| Item | Desired Outcome | Time | Who | Notes | Decisions | Actions |
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| 1 | Zoom name Start recording! | Welcome! When you join the meeting, rename your Zoom name to your name + SILS group (Go to Participants, find your name, click on More, then Rename.) Ben and Lena will be watching chat today. | 0 | All | | | |
| 2 | Quick announcements (shared via Slack) | Deadline for setting passcodes on Zoom meetings was extended to September 27. | 1 | | | | |
| 3 | SILS co-chairs update | | 5 | Chris | |
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| 4 | 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)
| 5 | Lena, Caitlin or IC chairs | | | |
| 5 | Communication Leads update (recurring) | | 5 | Ben | Virtual town hall kicked off yesterday. These sessions will be recorded and available (probably on google shared drive) For questions, the Com Leads are considering asking chairs to solicit questions from their group in advance to spark conversation. COL 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 Discovery. In the last 15 minutes, she created 3 breakout rooms for subcommittees to have their first discussion (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
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| 6 | 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. | 5 | 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. 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. 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.
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| 7 | Flagging any significant issues (recurring) | | 5? | | | | |
| 8 | 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 | 30 | 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 be 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 Include assumptions and modify as you learn more – Action log is really useful!
Xiaoli Consumer of decision pages more than a creator 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, and if you have made a change to the recommendation - Make sure PPC approves it. Suggestion: Add 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 finalized decisions page: Cohort decisions Consultation outside the cohort: Put the groups into the “C” consulting list or not?
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. 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. 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 and will you get notified? or is that too ambitious?
| Define RACI at the top of the rollup page or decision pages (see UCSF example)? | - Lena Zentall (Unlicensed) and PMs to investigate how we could make labels and decision rollups for each group to monitor decisions. Josephine’s example. Work with PPC (Xiaoli and Claudia)
- Ben Alkaly (Unlicensed) to add abbreviation glossary to home page?
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| 9 | Questions for Ex Libris | 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? | | | | | |
| 10 | Future Topics? Feel free to add a topic to the Proposed agenda topics page on Confluence | | | | | | |
| 1011 | Parking Lot | Capture important topics for future discussion | | | | | |
| 1112 | | Total | 50/50 | | | | |