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Ex Libris support: CJK reindexing

• Hear concerns from SILS OT members ahead of Friday meeting

(9:03am) 20-30 min

Team

• For reference: Ex Libris Support Meeting - Notes for Special Meeting on 7/18/23

• Points of concern from the latest reindexing (UCSC, UCSB, and UCI):

  • ensure that the jobs kick off at 10pm and are not in hanging in pending status

  • get clarity on whether the jobs ran in parallel or not (it seems they did not)

  • further explanation on the errors flagged

  • establish clear line of communication

• New date for UCI re-indexing?

• Sandbox refresh - options: skip or on-demand?

• Erroneous system down information for UCI

  • no updates on confusion with CSU location

CJK Reindexing communication expectations

• ExL expectations:

  • Put “system down” as the priority

  • File a ticket only after the 24 hour mark, unless something is broken.

  • File a ticket, include “CJK indexing” to indicate this is related to the current CJK indexing happening. Add the name of their point person (see Judith)

  • They do have a team on standby, but the ticket gets forwarded to them. They are not the front line team. Tickets should be forwarded to this appropriate team.

  • Multiple campuses will run consequentially and not concurrently (“run the job” means “put it in the queue”)

    • queue order was not communicated to us beforehand

• UC expectations:

  • Queue order knowledge beforehand

  • Forward our tickets to the appropriate team.

  • Add a campus code to your tickets

  • Timing for communication: we aren’t comfortable waiting for 24 hours if we see something.

  • Need some way to immediately communicate with someone. Call 24/7 hub?: We expect a prompt answer on the ticket, if we don’t get that we will be calling and referencing the ticket on the phone.

  • Ask ExL to keep us posted: three campuses are kicked off! This one is done! This one is going now! etc.

    • They need to be on call for US.

CJK reindexing new decisions

• DECISION POINT: Do we reschedule the remaining campuses to have fewer IZs per weekend?

• UCM would prefer Saturday

• We can choose Friday as the start date

All Chairs meeting update

5 mins

Jackie

Executive Session

• Private Discussion

5 mins

Team

Build agenda for next OT meeting

• Build and finalize the agenda for next week’s OT meeting

5 mins

Team

• See proposed agenda here

Parking Lot

Capture important topics for future discussion

5 mins

Team

Total

40-50 mins