| Item | | Time | Who | Notes | Decisions | Actions |
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| 1 | Q&A (recurring) - urgent questions | Do you have a question to discuss at the meeting? Add it below with your name.
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| 2 | Debrief on meeting with ExL Support Director | Share about the ongoing support process and other learnings from the meeting | 15 | Tom | The objective was to introduce and discuss the process for the ongoing monthly support calls and escalation procedures. Until our new governance structure is in place, the SILS Service Manager, Caitlin Nelson, will be joined by the IC co-chairs, Tom Bustos and Carlo Medina along with the NZ administrator Gem Stone-Logan for the November and December calls. The SILS Operations Team is the group to decide who should join the SILS Service Manager on these monthly calls ongoing. Issue: privacy rules have changed the way Salesforce cases can be shared. They can no longer be shared publicly. That means, we’ll have to devise a way to communicate among ourselves (and other consortia) about issues.
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| 3 | Data Privacy form | Understand the new process for managing the data privacy acknowledgment for Alma account holders. Walk thru the new folders and documents: https://drive.google.com/drive/u/1/folders/1xn2UlakQb2Z-Z-2-O4XGhCzxNzuY7jBv Q&A | 15 | Lena | Action: ICs to retroactively ensure all Alma account holders sign the data privacy and security responsibilities acknowledgment form by Dec 1. It’s no longer one form – each campus will now have their own form to manage. Staff who signed the old form do not need to sign the new one; however, it may be easier to simply start fresh and have everyone sign the new campus-specific form. It’s up to each ICs IC to decide for their campus whether to start fresh or to bring over the old responses. A copy of the responses from the old form is available. Note: the fields (i.e., columns) do not match exactly with the new form, so some work is needed to manually add the responses from the old form to the new responses sheet. Also, edits were accidentally made to the form so the data is messy.
New process: Each campus will manage their own form and responses starting now and continuing until further notice. The forms and responses will live in the SILS shared drive and be managed by ICs through the end of phase 4 (Dec 23, 2021). The folders will be moved over to the new drive and be managed by the SILS Operations Team reps starting in January 2022. Note: the forms will continue to be available to staff regardless of whether we move them. New - Data Privacy folder: https://drive.google.com/drive/u/1/folders/1xn2UlakQb2Z-Z-2-O4XGhCzxNzuY7jBv
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| 4 | Timeline review / PM update Support during Implementation: Document Alma/Primo slowness in Salesforce, see instructions Alma/Primo known issues page on Confluence For escalations: Essential to include case numbers - make sure that ICs provide those to PMs when asking for escalations. PMs need to ensure IC has pinged the consultant asking for a status update before escalating. Escalations can go into 2 categories: it’s urgent, or there’s a lack of communication.
| | 0 | Lena | Ex Libris meetings: Monthly Support call with ExL: Key deadlines: | | |
| 5 | Parking lot | | | | | | |
| 6 | | TOTAL | 50/50 | | Review decisions and actions. | | |