Page Comparison

Housekeeping

• Add any new topics to the agenda

• Take a temperature check / How is it going?

• Confirm Minutes Recorder for this meeting - Ross AnastosLai Arakawa

  • In the event that the designated Recorder or Timekeeper is not in attendance, then an alternate volunteer will be requested for that given meeting

• Co-Chair Follow-upShare co-chair update

• Affirm Vacations/Out document

5 min

Greg

Shared Google drive

• Questions can be added to Slack Channel (and responses), then they’ll be incorporated into the agenda.

• Need Co-Chair decision to be made by the end of the month.

Team Charter Affirmation

• Review and approve Team CharterStephen Gurnick has agreed to be our group’s co-chair. Thanks Stephen!!!

• The PM’s recently moved each team’s Vacations/Out page from Confluence to a document in the Google shared folders

  • At your earliest convenience, please enter any set or possible vacation dates into the document

  • Memorial Day, May 25th - No meeting next week

    • Next meeting will be June 1st

Patron Data Q&A with Ex Libris

• Confirm if meeting is wanted

5 min

Greg

Team Charter

• Forwarded to IC Chair for review, reaction was positive.

• Team Charter approved!

Follow-Up: Confluence Spaces Granted View Access in May

• Finalize understanding of “open” Confluence pages and PDCG work

5 min

• Greg confirmed with SILS PMs that they are trying to keep administration of Confluence as simple and open as possible for transparency and sharing. They will need to learn more about private pages and more granular permissions, but for now pages will not be restricted.

  • Possibly establish guidelines for completing notes.

  • Always avoid PII.

  • Recordings of meetings will be stored in Google Drive (which is secure).

• Any visible PDCG documentation within Confluence, including meeting minutes, must not contain any information that could be deemed private patron data

Tasks & Deliverables

• Ex Libris is scheduling Q&A sessions with individual SILS groups.

• Questions must be presented to them in writing ahead of time

• We could use our Questions for Up Stream document to collect questions and then discuss for prioritization and submission

No need to schedule Q&A with Ex Libris at this time.

Guidelines for Minutes

• Review and finalize document

10 min

Greg

• Link to document in Outcome column

Everyone has agreed to the Guidelines

Tasks & Deliverables

1. Confirm - Single UC-wide patron record database or separate institutional patron databases?

2. Confirm - Should we migrate expired patron records?

3. From Governance Charge -

• An inventory of current patron data sources and system integrations at the campuses.

• A list of patron data cleanup activities and assignments that need to be accomplished prior to the initial data migration.

• A list of patron data issues which require harmonization decisions, to be made available to the Implementation Coordinators group.

• A register of post-migration quality control tests and results from each campus implementation team. Due late 2021.

  • See Parking Lot

• A final report of any ongoing post-migration data issues. Due late 2021.

  • See Parking Lot

30 10 min

Greg

Ex Libris Migration Guides & Tutorials

1. Status -

   1. Single UC-wide patron record database or separate institutional patron databases?Greg opened a

      1. Still awaiting decision from Fulfillment & ILL FG; due date is May 21st

      2. Decision page within the IC Confluence space

      and is still awaiting responseInitial preference is to have a decentralized patron database. CSU’s strongly recommend.

      1. Priority options are being evaluated

   2. Due date is currently May 21, 2020

   3. 1. have not received any feedback from the group yet

2. Status - Should we migrate expired patron records?

   Greg opened a

   1. Still awaiting decision from Fulfillment & ILL FG; due date is May 21st

   2. Decision page within the IC Confluence space and is still awaiting response

   3. Due date is currently May 21, 2020

3. From Governance Charge -

   1. An inventory of current patron data sources and system integrations at the campuses.

      1. Greg confirmed with Caitlin Nelson and IC group that this requested inventory already exists and need not be replicated. See Major integrations

      2. The ICs are currently working on the completion of 3rd Party Integration spreadsheets and may communicate with their respective PDCG member for information related to any patron data (e.g., Student Information Systems) integrations; the spreadsheet is due to Ex Libris by May 29, 2020

   2. A list of patron data cleanup activities and assignments that need to be accomplished prior to the initial data migration.

      1. How best to document this for the group?

         1. Example of UCSD spreadsheet can be a good place to start - but do what makes sense for you and your data. Still waiting on an answer for single database standardization, but for now we can focus on our own data. Some of your data might transfer directly into Alma, some might not.

      1. Created a “Local Campus Data Cleanup Documents” folder in Patron Data Google share.

      2. UCSD and UCI have provided documents thus far; others should as well, following structure/format of their choosing.

         1. Sites already on Alma should obviously have much less data cleanup.

      3. UCI also provided a copy of a Patron Data report from their 2018 migration to Alma that documents decisions and actions they completed, in addition to lessons learned.

         1. UCSD will be creating a similar document; should we all for final documentation/report?

         2. Other formatting requirements that we may need to think about?

   3. A list of patron data issues which require harmonization decisions, to be made available to the Implementation Coordinators group.

      1. Impacted highly by decision above regarding single or separate patron databases

         1. If we’re decentralized, there might not be a need (or very limited: ILL). How do we identify a student from another campus (does it happen seamlessly on the backend?).

      2. How best to document this for the group?

         1. Tabled.

• 4.c.2 tabled until more information is provided by IC group.

•  All - 1. Locate and begin reviewing the migration form and data extraction documentation for your current ILS system. Link to main page in the Outcome column, the form for your ILS should be listed on that page.
•  All - 4b. Begin creating your local patron data audit and cleanup document

1. 1. 1. Still tabled until there is resolution on question of single versus separate patron record databases.

Patron (User) Barcodes in Alma

• Better understand the use and possible limitations of the patron barcode field in Alma

  • Can a user record in Alma have more than one barcode?

    • If so, any known issues related to it?

  • Can we migrate more than one patron barcode?

  • Should campuses be auditing patron barcodes and cleaning them up ahead of time?

20 min

• Some UC campuses, who are not already on Alma have multiple barcodes in some of their patron records.

• Proxy Cards having their own barcodes

• Extraction - how should we clean up to not flood the barcode field?

• Can you only transfer only one barcode through migration?

• Formatting - Can patron barcodes be alpha numeric?

• Through SIS, are certain fields designated for protection?

Homework

• Document what we need to be working on and questions we may have

• Questions for Up Stream (Google Doc)

  • ID targeted audience for the question

  • Review document and add questions

• Create a patron data Lessons Learned document with collected input from all of the Alma sites?

  • For discussion at next meeting?

All - (ONGOING) Add questions for up stream

•  David will create a folder in the shared Google drive and a document whereby will will establish guidelines for completing meeting notes. All team members will review and make comments (Due next week: the 18th).

•  All - Provide examples of master (anonymous) patron data cleanup spreadsheets or documentation into folder in Google Drive.

Alma Sites

• Share any lessons learned on document to help with future agenda topics

Parking Lot

• Capture important topics for future discussion

• Additional Circulation Data Topics to Think About

  • What current ILS fields do not migrate to Alma?

    • Ex. Proxy cards? Millennium Pcodes?

  • Regional resource sharing programs

    • How will those active loans be migrated into Alma?

  • What else do we have and where will it go?

    • Ex. at UCSD - Pronouns

  • Dual status campus affiliates (users that are both a current student and an employee)

    • How do we each manage that now?

    Better understand the patron barcode field in Alma.

    • Can a user account have multiple barcode number assigned to it?

• Alma/Primo Sites - Show and Tell

  • Dedicate some time to “what went wrong or what was great” to mentor “new” campuses.

• From Governance Charge

  • A register of post-migration quality control tests and results from each campus implementation team. Due late 2021.

    1. To be discussed at a later date

  • A final report of any ongoing post-migration data issues. Due late 2021.

    1. To be discussed at a later date

Total

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