.


Specifications for Servers – Additional Applications For performance reasons, Oracle Corporation specifically recommends a separate database server. If other applications such as office automation suites (including word processing), e-mail, etc., are planned to be run on the same server as Oracle and Mimsy XG, the museum should check carefully with Selago Design and Oracle first and determine if this is feasible.

If you will be running more than Mimsy XG on your server, you will need an additional amount of memory equal to what the other application(s) require. The norm that we're finding in museums (and throughout the business world) is that institutions are installing multiple servers for separate applications such as a separate e-mail server, a separate public access server, etc.

Please list any additional applications that will be run on the same server as Mimsy XG and the memory each application requires:


Specifications for Servers – Windows Based Specifications are provided for single processor servers with 32 bit operating systems using Oracle Standard Edition One. Sites implementing Oracle Enterprise or servers with multiple processors should contact us for additional technical specifications. Sites implementing Oracle Enterprise or servers with multiple processors should contact us for additional technical specifications.

The museum will be using (circle one):

Windows 2000 with Service Pack 4 or later

Windows Server 2003 (all editions)

Windows Server 2008

LINUX

UNIX

Selago Design Requirement Museum Equipment Y/N

A CD-ROM drive

Video Adapter: 256 color

Monitor/Keyboard/Mouse

Server backup hardware and software

Recommended Processor: 1.8 GHz

Recommended RAM: 2 GB; the more data and users, the more RAM needed.

Storage space (NTFS file system preferred): 4.55 GB for

Oracle Home Drive.

Disk space for database files: space for database files

depends on the number of records and fields populated at

each site. An empty Mimsy XG database is approximately

1GB. Our clients have databases that range in size from 2

GB – 10 GB. We can provide more specific estimates after

consulting with your IT team.

Unix / Linux / Solaris Servers also Require:

Swap space: 1 GB (1048576 KB) or twice the size of RAM.

On systems with 2 GB or more of RAM, the swap space can

be between one and two times the size of RAM. Disk space

in /tmp: 400 MB (409600 KB).

Disk space digital media files if you plan to store them on

the Mimsy XG server.


Additional Requirements The following hardware and software components are required to be installed and tested before your Mimsy XG installation.

Selago Design Requirement Museum Equipment Y/N

Access may be provided through

GoToMeeting, Microsoft

Remote Desktop Protocol (RDP),

Virtual Network Computing

(VNC), or Virtual Private

Networks (VPN).

CD-R for data exchange or

access to the Selago Design ftp

site.

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Chapter 12 - Notification Forms

Overview This section contains the following forms:

Contact Change: this should be filled out when key project members are added or changed

Hardware/Network Installation: should be filled out after all hardware has been installed

Field Definitions: required before conversion process may be scheduled

CONTACT CHANGE FORM

Date:

TO: [email protected]

FROM:

New Contact Name: ___________________________________________________________

Assuming Responsibilities Formerly Managed By: ____________________________________

Title: ______________________________________________________________________

Mailing Address: ______________________________________________________________

____________________________________________________________________________

____________________________________________________________________________

Phone: ______________________________________________________________________

Fax: ________________________________________________________________________


Project role:

____________________________________________________________________________

____________________________________________________________________________

If the contact is not available, please contact: _______________________________________

Title: _______________________________________________________________________

Phone: ______________________________________________________________________

Fax: ________________________________________________________________________


Date:


FROM:

This serves to notify Selago Design that the following Phase 1 criteria have been met:

The client hardware previously described on the Inventory Worksheets has been purchased and installed.

The server previously described on the Inventory Worksheets has been purchased and installed.

Access to server and one machine is provided through GoToMeeting, Virtual Network Computing System (VNC), or Microsoft Remote Desktop Connection.

The clients have been connected to the network.

The network has been running, error-free, for at least 5 days.

Date:


FROM:

The following sheets contain field definitions used in our current database.

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KEY TO HEADINGS IN THE CHART: FIELD NAME = Screen Field Name; R = Repeatable Values Delimited by Semicolons; T = Type; L = Field Length. FIELD NAME DEFINITION R T L SPECIAL NOTE

N O T I F I C A T I O N _ F I E L D D E F I N I T I O N S

FIELD NAME DEFINITION R T L SPECIAL NOTE

N O T I F I C A T I O N - F I E L D D E F I N I T I O N S

FIELD NAME DEFINITION R T L SPECIAL NOTE

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Chapter 13 - Training Survey

Overview The training survey helps to establish a comfortable and supportive environment for learning.

Attached is a questionnaire that you may distribute to each attendee or complete as a department. Surveys should be returned to the Help Desk at [email protected].

A sheet describing the facility where training will be held must also be completed.

Date:


FROM:

Attached please find surveys for all users who will be attending training and a description of the room.

T R A I N I N G S U R V E Y S

TRAINING ROOM

Training Contact: ______________________________________________________________

Contact Telephone: ____________________________________________________________

Contact Email: ________________________________________________________________

Total Number of participants: ___________________________________________________

Number of workstations: _______________________________________________________

Work day normally starts at: ____________________________________________________

Work day normally ends at: _____________________________________________________

We request that training starts at: ________________________________________________

We request that training ends at: _________________________________________________

Training will be held at (address): ________________________________________________

Training will be held in room: ____________________________________________________

Entrance located near: _________________________________________________________

Phone number at training site: ___________________________________________________

Special Instructions for trainer (what door to use, parking restrictions,

etc.): _______________________________________________________________________

If an emergency occurs after hours, please contact: __________________________________

____________________________________________________________________________

T R A I N I N G S U R V E Y S

TRAINING ATTENDEE SURVEY

Name: ______________________________________________________________________

Title: ______________________________________________________________________

Project role: _________________________________________________________________

____________________________________________________________________________

____________________________________________________________________________

The five most important skills I hope to learn during training are:

1. _________________________________________________________________________

2. _________________________________________________________________________

3. _________________________________________________________________________

4. _________________________________________________________________________

5. _________________________________________________________________________

Special considerations: ________________________________________________________

____________________________________________________________________________

____________________________________________________________________________

I am interested in learning about the following features of Mimsy XG (check appropriate items):

CATALOGING Basic data entry

Using Image Browser

Creating Groups

ACTIVITIES Acquisition/Accession

Audit

Condition

Conservation

Damage

Dispatch

Disposal/Deaccession

Exhibition

Indemnity/Insurance

Entry

Loans

Location

Loss

Reproduction

Valuation

AUTHORITIES Objects

Events

Facilities

People

Places

Publications

Media

Sites

Subjects

Thesaurus

Taxonomy

Vessels

REPORTING Running existing reports

Building new reports

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