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Welcome!

When you join the meeting, rename your Zoom name to your name + SILS group (Mouseover your participant window, click on the […] dots dropdown to the right of “mute”, choose Rename.)

Ben and Lena will be watching chat today.

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All

Quick announcements (shared via Slack)

Deadline for setting passcodes on Zoom meetings was extended to September 27.

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SILS co-chairs update

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Chris

• SILS Principles are approved and posted on the website. These have been a valuable resource throughout the SILS project.

Timeline review (recurring)

Awareness of what’s happening, coming soon in the project

We are in the Vanguard Phase (June 15 to ~Nov 6)

Vanguard campuses: UCB (iii), UCLA (Voyager), UCSB (Alma), UCSD (iii), UCSF (iii), CDL

• Jul 13-Aug 31: Vanguard Alma training -- includes weekly training Q&A with Ex Libris (will be recorded), organized by topic

• Jul 31: Vanguard data load and forms due

• August: Vanguard test load configuration

• Sep 4: Vanguard Alma environment with test data ready for review and testing

• Sep 16: Vanguard Primo VE ready for review and testing

• Nov 6: Vanguard completion (estimated)

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Lena, Caitlin or IC chairs

• No questions about the timeline

Communication Operation Leads update (recurring)

Debrief on virtual SILS town hall

5

Ben

• Virtual town hall kicked off yesterday. These sessions will be recorded and available (probably on google shared drive)

• For getting more questions and discussion going at the town hall, the Com Leads are considering asking chairs to solicit questions from their group in advance to spark conversation. Com Leads could craft some talking points for discussion if desired.

• Idea for breakout rooms - any interest? what might this look like?

  • Choose a facilitator for each room (perhaps chairs) to make it work well.

  • Also a case for keeping everyone together to learn about areas that might not be in their radar.

• Josephine tried breakout rooms in her last Discovery meeting. In the last 15 minutes, she created 3 breakout rooms for new subcommittees to have their first meeting (rather than waiting to poll for a meeting date!) - great idea!!

• Com Leads will invite town hall guest speakers based on when it makes the most sense in the project timeline

Vanguard testing for non-vanguard campuses

Awareness of how accounts for vanguard environment are created.

Awareness of needs assessment survey for non-vanguard campuses to identify use cases for non-vanguard involvement.

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Tom (IC co-chair)

Vanguard testing for non-vanguard campuses

• Ex Libris will give us one sysadmin account for every instance (5 IZs + 1 NZ); those sysadmin accounts can then create as many local accounts (of any privileges) as needed.

  • So, it’s possible to create non-vanguard accounts as needed.

• But - we need to find out what’s actually needed!

  • ICs / PMs will be conducting a needs assessment survey for each non-vanguard campus to identify use cases for non-vanguard involvement.

  • PPC / FG chairs will be identifying use cases for functional group testing that would involve non-vanguard members.

• Once we have a list of the use cases / needs, we can make a plan to accommodate them.

  • Possible solutions:

    • Shared accounts for non-vanguard staff?

    • “Vanguard Buddies” where a VG campus hosts a non-VG campus staff

    • Demos or show and tells from VG campuses

    • Pair or group work with VG and non-VG members doing testing

• Also: the end of the vanguard phase will involve a lot of “lessons learned” sharing.

  • The last few weeks of October leading into the Implementation Phase will have multiple opportunities for all campuses to share their assessments of the vanguard data and experience.

• NZ is only available for account access by NZ group members but you can see NZ data in your campus IZ.

• What about Primo VE? Will this be the same as Alma – sysadmin. Ask ExL

• We will be able to do analytics during the vanguard phase.

Flagging any significant issues (recurring)

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Deep dive: Decision template

Understand how the decision template works: stakeholders, communication plan, dependencies with other groups, decision-making process, timeline, etc.

What’s working with the template and how could it be improved?

guest speakers: Liz, Lisa, Xiaoli, Josephine

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Liz, Lisa, Xiaoli, Josephine, Ben

• Liz

  • useful for keeping notes (background and questions to consider);

  • RACI is useful – a little challenging but helpful to think through.

  • Would love a way to tag other groups in the RACI so they can see what’s coming for them so they can watch the page more easily.

  • Assessment component in each decision: this is how we’ll decide, what pitfalls might we encounter.

• Lisa

  • Split a decision page into two because an issue needed to be continued by 2 different groups.

  • P2E touched many groups - ensure the linkages are well-defined in the page.

  • Advice: Be clear what the approval path is

  • Advice: Call out dependencies

  • Advice: Describe the decision-making process well

  • Advice: Include assumptions and modify as you learn more – Action log is really useful!

• Xiaoli

  • Consumer of decision pages more than a creator

  • Advice: Choosing the title is important: Make it descriptive. If the decision is about vendor records, put it in the title.

  • Dynamic. Make sure any change is clear. If you have made a change to the recommendation - Make sure PPC approves it.

  • Advice: Add All Decision rollup page to your group’s home page on Confluence so it’s easier to find. Ben noted Com Leads have added a link at the top of the “Cohort decisions” page, linked from the Confluence home page.

  • Consultation outside the cohort: Put the groups into the “C” consulting list or not? Yes, include all groups you will consult, both within the cohort and outside the cohort, e.g., CKGs, etc.

• Josephine

  • Kudos to members who have been creating great pages for Discovery to use!

  • Created a decision rollup page for Discovery. Wherever Discovery is mentioned in a decision, they tag the decision with “discovery” in the label area at the bottom right of the decision page.

  • Advice: Tap consulted groups well in advance as a heads up that a group will be consulted. Josephine tags decisions immediately when she’s notified.

  • Alternative to rollup: Advanced search in Confluence: search by label.

  • At UCSF, local group defined RACI at the top of their rollup as a reference. Their rollup includes the RACI with who’s assigned to each part of the RACI.

• The tags and the terminology used in the RACI (especially the C’s) should match with the label used for rollups

• Sometimes the decision at the top is filled out and sometimes it’s not. Please fill it out.

• Question: will the decision status get updated automatically in rollups and will you get notified?

Consider these actions:

• Define RACI at the top of the rollup page or decision pages (see UCSF example - it’s helpful to be reminded of the roles)

• Create controlled vocabulary of labels for adding to decision pages to “tag” groups that are consulted

• Copy Discovery decision rollup for each group to monitor decisions where they are consulted

• Add an assessment section to spell out how the decision will be made and assessed; call out possible pitfalls

• Add assumptions (modify them as you learn more)

• Create best practices doc for how to create and manage decision pages?

• Add Decision rollup page to your group’s home page on Confluence so it’s easier to find.

• Add all decisions rollup page to your group’s home page on Confluence so it’s easier to find.

• Define RACI at the top of decision pages (or rollup pages) as a reference.

•  Lena Zentall (Unlicensed) and PMs to work with PPC to investigate how we could make an authoritative set of tags (labels) for each group, and create decision rollups for each group to monitor decisions where they are consulted. (see Josephine’s example rollup and labels). Consider using names from abbreviation glossary.
•  Ben Alkaly (Unlicensed) to consider adding abbreviation glossary to Confluence home page. Discuss with COL.
•  Lena Zentall (Unlicensed) and PMs to consider working with chairs on a best practices page for decisions.
•  Lena Zentall (Unlicensed) and PMs to investigate Question: will the decision status get updated automatically in rollups and will you get notified?

Questions for Ex Libris

• What about Primo VE? Will this be the same as Alma – sysadmin account for each institution?

• Joe: We are hoping to test the resource sharing broker integration in the vanguard. Are we anticipating the Ex Libris will have the resources to do this?

•  Lena Zentall (Unlicensed) and PMs to ask Ex Libris these questions from the 7/15 chairs meeting.

Future Topics?

Feel free to add a topic to the Proposed agenda topics page on Confluence

Parking Lot

Capture important topics for future discussion

Total

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