Written by Heather L. Cole, January 27th 2022
“Heather wanted to let you know Friday is my last day at _____ Company.” Would you believe I am getting emails like this weekly? Yes, the Great Resignation is real! And at Lodestar Solutions, we want you know to know we have your back! Today I’ll share the Steps to Take When Your IBM Cognos or Planning Analytics Power User Leaves. Just know you don’t have to go it alone!
1. Call Lodestar Solutions to Create a Plan
When your IBM Cognos or Planning Analytics Power User Leaves it can be scary. Especially if you have a smaller deployment and the one person that knows everything about your system just resigned. When this happens Lodestar Solutions is here to help you create a plan, help you find new talent and back you up when you need it, even if this means you need some temporary staff until you hire someone. As soon as notice is given, call Lodestar at 813-415-2910 or email Services@lodestarsolutions.com to schedule your complimentary “oh sh*t” plan.
2. Create an Emergency SOW with Lodestar Solutions
It’s always best to have a backup plan. At Lodestar Solutions we recommend all clients have an active statement of work in place to help if you have an emergency, but if your Cognos or TM1 power user leaves, it is even more important. So, call us at 813-415-2910 or email firstname.lastname@example.org and we can tell you how many hours you have on your open SOWs or create a new one. Remember you are not billed unless you use our services. But you don’t want to have an emergency and must wait for legal to review contracts before we can help. So, call today to get your emergency SOW in place.
3. Change Your Support Contacts with IBM
Before the person leaves, you want to check if they were designated as the point of contact within the IBM support system. If so, you want to have them change the primary contact before they leave! It’s a lot easier to change the name within the IBM system before the person’s email is turned off. Here’s Lodestars’ blog on how to change the contact’s name.
You will also want to notify us of who should receive your support renewal quotes in the future. Reach out to our team at email@example.com for assistance.
4. Switch the Admin within the System
You want to make sure you update security in the system to assign administrative rights to someone else. This is very important for smaller deployments of IBM Analytics that only have one power user. You should always remove employees that have left the company from the Cognos or TM1 system, so you don’t risk failing an audit. Note, when an employee leaves the company you can reassign their license to a new user, just no sharing. For more information on IBM audits, see our two-part blog series on Things Every Cognos Client Needs to Know about an IBM Audit.
5. For Cognos Users Plan for Orphaned Content
If you use IBM Cognos Analytics and a user leaves before you reassigned their reports, you may end up with reports you can’t get to. We call this Orphaned content. When a user is deleted in a Cognos namespace all of their content in their My Folder gets orphaned and is difficult to access. The good news is you didn’t lose it. Here’s our blog on how to retrieve it, and a link to Motio’s YouTube Video as they have a great tool to help recover orphaned objects in Cognos.
6. Knowledge Transfer Video
When a Cognos admin quits, often there is not enough time to do proper knowledge transfer and does anyone really have updated documentation? To save you time and money trying to figure out the basic setups of your IBM Analytics system, we recommend the person leaving record a video of the system. They should record the video as if they are talking to their replacement and sharing all the details of their system. You can use Zoom or a video conferencing service to do this, or we use Camtasia, a video editing system. This video can be very valuable to the person you hire.
7. Communicate How to Log a Case
If the person moving on, is the person that has access to log cases with IBM you should have them shoot a video on how to log a case and provide your site details. This will be very valuable if you have an issue and need IBM support.
8. Create a Job Description
Now that you have your backup plan created you want to create an awesome job description to attract top talent. Don’t just rely on your HR team to do this. Lodestar is happy to help. We will provide you a sample description and review what you have before it’s posted. A few key points:
- If you allow remote or flexible work times, make sure it’s on the post.
- Don’t just write it for what the company is looking for but include what you are offering the candid like training.
- Read the job description, would you reply? If not, rewrite it.
A great book for anyone hiring is Hiring for Attitude by Mark Murphy.
For Lodestar Clients Only:
If you are a Lodestar Solutions client, we are willing to help you promote your position. It’s what family does… Once you have your job description written send it to me at firstname.lastname@example.org and I’ll share it with my network.
9. Review your Licensing and New Functionality
Whenever there is a change in your organization, you should do a State of the Union review. Lodestar Solution’s recommends reviewing:
- Your IBM Analytics Licensing
- What’s new in the latest IBM release
- A List of what future enhancements your power users were planning
- A review or your current environment and models
We find when clients do a review with us, they have comfort in understanding what they own, how they can use it and that their current system is in good shape. Lodestar is happy to schedule a review with you. Email us at Services@lodestarsolutions.com.