| Item | Desired Outcome | Time | Who | Notes | Decisions | Actions |
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| 1 | Check-in / Logistics | Report any major changes in availability / circumstances | 15 | Carlo | Meeting times – still working for fall quarter? Reminder: if a Ex Libris meeting is canceled, be sure to let your local imp team know since forwarded invites don’t get canceled. Welcome to Lakshmi who is now the permanent UCI rep to the SILS Implementation Coordinators Group! Ex Libris expects to deliver SD and SF tomorrow (and maybe the CDL IZ); for the other environments, we are waiting on details for and delivery estimates. Marci does not have any other updates at this time – but do expect some more information tomorrow morning. Gillian will be working from out of state next 3-4 weeks; not sure about her availability. Should be available for Thursday meetings but may need to rely on Sarah. UCB broke their Millennium training server!
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| 2 | ILS Data cleanup / Patron Data groups / PPC | PPC: All-decision Rollup | 5 | Chairs | | | |
| 3 | Data security form | Quick run-through of how it works, where the link to the form lives, how to see the responses, etc. https://drive.google.com/drive/u/1/folders/1eXoFwOn37cVteAhFDtWxz7uWnOpnce7V | 5 | Lena | | | |
| 4 | Timeline review Post questions in Basecamp as they come up. It’s open 24/7! | Stay up to date on timeline / deadlines: Basecamp To-Dos In the works: (reported 8/20) | 10 | Lena | Good to know reminder: Open a new case for each problem reported in Sales Force. (If you aren’t sure where to report a problem, report it to Basecamp first and Ex Libris will let you know if it needs to go to SF.) If an Ex Libris meeting is canceled, be sure to let your local imp team know since forwarded invites don’t get canceled.
Awareness of timeline feedback process - : review and discuss as needed. No comments or questions. Configuration for full implementation: Configuration general meeting on Jan 7, 2021 10am-12pm. It will be recorded. It’s a prerequisite before the individual meetings. Confirm campuses are available (UCLA, UCSF, UCSD, UCB, UCM) for individual config meetings during this period: Jan 8 + Jan 11-15. (We’ll set the actual meetings later.)
Special meetings upcoming: RLF presentation to Ex Libris at Sep 21 weekly project update meeting. No questions. Authority control on Sep 24. Questions due 9/10. CDL SCP Workflow on Oct 1 (demo how SCP records will be loaded). Questions due 9/17. Vanguard Analytics demo on Oct 12 Critical reminder: This session runs 90 minutes long (1:00-2:30am) Connie Braun will be the trainer and will provide a brief analytics overview for both an IZ and the NZ. For the full implementation project, we will have a more in-depth look at Analytics in the IZs and the NZ - and they will be 2 separate sessions. FYI - We will need a VG campus to use for the IZ portion of the demo
Vanguard Environment Delivery Sept 4th Special Meeting: Using Alma for Data Review, Sep 10: No questions are needed in advance. The goal of this meeting is to help vanguard institutions understand how to look at their data and to be able to form questions. Primo delivery Sep 16 Special meeting first look at Primo Sep 17 Analytics demo Oct 12
Vanguard completion checklist: On EXL side: Completion of reviews for Alma Essentials and Administration Fundamentals trainings All environments delivered (Alma and Primo VE) Initial Alma configurations loaded Vanguard Alma Workshop completed Kickoff for full project occurs - Nov 5
On UCS side: Reviewed Alma Essentials and Administration Fundamentals trainings - DONE! Gain experience with data migration preparation – including files, forms and processes - DONE! Begin initial review of data migration Report data migration issues to EXL for review and planning for full Test Load Begin initial review of configurations and plan for future adjustments Kickoff for full project occurs - Nov 5
| | - Lena Zentall (Unlicensed) will check with Marci on how much time is needed in advance for questions for special meetings – is it one week or two? Answer: Special topics take a deeper dive and require more advance preparation and followup after the meeting. Need questions at least 2 weeks in advance.
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| 5 | Kickoff meeting on 11/5 | Discuss and gather thoughts on Implementation Kickoff meeting (2 hours, 10-12) EXL is planning for their 90 minutes of the Kickoff meeting (45 mins Marci for project overview and overall timeline; 45 mins for Laurie for Test Load schedule and action items review). The other 30 minutes can be utilized by UC in any way you see fit. EXL suggests a “Lessons Learned” session by the Vanguard participants - basically what they learned during VG and provide guidance, best practices, or pitfalls to avoid for the full project. Other options would be updates from the PMs or working groups. (Note: If more than 30 mins is needed, EXL can adjust their timing and provide you additional time). What would be the most valuable here? How would we organize lessons learned (each vanguard campus presents for 5 mins?) Who besides the ICs should participate? PPC? Local implementation teams? Or, do lessons learned in an IC meeting instead? Is there value in sharing more broadly with cohort at the kickoff? What lessons would others be interested in? What activity/presentation/speaker will build confidence going into the full project (hearts and minds)?
| 15 | Lena | | | |
| 6 | Vanguard testing Vanguard testing decision page (includes links to all other resources) Data security acknowledgment google form is in the Data Security IC folder on gdrive. | Round-robin with vanguard campuses: Share progress on local implementation test plans; anything you want to share with the group? anything the group can help you with? Ballpark how long you think testing will take. We are trying to understand what September and October will look like. | 15 | Tom | (From Liz M) So here's something that's sort of bubbling up and I'm wondering where it should go: My group has been discussing local testing timelines/plans and one thing that’s surfacing is that different campuses (for good reasons) will need different timelines for a “read only” period where no one is making edits to data. That all sounds fine until the NZ comes into play and one campus that hasn’t restricted editing for “their” data makes changes to an NZ-linked bib and suddenly does effectively edit another campus’ copy. This feels like a sort of IC/FG/PPC conversation so I’m starting here. Where does one campus’ need/readiness to move into testing things like batch loads/overlays/general edits bump up against another campus’ need to review their data as it came over (there is a “view original migrated version feature” so at least for bibliographic data nothing gets truly lost)? ICs - may not be much actual data editing – mostly comparing data and how it migrated over. Many ICs were planning to work over the long weekend to set up accounts and do some preliminary testing before releasing testing to the rest of their local imp teams. Proposal to hold edits on bibs and holdings (moratorium) until 9/21. However, fulfillment and acquisitions FGs (who are part of the vanguard) could start testing sooner since they would not be editing bibs, as soon as accounts can be made.
| Share test plans? No. No need to share local implementation team plans. No need to share results of the test plan except to alert each other if there are failures that should be shared. Proposal to hold edits on bibs and holdings (moratorium) until 9/21. However, fulfillment and acquisitions FGs (who are part of the vanguard) could start testing sooner since they would not be editing bibs, as soon as accounts can be made. | - Lena Zentall (Unlicensed) to ask Marci - Is there anything we should avoid doing before we get the NZ delivered (since we are getting environments delivered staggered)? Answer: Laurie will provide more information about this when she delivers the IZ environment.
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| 7 | Other / Homework | | 5 | | | | |
| 8 | Parking lot | | | | Suggestion: Last week of October for SILS lessons learned and show and tell by each vanguard campus (Oct 29 IC meeting) | | |
| 9 | | TOTAL | 70 / 90 | | | | |