| 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 nameMouseover your participant window, click on More, then the […] dots dropdown to the right of “mute”, choose 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 | | 105 | 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 mid-Sep 16: Vanguard Primo VE ready for review and testing Nov 6: Vanguard completion (estimated)
| 5 | Lena, Caitlin or IC chairs | | | |
| 5 | Communication Operation Leads update (recurring)Awareness of upcoming meetings with chairs and Communication Leads | Debrief on virtual SILS town hall | 5 | Ben | | 6 | Deep dive: Vanguard Training | Awareness of training plan for Alma Vanguard Training series (July 13-August 31) for cohort members and local campus groups Q&A Poll on wrangling and posting questions to Basecamp | 30 | Dominique, Catherine, Neil | Thank you for your patience as we get training going! Basecamp is the home for training materials and where Q&A questions go. IT group will pull out all the information from Basecamp for local campus groups. Questions for the first Q&A session are due July 8 Every Wednesday chairs will get an email from the TOC group with details about the weekly training Internal Training (IT) representatives will send the weekly email to their local groups (customizing the info. as needed) SILS chairs will send their group the weekly email. Neil asked if chairs are OK with sending the weekly email. Chairs agreed to send the weekly training email. IT team is tracking training by campus as well as who is participating from the cohort. This will be done by the IT representative for their campus. IT will use a form to collect Q&A questions by Wednesday EOD for the Monday Q&A sessions with Ex Libris Certification timeline: Alma Certification will be at the start of September - it’s self-guided lessons and you take a final test. If your campus IT member is step B, will that person be doing all the local managing of the training? Yes, by necessity. They will get a template to make it easy. A comprehensive list of all training will also be made available so participants can pace themselves and plan their schedule for Q&A sessions they want to attend in person. Poll results on whether chairs would prefer to use the Google form created by the IT group for members to submit questions to Ex Libris or whether they prefer to submit the questions themselves to basecamp: 75% use the form; 25% submit directly to basecamp
| Chairs agreed to forward the weekly training email to their group | 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? 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
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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 | 030 | Liz, Lisa, Xiaoli, Josephine, Ben | HOLD for future agenda | 9 | | 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?
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| 9 | 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?
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| 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 | | | | |