| 2 | 3 | Short-term project plan: go-live training materials and other items | Team | The following items need to be addressed soon, before the full project plan will be done. LONG-TERM: Ex Libris has indicated they will not be providing training materials for go-live, as they have done for previous installations. Rather, material is available on the knowledge base: (for alma) https://exlibris.libguides.com/alma . We can use this material to perform the initially planned work of modification based on workflow changes from the cohort, but will need to start with the initial test cut, rather than immediately following the initial test cut. Some of the questions for the IT team will be: Do we transfer these materials to somewhere else, such as google drive? If so, in what format, and who will transfer it (probably a group effort). When should we transfer materials so we can start working on making modifications? What topics / subjects are either missing, or need to be expanded on? What additional material might be needed (just at a high level overview, plenty of time through the project to identify additional material). Marci suggested we review material from some other network zones as well: In all of the work above, need to start considering formatting and branding. Note that branding will be determined by the Comm leads, but we’ll need to reach out to them to notify them of our specific need and identify our next steps alongside theirs. Primo will probably follow a similar approach, but more on that soon.
SHORT-TERM: This is a task for Neil, but placing it here to keep track of it. The Step B+ liaison process only needs final discussions and signoff with the members themselves and their supervisors. The goal is to have that done by Monday next week. SHORT-TERM: Need to start the overall work plan, including review of the timeline items from ex libris and determining what additional timeline items are needed. SHORT-TERM: Check in on vanguard training process
| 4 | Strategize on the work plan for IT team | Chairs understand how to lead the team through the work planning process | Team | Pull out the deliverables, and put them into separate boxes, we figure out how it fits into the timeline and our overall work. Look at the timeline of what we’ve got coming over the course of the year - where do our deliverables fit in scheduling-wise? SHORT/MED-TERM: What about feedback, for example: We have vanguard training now, but we know that three of those trainings will be provided without ExL support. How does IT support that pre-work? How do we get feedback before round two?
How can we set up a structure to build the work plan, while also working on the short-term stuff?
| 5SHORT-TERM: Check in on vanguard training process; Is the current process working? | | | | Caitlin needs to poke Marci to get exercises marked as done so we can start sending emails earlier. Need to solidify a plan with Ex Libris on how to coordinate offline Q/A question followups with non-cohort members. Catherine has created a storage location in google drive for weekly answers. Neil - Add Y/N - will you be present at the Q/A session. Catherine and Dominique - bring to the IT team, what should we do about telling people about responses from Q/A sessions? Developing a plan for collecting feedback about the process at the end of the training cycle.
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| 3 | MED-TERM: October training: Need to decide on the actual schedule for Oct 5-9 by the end of August | | | | Will ex libris record this? This is the start of the quarter so we can expect some people not to be able to attend. At minimum determine the schedule a month in advance (August 28th IT finalizes plan, EXL verifies by 9/2, send calendar holds by September 4th).
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| 4 | MED-TERM: Non-vanguard training | | | | Can keep from previous training cycle: all email and form templates. Update existing confluence pages as needed. Week 1 and 2 to be migrated to confluence in preparation. There are typos and weird screenshots on some of the exercises. Since they are moving to confluence, we need to make fixes. Move the pages as are, we will update over time in confluence. EXL should not be changing excises between cycles, but it may happen. Will update in confluence as needed. For round 2, consider adding Q/A’s from previous cycle to the environment.
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