| 1 | Check-in / updates | | 2:30-2:55pm (25 mins) | All | The decision for loading SCP/SFX data has been revised after several meetings with ExL. Shifts the focus on looking for what data is missing and providing it, rather than cleaning up the data/duplicates which would be overwhelming. RMFG will be looking at forming a small subgroup to talk about local authorities and also looking at testing OCLC update service during the Vanguard. DCFG: We’ve finished our environmental scan. Now we’re starting to assess how other universities are using Primo to make digital collections discoverable; also starting to investigate impact/opportunities in SILS for HathiTrust Fulfillment: will meet with Cathy and Lynne (from the RLF SILS Planning Group, co-chairs) to discuss RLFs with Ex Libris, particularly ensuring the rota reflects our preference for RLFs first in our test fulfillment network. Elizabeth will summarize what we desire to provide to Ex Libris. Requests such as this should go through the PM group to coordinate with Ex Libris PM. AcqERM: Started 3 subgroups to follow up on our related configuration form items; continuing our testing discussion. Caitlin was asked by GOBI for a meeting to describe their services; this will now be passed off to TSELG. Danelle thanked Caitlin for visiting ASCELG and describing the governance structure and how their group fits in and how decisions flow through the structure. Lots of concerns around cataloging or discovery in ASCELG. Danelle asked if Liz (RM) and Josephine (Discovery) would speak to ASCELG about what’s happening to address archives and special collections in their groups.
| 2 | Configuration Form work | Understand and document which lines in the config form are “under consideration” | 2:55-3:00 (5 min) | Caitlin | FGs should document their work, status, recommendations here: Vanguard Configuration Form Welcome back Christine!! And thank you Lena!  PPC is a good way to end the week! Discovery has subcommittees working on branding decision - environmental scan group (how others have done branding and what kind of end-user training have they developed); only CSU created a logo so it’s not clear UC will need one. Discovery Branding Environmental Scan: https://docs.google.com/spreadsheets/d/12CiXXvYYjSTqnXfROCYkOSZqIOHn6XeXakkYCceiOI4/edit?usp=sharing Discovery Subcommittee reports on Branding [Environ Scan, Lit Review, Accessibility/Search Engine Optimization] in Google Drive folder - https://drive.google.com/drive/folders/1Dh-Vw2znj0ymQIi7BTaSPbPRkfM8tqfo Digital Collections: CDL has offered to prep one collection from each campus to test what they look like in search results; planning to create a table on confluence with some search terms; will ingest other collections during the vanguard as another test. PSELG did not meet this week; no update. Fulfillment: RLF planning group co-chairs joined their meeting to let them know what to be aware of with RLF data/ROTA; RSPG will decide whether to recommend the RLFs need a separate IZ (post-go-live); discussion about duplicate records in RLF. Elizabeth willing to convene a meeting to discuss the fulfillment network with RSPG and Ex Libris but not sure if it’s needed. The ROTA questions were answered at the Thursday Ex Libris meeting. Cathy’s goal is for Ex Libris to better understand how the RLFs work since it’s different than many institutions. Suggestion is to create a presentation for Ex Libris on the RLFs. Who else should be at the meeting? RSPG to prepare a presentation and questions for Ex Libris on the RLFs. Other PPC groups to add questions RMFG is working on a decision about duplicate records (will include Fulfillment as a consultant on the decision). Thursday was the fulfillment network meeting with Ex Libris.
TSELG: collecting info. on Marcive records for fed gov docs - 9 campuses pay for the same records. Suggestion is to create a UC collection for fed gov docs records. Consult with CDL and Liz M; when is a good time to switch to shared records? consult with CDL on contract. Many campuses use GOBI records. They have suggested a UC-wide contract. Consult with Liz M and Lisa S and others on workflows, impact on students, staff, etc.
| | - Elizabeth Rodriguez (Unlicensed) will convey to RSPG: suggestion to prepare a presentation and questions for Ex Libris on the RLFs. PPC will add questions (Fulfillment and RM. And Discovery per Lynne G.)
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| 2 | Decision pages | Finalize Taxonomy for tagging groups in Confluence. Determine which Confluence space to put it. PPC? Finalize best practices. Determine which Confluence space to put it. PPC? Rollups: do you want the PMs to create a rollup for each group? | 2:55-3:05 (10 mins) | Lena, All | Taxonomy: got a few comments and next step is to turn this into a confluence page. PPC site? PM space? Best practices: This was the result of the SILS Chairs meeting a while back. Rollups: Rollup of decision pages that each group is “consulted” on (tagged on). Let the PMs know if you want us to create one for you. | Put the taxonomy page on the PPC site. | - Chairs to add their canonical acronym to their Confluence home page, e.g., Policy and Practice Coordinators (PPC)
- Lena Zentall (Unlicensed) will convert taxonomy and best practices to Confluence pages on PPC site.
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| 4 | Configuration Form work | 3Finalize “holds” on vanguard configuration form: due 8/7 Audience: local campus group or IC who is filling out the config form. Do you only want line items under considerations or should we put everything? Put everything. New row for each item? Yes. Repeat the tab name for each row. Mostly Liz, Lisa and Elizabeth’s are the relevant groups who will be doing this work. | Finish vanguard configuration form “holds” by August 7 | | | 3:10-3:15 (5 min) | Chairs | AcqERM: Our activity included in subsequent agenda items - talking configuration, testing, (and then intersection w/ the PPC-NZ group for CDL support). Remove status column since they are now all decided Only list tabs where there is an action could add a column for “STandardize? Yes/No” which would emphasize where standardization is mandated.
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| 6 | Training upcoming (recurring agenda) Ex Libris Meetings - Vanguard | Awareness of upcoming vanguard training. Chairs to remind their groups. | 3:1025-3:15pm 30pm (5 mins) | Caitlin | | 5 | SILS Chairs meeting | Awareness of upcoming agendas; Surface topics for discussion; Seek advice and volunteers to present. | 3:15-3:20 (5 mins) | Lena | | 6Can we give everyone admin level privileges? ITS wanted Alma cert done now in order to make good decisions while configuring How will the Vanguard buddies work? This is still being worked out, but depending on how many people we have will inform how everyone gets divvied out. Those new to Alma/Primo might find it useful to be paired with buddies that have some experience with the product; a little hand-holding. Vanguard environment is live on 9/4. Need to configure the “buddies” soon.
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| 7 | Testing coordination for the Vanguard environment and configurationILS Data Cleanup group on coordinating testing planning with the FGs: What balls are there, and who’s got them? Should test cases and findings be shared and how? | | 3:2030-34:40 00 (20 30 min) | Caitlin, Catherine Busselen, TJ Kao | | | 8 | Homework | Vanguard and non-guard FGs will both get appropriate access to test in the vanguard. FYI there’s a working group subgroup working on data privacy, both of patron data and acquisitions/purchasing data that might influence how we distribute accounts and how we do testing. CARLI Alma Data Migration Review Procedures page contains testing scripts and test load reports: Data Migration Review worksheets, Testing Fulfillment Data Migration to Alma, Testing Resource Management Data Migration to Alma,
Testing Acquisitions Data Migration to Alma This is the URL to the Vanguard testing scenarios draft ILSDC has been working onWhat do we need to know, in order to be able to finish testing and make decisions? Where is the list of FG testing and corresponding assessment / decisions? Review the blocks here: https://docs.google.com/spreadsheets/d/ 1dFi7lbwbrXzYd4rr1Ci0jtgDusouiJRkMyLrq4EXj10_ rlvKcQCT0LRGKw7EzzxcuEgBeEEsU6epqWcdXRlDSY/ edit?uspedit#gid= sharingThese are a huge number of checklist items to go over! Not everything will apply to each campus. Initially we looked at the harmonization and data cleanup that was made, but that was almost too detailed from ILSDC side of things, especially where there were options. Perhaps the FGs could play a role here? ILSDC: “did the data come over the way you expected it to?” then FGs “okay and does that work for us?” These recommendations are for each campus to take back and do as a checklist. ILSDC will mostly be done with this doc by Aug 7th
Patron Data: if we create a single document for “migration validation” that would be great. We’re happy to add what we have to this doc. patron, charge, reserves, may be other tabs. PDS could confirm by August 17th. Can we add and delete our tab with freedom? YES PDS can own this step.
FGs could also add some tabs to this doc - with the idea that local campus testers will do this work. FG deliverable: List of accounts and roles / permissions needed. Can we just have all testers (Cohort and Local) have admin-level permissions? It seems like a great idea to simplify permissions overall. Would that cause any unintended consequences? What are we trying to confirm in the vanguard?
Scope of this doc: Data review and Migration validation! Alma/Primo ICs came up with a list of helpful test docs as well: Alma campus IC recommendations for Data Testing Question: Where do other kinds of testing live? What artifact would be the best for that? | Config form guidelines: ILSDC Aug 14th PDS Aug 17th PPC Aug 21st
PDS wil take patron data tab PPC will make notes on any tabs as necessary, then after Aug 17th PPC will own it. | 7 | Decision pages: Taxonomy for tagging groups in Confluence and more | Introduce taxonomy and best practices documents. Ask PPC to edit as needed. Actions from 7/14 SILS Chairs meeting: PMs to consider working with chairs on a best practices page for decisions. PMs to investigate Question: will the decision status get updated automatically in rollups and will you get notified? 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. (Do groups want PMs to do this for them?) (from premortem) Groups should use a stakeholder inventory to ensure all voices are heard in decision-making. Add “Assessment” to Decision pages.
| 3:40-3:50 (10 mins) | Lena, All | Taxonomy: Group agreed it would be a good idea to have a canonical list of acronyms / tags.
Perhaps once this is approved, we can add the canonical acronym to our Confluence home page, e.g., Policy and Practice Coordinators (PPC)?
Change to taxonomy to a Confluence page once approved
Best Practices: group can take a look this week and suggest changes to the best practices by next meeting.
Rollups: Once we tag the people who are being consulted - do you want the PMs to create one for everyone? To be determined later.
Liz M will follow up with Basecamp about order of NZ loading confusion with UCSB0 Do we have an idea already about what decisions there are that would impact Test Load? Are we testing stuff that we already decided and we just have to change our minds? Or, do we have new decisions that we need to think of?
We are now making decisions for real - if your group has problems, this is exactly when we can utilize the ELGs. Once you figure out the config forms - you need to switch over to testing, and thinking about documenting the plans. And when you do your testing, I’m hoping you prioritize the actions and decisions. Vanguard env will be available through December, so second-level testing can be done there too. Break people into different groups so they can test different things Explore the idea of sending issues up to the ELG for decision-making to free up the FGs for other decisions and to take advantage of the ELs. Make sure pros and cons are laid out since the members of the ELs are not experts on Alma/Primo. Create a template: include common columns like status, priority, time estimation, due... kept in a centralized place (% completion through a formula? (thinking of Phase 3 stuff and viewing across EGs)) | What is your testing? How long will it take? How will testing be documented? Deadline for testing plans from the FGs: August 28th | - Xiaoli Li will create a template for testing and put it in the PPC folder for FGs and inform them of deadline.
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