B588 Online Surveys Of User And Employee Data; Tolaba

B588 Online Surveys of User and Employee Data; Tolaba B588 Online Surveys of User and Employee Data; Tolaba

User Manual: B588 Online Surveys of User and Employee Data; Tolaba

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SHARE SESSION REPORT

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SHARE NO.

B588

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SESSION NO.

SESSION TITLE

2. SURVEY CONDUCTED AT LOGOFF/DISCONN TIME

'2.5"
ATTENDANCE

VM Systems Management

Terrance Baughman

CGS

PROJECT

SESSION CHAIRMAN

INST. CODE

Columbia GAS System, 1600 Dublin Road, Columbus, Ohio

43017

(614) 486-3681

SESSION CHAIRMAN'S COMPANY, ADDRESS, AND PHONE NUMBER

2.1 Introduction
The LOGOFFs and DISCONNs commands are intercepted during the last part of
the working day and the users are asked to rate the system response time.
Their responses are transmitted in the form of messages to a receiving
virtual machine. The receiving virtual machine captures these messages
into a CMS file, and ·after completion of the daily survey it computes statistics and generates reports using the collected data.

2.2 Objectives
ON-LINE SURVEYS OF USER AND EMPLOYEE SATISFACTION

To obtain from the users an evaluation of prime shift system response time
for their terminal session. To determine level of service wh.ich satisfy
users and which users need help. To generate statistical reports and
maintain a history of it.

1. Abstract

M

en
-.J

On-line survey facilities have been developed at the T J Watson Research
Center (IBM, Yorktown Heights, N.Y.) Their purposes are to evaluate user
satisfaction with computer services and employee satisfaction with the
job. These facilities are:
Surveys at logoff/dis conn time about system response time
On-line opinions surveys of user and employee satisfaction
A general description of the facilities, implementation, advantages,
human factors) security considerations, and achieved objectives are outlined in this paper.

Author
Jorge H Tolaba
Thomas J. Watson Research Center of IBM
P.O.Box 218
Yorktown Heights, N.Y. 10598

2.3 Design Considerations
The interception of the LOGOFFs and DISCONNs is done by placing CMS execs
with these names and their valid truncations in the system. This has the
disadvantage that the LOGOFFs and DISCONNs exercised by the user at the CP
level are not intercepted. However this route was chosen since it was less
practical to modify the pertinent system modules. It also offers the users
the choice of bypassing entirely the survey by simply typing: 'CP LOGOFF'
or 'CP DISCONN'. This is desirable specially since the survey is conducted
daily.
Naive users
The survey is carried out in a conversational way and without resorting to
full screen displays. This avoids situations where users not familiar with
full screen mode may not know how to proceed. It also eliminates the problem of having to take into separate consideration typewriter type terminals or certain other terminals (like Textronix graphic) that are treated
as 2741 typewriter terminals by the system.
Burden on the users

To avoid burdening the users the LOGOFFs, DISCONNs interception takes
place at random only in one out of four cases, on business days from
3:30PM to 6:00PM and is limited to one per user per day.

l/a/pal/l

Syntax equivalent to CP LOGOFF and CP DISCONN

3) The user is running disconnected

Any permissible syntax for the CP logoff and dis conn commands can be exercised when the logoff/dis conn execs are invoked. In addition they are
operational in any environment where the CP commands are valid (Editors,
Dial PVM etc. )

4) The user does not have a R/W minidisk accessed as A
5) The user has already participated in the survey during that day
The following additional precaution is taken:

Speed of execution

The design results in a a prompt logoff and dis conn when the survey is not
taken place (Before 3:30PM and after 6:00PM). This is particularly important because &ly noticeable increase of waiting time when logging off or
disconnecting would be a frustration unacceptable to the user.

6) The user is logged off or disconnected if he fails to response
within 60 seconds

2.4.2 Receiving virtual machine

Security
A user is disconnected or logged off if he does not answer within a certain time the question raised by the execs when interception and surveying
is taking place. This is done for security reasons to take into account
the case of somebody logging off (or disconnecting) and walking immediately away from the terminal.

The following are the main functions of this receiving station:
a) To capture any messages send to it by the users during the time the
survey is conducted

Users running disconnected

b) To compute statistics on the users responses at the conclusion of
the survey

For obvious reasons the survey is bypassed for the case of users running
disconnected.

c) Maintain on line only information for the last 20 business days

~
:(,,""1

CO

2.4 General description

There are two main components to the facility, namely: a collection of
CMS system execs and a receiving virtual machine.
The first component intercepts the LOGOFFs and DISCONNs commands, asks the
user to enter a rating of system response time and then proceeds to complete the command's intended action.
The second campon,ent captures the responses of the users and produces statistical reports.

2.4.1 CMS execs that intercept the LOGOFFs and DISCONNs

These execs logoff and disconnect a user after
tion: "How do you rate today's system response
shift work? Type 1 for very good, 2 for .good,
for very poor, or 0 for no opinion." They do
of the following conditions occur:

asking the following quesfor processing your prime
3 for fair, 4 for poor, 5
not survey the user if one

1) The day of the week is not a business day
2) The time of the day is not in the interval (15:30 to 18:00)

Daily, on business days, the rece1V1ng virtual machine wakes up at 15:25
and places itself into a receive state during the survey's time (15:25 to
18:00). It then captures the incoming users responses and places them in
a CMS file. At 18:00 it leaves the receiving state and generates or modifies the following files:
RESPONSE FILE, contains statistics (including the average rating of
response time) for: the last business day, accumulative month to date,
for the last 20 business days. This file is shown in figure 1 of Section 2.6

COMPLAIN FILE, contains a history of the users ratings for the last 20
business days sorted in descending order from the lowest to the highest
rating and subsequently by frequency.
RESPONSE HISTORY, contains a record of the RESPONSE FILE for the last
20 business days.
RESPONSE LOG, contains a record of the users ratings for the last 20
business days. Extraneous messages, no opinion ratings, and duplicate
entries deleted. A duplicate entry is a record with the same llserid,
the same rating for the same date.
After generating these files the virtual machine places itself into a
sleep state until 15:25 of the next business day.

2.5 Graphics obtained by using the collected data
The average daily user rating of response time was plotted versus some of
the recorded system measurements. Figures 2 and 3, in Section 2.6, show
the plots of the average response time rating versus the daily average
response time and the daily average expansion factor respectively, for the
VM V system at Yorktown, and for the interval November 18, 1981 to February 2, 1982.
Figures 4, 5 and 6, in Section 2.6, show the daily user rating of response
time of the 3 VM systems at Yorktown, on a monthly average basis, from
June 82 to June 83 together with the hourly response time, hourly expansion factor and downs per day.

Figure 2

Prime shift YKTVMV
Time interval: (81/11/18 to 82/02/05)

2.6. Figures .for generated report and graphs
Q)

FIGURE 1

E

;: 3.6

.

Co

~

c.n
CCl

II)

DATE: 83/07/20
RESPONSES (INCLUDING NO OPINION): 82
VERY
SERVICE
GOOD
GOOD
FAIR

NO OPINION: 17
VERY
POOR
POOR

RESP. T.
RESP. T. P>50

9%
0%

--------- ... --

17%
0%

11
0

28%
0%

18
0

35%
0%

23
0

DATE: 83/07/01 TO 83/07/20
RESPONSES (INCLUDING NO OPINION): 917
VERY
SERVICE
GOOD
GOOD
FAIR

------------

RESP. T.
13%
RESP. T. P>50 8%

88
2

28%
15%

193
4

31%
46%

214
12

DATE: 83/06/22 TO 83/07/20
RESPONSES (INCLUDING NO OPINION): 1392
VERY
SERVICE
FAIR
GOOD
GOOD

------------

RESP. T.
12%
RESP. T. P>50 10%

130
3

28%
17%

297
5

29%
47%

305
14

6
0

11%
100%

7
1

RESP
65
1

NO OPINION: 226 25%
NUMB
VERY
POOR
POOR
RESP
13%
8%

93
2

15%
23%

103
6

Q)

21%
NUMB

691
26

AVG
RATING
2.69
5.00

... 3.2
~

0

C)

C

;: 2.8

...
...
0

AVG
RATING
2.90
3.23

J 0

Q)

~

.

2 .....

C)

NO OPINION: 347 25%
VERY
AVG
NUMB
POOR
POOR
RESP
RATING
13%
7%

139
2

17%
20%

174
6

1045
30

2.93
3.10

>


RATING
• _
USER'S
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_ _- L_ _ _ _L -_ _~_ _ _ _~

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x
3.5

20

1.0

o

>

'

• RESPONSE TIME
• USER'S RATING

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4.5

Daily average expansion factor

5.0

Lln.a~ fit co.fflclents
Ordinate to the origin: .35
Slop.: .67
R Squar.d factor: .776
Dally avg. expo factor for a 2.5 avg. u.er rating of resp. time: 3,22

_-:-:=------"=:'"-:::.B!P..~=:;2~.::-~--:v=---=-----..-==":.:":.!I-....::.~--=-=:.=:.::.:e--=-........-::..-I!=~-...~-~----:...-:...-:-~
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E.(LOALJ_O~~___________

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0.4

• RESPONSE TIME
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0.2
JUN

JUL

AUG

SEP

OCT

NOV

DEC

~

V: YORKTOWN VM V
T: YORKTOWN VM T
X: YORKTOWN VM X

JAN
~

Figure 4

FEB

MAR

APR

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DOWNS/DAY

and
USER'S RATING of response lime

USER'S RATING of response lime

and
2,Or'----~-----,r-----r-----,------r-----r-----,------,-----.-----.------r-----,

• EXPANSION ,FACTOR ____
• USER'S
RATING
I
I

EXPANSION FACTOR GOAL

1.1

"-

HOURLY EXPANSION FACTOR. 90th percentile

____ 2 B
I-~
z
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SERVICE OBJECTIVES - prime shift

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SERVICE OBJECTIVES - prime shift

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50

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GOAL
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5

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_ EXPANSION
_________
~~~

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3~'----~----~----L---~

____ ____
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• EXPANSION FACTOR

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5_0

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JUL

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2.

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_______ _

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SEP

OCT

NOV

V: YORKTOWN VM V
X: YORKTOWN VM X

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~

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Figure 6

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3. ON-LINE OPINION SURVEYS OF USER AND EMPLOYEE SATISFACTION
This facility has been used to conduct the Annual Survey of Yorktown Computer Services and the IBM Research Division Opinion Survey.

3.1 Introduction
In response to a system command SURVEY the user is presented, in full
screen mode, with the pertinent survey questions and offered the opportunity to enter related comments. At the end of the session the user's
replies are transmitted to a collecting virtual machine for tabulation and
report generation.

3.4 Flexibility to the user and human factors
The questions of the survey may be answered by the user in any order. An
index permits the selection of any desired question. Any or all the
answers may be reviewed at any time and/or before transmission. The survey may be ended by the user at any time with the option of continuing later. This enables him to take the survey in several sessions if he so
desires or finds it necessary. However this feature is not available in
surveys about very sensitive or confidential matters for security
reasons. Comments may be entered by means of the participant's preferred
CMS editor.
After the invocation of the command the user is presented with an introduction that contains instructions to the survey. The survey itself consists of the displays of a certain number of frames containing the survey
questions and instructions to the user on how to proceed. Defined PF keys
permit him to slide from display to display. There is little room for
operational errors since input fields are the only ones that are unprotected, furthermore the autoskip feature of full screen mode is in effect
throughout the survey.

3.2 Objectives

N>

<=

N

The main objectives of on-line surveys are the capability of conducting
surveys on a very short notice, without all the hassle of related paperwork and mailing, and the ability to generate automatic summary reports of
answers either on a partial progressive or final basis. These objectives
have been achieved only partially since in most cases not all the survey
participants have access to a computer terminal, are familiar with the
pertinent techniques, or are willing to take a survey on line preferring
instead the conventional way of filling a paper form. Reduction in the use
of paper, greater flexibility for the user to file his survey, improved
security, elimination of ballot stuffing and greater appeal to certain
users are some of the additional advantages of on-line surveys.

3.3 General description
The facilities covered in this paper operate under VM/SP and are functional in tube type terminals only. The different components were written
in CMS EXEC2 language. Full screen support is provided by 1053270 (The
Display Input/ Facility). There are three main components to the
faciiity, namely:
A system command, named SURVEY, to be invoked by the user in order to
take the survey.
A receiving station or collector where the surveys are transmitted to
and collected.
Postprocessing programs for tabulation.

3.5 System command SURVEY
SURVEY is the CMS system command that initiates the survey. It is operational only during the duration of the survey. The users' replies and
comments are written in a CMS file in one of his minidisks. At the end of
the survey the users' answ,ers are transmitted to a receiving virtual
machine

for

collection.

The conduction of a new survey requires the

change of the input data file containing the questions and 1053270 full
screen control characters.
In the case of confidential surveys and for security reasons the fo11owing
are additional restrictions:
The availability of the command SURVEY is restricted to business hours.
During the users' session his answers are kept in temporary disk space.
The advantages are that the information is not accessible) and it is
erased in case of a system crash. The obvious disadvantage is that the
information is lost if the system crashes with the result of the user
having wasted his effort.

3.6 The collector
The survey files are read as
reader. The originating user
the aim of precluding ballot
veys and for security reasons
mented:

soon as they arrive to the collector virtual
id is detected at this time and recorded with
stuffing. In the case of confidential surthe following additional features are imple-

The user id undergoes checks for eligibility (i.e if it is a regular IBM
employee) and for previous participation. Despite these checks the participant remains anonymous.

.

Rejected files are discarded and the originator is notified electronically of the reasons for the rejection.
Accepted survey files are assigned a sequential number and encrypted provided the virtual machine is operating in enciphering mode. Encryption is
done by means of IPS/CMS Cryptographic Program (IBM IUP 5796-PPK). The
originator is notified by electronic mail about his survey's acceptance.
An enciphering key is used for encryption of the files. Enciphering mode
is established at the time the enciphering key is entered manually by the
survey administrator.

3.8 Usage
The survey facility has been used at the Thomas J. Watson Research Center
of IBM since 1981 to conduct the Annual Survey of Yorktown Computing Services. It was also used to conduct the IBM Research Division Opinion Survey, Fall 1982. These surveys were also available in paper form.
1100 employees participated in the IBM Research Division Opinion Survey.
Of this 517 took the survey on line (47% of the total).
356 users took the 1982 Annual Survey of Yorktown Computing Systems.
Approximately half of them (177) participated on line.

The enciphering key resides in virtual memory only

for security reasons. The key is tested to determine if it is the right
key. Wrong keys are rejected. The right key is the key entered by the survey administrator at key establishment. Key establishment is done only

3.9 Demonstration

once by means of a key generation program. No record of the key remains in
disk storage. The collector notifies the survey administrator when is not

operating in enciphering mode (i.e. every time the system is brought up).
Multiple checks exclude the possibility of a survey file being lost. In
this regard the collector notifies the survey administrator and the programmer about the nature of any malfunction and then logs itself off.
Access to the receiving virtual machine is restricted to the survey administrator and authorized employees.

N

3.7 The postprocessing programs

~

c...::l

This

component

completes

the cycle of automating the conduction of

surveys.
There are currently two postprocessing programs. One for confidential

surveys

(i. e.

an IBM Opinion SURVEY),

and another for surveys where

confidentiality is not so critical. In either case the programs require
information about the structure and format of the survey. The final output
consists of summary reports containing statistical tabulations of the
survey's answers, plus files where the users' comments are classified and
appended. Postprocessing may be done on several sessions as the survey
progresses or at its conclusion. In the case of the IBM Research Division
Opinion Survey the postprocessing component is an interface to TOSS (Total

Opinion Survey System) developed by IBM Corporate.
The following steps and considerations apply to the case of confidential
surveys:

The survey files are deciphered. The cipher key is entered manually by the
survey administrator and it resides in virtual memory only.

Generated

reports are encrypted and all deciphered files are erased before the session is ended. Access to the postprocessing programs is restricted to the
survey administrator and authorized employees.

The

following

example demonstrates

through captured spooled console

images the case when a user invokes the SURVEY command, replies to
questions 1 and 2, selects from the index question 9, answers question 9,
enters comments to question 9, answers question 10, ends the survey and
transmits his answers.

The survey introduction is displayed following the invocation of the
system command SURVEY. In this case the introduction extends over
several frames. Only the first frame is displayed.

The first question is displayed after the introduction.
The cursor is positioned at the first input field.

QUESTION

1 OF 39

ANNUAL SURVEY OF YORKTOWN COMPUTING SERVICES
In order to determine user satisfaction with
we are conducting this survey.

our services,

Please base your answers only upon your experiences during
the past three months.
Do not answer questions which do not apply to you or for
which you have no opinion.

N)
CO)

.r;;..

This survey consists of 39 questions. You can proceed to· the
following question by pressing the ENTER key or go back to
the preceding question by pressing PF7. You are not limited
to this sequential mode but may move to any question you
wish by pressing PF2 and making a question number selection
from a question index.
You may go back to enter your
response to a previous question that was left unanswered, or
to change a previous response.
Whenever a

question applies to

more than one

Which one of these computers have you used the most during
the past three months?
(Enter an

x in appropriate field.)

==>

VM-V

==>

VM-T

==>

VM-X

==>

MVS/TSO

==>

IBM PC

==>

IBM PC connected to VM

service, the

Press 'ENTER or PFS' to CONTINUE (Next franie);
PF3 (Quit);

PF2 (ForquestiOnindexT;Press'ENTER'or-PFS to CONTINUE;
PF3 (End);
PF4 (To enter comments);
PF7 (To view Introduction);

After a reply has been entered in the first field the
cursor moves to the next input field (autoskip feature).

QUESTION

1 OF 39

Which one of these computers have you used the most during
the past three months?
(Enter an

Question 2 is displayed next following the replies

QUESTION

to question 1.

2 OF 39

Where are you located?
(Enter an

x in appropriate field.)

x in appropriate field.)

==> x VM-V
==>
N

en
en

VM-T

==> x Yorktown

==>

VM-X

==>

Eastview

==>

MVS/TSO

==>

Another IBM location (specify):

==>

IBM PC

==>

IBM PC connected to VM
PF2 (For question indexr;--Press 'ENTER'or PF8 to CONTlllfUE;
PF3 (End);
PF4 (To enter comments);
PF7 (To view Introduction);

PF2 (For question index); Press 'ENTER'or PFS to-COI\lTTNUE;
PF3 (End);
PF4 (To enter comments);
PF7 (Previous question);

The survey index is displayed after pressing the PF4 key.
The index extends over several frames. Only the first frame
is displayed. Question 9 is then selected.

Next the user enters his replies to question 9 and then decides
to enter some comments. To do this he presses the PF4 key.

QUESTION

9 OF 39

SURVEY INDEX
1-

2.
3.

4.
5.
HI

c=
~

6.
7.

S.
9.
10.

11.

Which one of these computers have you used the most during the past
three months?
Where are you located?
For what purposes do you use Yorktown's VM and/or MVS computing
systems?
For what purposes do you use the IBM PC?
To what extent has your PC usage affected your usage of Yorktown's
VM and MVS computing systems?
How do you rate average system response for most of the work that you do
on prime shift?
How do you rate average system response for your prime shift interactive
work that requires moderate to large amounts of computer resources (e.g.,
system responses exceeding several seconds)?
How do you rate turnaround time for your prime shift batch work?
How do you rate turnaround time for your printouts?
How do you rate system reliability (number of times the system goes
down during your working session)?
How do you rate system availability (fraction of time
system is available when you need to work)?

ENTER QUESTION NUMBER ===>
PF3 (Quit Index);

9

AND PRESS ENTER

PF7- (Previous frame);

PFS (Next frame);

How do you rate turnaround time for your printouts?
(Enter: 1 for very good, 2 for good, 3 for fair, 4 for poor, 5 for very poor.
Leave blank for no opinion.)

==> 2 Versatec/Benson (DRAFT) printers
==> 2 APS-5 photocomposer
==> 1 3SOO
==> 1 Self-service printers at Yorktown
==> 2 6670 printers at Yorktown
==> 3 Confidential output at Yorktown
==>
At Eastview
==>
At other IBM locations over network
==>
IBM PC
PF2 (For question index) ;Press-'ENTER' or PFS to CONTINUE;
PF3 (End);
PF4 (To enter comments);
PF7 (Previous question);

After answering question 10 the user decides to end the
survey by pressing the PF3 key.

The intention to enter comments was signaled at question 9 by
pressing the PF4 key. the user enters now his comments, and
files. He is then returned to the survey questionnaire.

QUESTION
C$9$
XEDIT:

MEMO

A1

F 80

TRUNC=80 SIZE=3 LlNE=3 COL=l ALT=2

10 OF 39

How do you rate system reliability (number of times the system goes
down during your working session)?
(Enter: 1 for very good, 2 for good, 3 for fair, 4 for poor,S for very poor.
Leave blank for no opinion.)

***

***

NI

00000
TOP OF FILE
00001 COMMENTS TO 9: How do you rate turnaround time for your printouts?

-..l

00002

=

00003 Printouts are sometimes misplaced by the operator
I ... + •••• 1 •••• + •••• 2 •••• + •••• 3 •••• + •••• 4 •••• + •••• 5 •.•• + •••• S•••• + •••• 7 •••
00004
END OF FILE

***

***

==>
==>
==>
==>
==>
==>
==>
==>

2
2
2
1
2
2
3
1

VM-V
VM-T
VM-X
MVS/TSO
Network - among Yorktown systems
Network - between Yorktown and other IBM locations
MSS
IBM PC
PF2 (For question index); Press 'ENTER' or PF8 to CONTINUE;
PF3 (End);
PF4 (To enter comments);
PF7 (Previous question);

===> file
XEDIT/ykt

1 FILE

3.91 Format of the survey replies in the Collector.
The user is presented with a multiple choice menu.
He then chooses option 1.

The following data, transmitted to the receiving virtual machine for tabulation, corresponds to the example in the demonstration in section 3.9.
The data has undergone some preliminary processing and is ready for
postprocessing.

Your replies to this survey are stored only on
What would you like to do with them?

your disk.
YKTVMT TOLABA TUESDAY 07/26/83 13:19:48 13:22:33
ANSWERS TO QUESTION 1

X
1. Transmit them (for tabulation with other users' replies)
and erase them from my disk.
2. Do not transmit them, but keep these replies on my disk
so that I may continue the survey at some other time.
3. Do not transmit my replies and erase them from my disk.
N
CI)

00

4. Do not transmit my replies. Let me resume taking the
survey at the point where I left.

ANSWERS TO QUESTION 2

X
COMMENTS TO QUESTION 3
COMMENTS TO 3: For what purposes do you use Yorktown's VM and/or MVS
computing systems?

ANSWERS TO QUESTION 9
2 2 1 123
COMMENTS TO QUESTION 9
COMMENTS TO 9: How do you rate turnaround time for your printouts?
Printouts are sometimes misplaced by the operator

5. Do not transmit my replies. Let me review the survey
starting at question 1.

ENTER SELECTION NUMBER ===>

AND PRESS ENTER

ANSWERS TO QUESTION 10
222 1 2 231



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Title                           : 
Creation Date--Text             : D:20100120063306-0500
Producer                        : Adobe Acrobat 9.43 Paper Capture Plug-in
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Modify Date                     : 2011:06:23 13:02:34-07:00
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Create Date                     : 2010:01:20 06:33:06
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