| 1 | TENTATIVE: ILSDC monthly checkin | TJ Kao, Catherine Busselen | 2 | Go-Live coordination July 27 at time TBD https://docs.google.com/spreadsheets/d/1olDkcAsvX3pp1W-GY4MJvpu0C2I5Krkts_0wIN96fGI/edit#gid=1252460463 Decide as a team what time | Understand the considerations in deciding your publicized go-live time (Carlo leads) Decide whether we want to
publicize for go-live on July 27th?agree on one time for all or each campus decides and publicizes on their own.
From 5/13: Campuses will check with their teams on whether a noon go-live time works and report back on May 20. )How can we coordinate to ensure we are all "open for business" at the agreed upon time? What’s our next step? See 5/19 SILS Chairs notes for discussion on go-live time (agenda item 5) | 30 | Carlo, TomFollowup from Q’s last week: | is the impact on the timeline if a campus does not meet the 6/18 deadline for sending NZ bibs?QUESTION: If someone is late providing their data (especially the bibs for the NZ build) can the NZ build still progress with the other campuses? QUESTION Can the late campus’ data be added to the NZ after Go Live? Additionally - the NZ Load order should remain the same for Cutover as it was for Test Load
Laurie’s answer about if NZ has to delay go-live: QUESTION: What happens if we were to find a major problem with the NZ data and it couldn't be fixed in time. Could the IZs go live without the NZ? RESPONSE: The NZ is built first so if there are any issues, they will be addressed right away. If there is a major issue, it will be addressed with the highest priority. The IZs could go live even if the NZ isn’t available but they would of course not have access to full NZ functionality such as the AFN (automated fulfillment network). Also, the discovery network scope in Primo would not be available. QUESTION: Does signing off on data acceptance clear ExL of responsibility? What does it mean to signoff? RESPONSE: All of the written acceptances during Cutover are a way to inform EXL that you have reviewed your data/environment - and you are ready to move on to the next phase of Cutover. If a problem is found during your initial review, you must report your problems to EXL ASAP and EXL will work with you to find a resolution. You would however still have the ability to conditionally accept the data along with documenting the issues found and be able to move forward with the Cutover process. If a problem is found *after* Go Live, you would also notify EXL so we can work with you to find a resolution.
| 3 | Progress on integrations work | Do you have anything to discuss at the meeting?
Report on progress on 3rd party integrations plans.
TBD | Tom Update your status before the meeting | SIS loader: due April 30 UCB: UCLA: UCM: UCSD: UCSF:
Other day 1 integrations: due May 31 UCB: UCLA: UCM: UCSD: UCSF: CDL:
| 4 | ILS Data cleanup / Patron Data / PPC | Do you have anything to discuss at the meeting? ILS Data Cleanup (Tom): co-chairs visit on 3rd Thursdays. TJ Kao and/or Catherine Busselen will join on June 17. Patron Data (Greg) PPC: Review final decisions (as needed) SILS Chairs/Coordinators meeting update & actions
| TBD | Tom Update your status before the meeting | 98 | 5 | Timeline review / PM update Basecamp To-Dos Cutover to do list Cutover preview Q&Aare the considerations? Assumption is AFN would not be available for any campus that hasn’t gone live. Some campuses will not be immediately doing ILL so won’t be enabling AFN on day one. Next step is to get clarity on AFN: would any fulfillment requests wither on the vine if a campus is not yet “live” or does the request move to the next campus for fulfillment? Will AFN be turned on and working even if the campus is not yet live (i.e., before a campus has asked ExL to run the go-live job)? Carlo will ask on BC. A go live time is for the messaging; to set patron expectations. New-to-Almas must provide fulfillment data which takes some time.
UCLA would prefer an earlier time than noon. UCI would prefer an earlier time than noon. Would like to wait for the ExL meeting (June 2 with existing Almas) before deciding.
| Revisit this decision next week after we get answers from ExL about AFN. Carlo will post on BC. | - Carlo Medina (Unlicensed) will post on BC: would any fulfillment requests wither on the vine if a campus is not yet “live” or does the request move to the next campus for fulfillment? Will AFN be turned on and working even if the campus is not yet live (i.e., before a campus has asked ExL to run the go-live job)?
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| 2 | Timeline review / PM update | Stay up to date on timeline / deadlines | 5 | Lena | Any questions on the timeline? Question: Any objections to using the Alma account allocation for API purposes? Do Alma campuses have a good way to monitor it? There’s a report. Use the Alma account allocation to keep things simple. Question: Do we need best practices/guidelines for APIs? Is this something that can wait until post-go-live? Wait. No one is hitting their limit now. Reminder:Email your technical freeze date(s) to the PMs at sils-exl-ucs-pm-l@listserv.ucop.edu by May 31Reminder: If you make changes in your existing production system after the freeze, besides needing to true up the data later, it also means the 2 systems no longer match when doing data validation. Make notes for testing Awareness that NA04-NA07 servers are being physically moved to a new location over Memorial Day weekend and there will be a scheduled downtime from May 29 6pm PT to May 30 6pm PT. Check on Tuesday to make sure things look good. UCD Escalation (3/17) is resolved. Working through some issues. Update on Alma/Primo slowness issue:
| 6 | Questions from slack | ICs to add any issues from slack that require further discussion. | 7 | Check-in / Logistics / Any issues with testing? | Do you have anything to discuss at the meeting?
Report any major changes in availability / circumstances
Anything to report on the test load?
TBD | (Carlo) Update your status in advance | 8Ex Libris has agreed to lead a meeting about how they plan to solve the slowness issues in Alma/Primo VE. They want to introduce what they're calling a "warmup tool." The meeting will be led by ExL senior staff from Israel (thus the early start time): Ahuva Mazuz, VP of Development and Omri Gerson, Corp VP Platform & Tech. There will be time for Q&A. Attendance is optional.
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| 3 | Q&A (recurring) | Do you have a question to discuss at the meeting? Q&A during the IC meeting as a first stop before asking a question on Basecamp. If it’s time-sensitive, post to slack (IC channel, SILS Chairs are good options) Any issues that we want to seek broader input from other consortia?
| TBD | Carlo | 9 | Other / Homework | 0 | Tom | Assigned 5/13: Let your website manager know that discovery links will need to reflect the change on July 27 (exact time TBD). Ask ExL what they advise for go-live testing for performance, particularly Primo. (Lynne) ICs to invite your EUOS member to your local imp team meeting to keep them informed.
| 10 | Questions for Ex Libris PM (recurring) Post questions in Basecamp as they come up. It’s open 24/7! | Reminder: Post cutover questions on Basecamp in the UCS Cutover Planning To Do list. Note: We lose in efficiency and we may lose in translation when questions go through the PMs. When topics come up that should logically go to Basecamp to the Ex Libris consultants, invite an IC (or appropriate person) to take point on that issue. | 0 | Lena | 11 | Parking lot | 0 | UCD Escalation (3/17) (If needed) Best practices/guidelines for APIs. Awareness that NA04-NA07 servers are being physically moved to a new location over Memorial Day weekend and there will be a scheduled downtime from May 29 6pm PT to May 30 6pm PT.
| 12Add it below with your name. (Greg) what does a Technical Freeze REALLY mean for some Circulation activities? For reference: https://3.basecamp.com/3765443/buckets/15553579/messages/3791614832#__recording_3792051687 (Lynne) Suppressing items – how do Alma campuses do this level of suppression? (Lynne/Lena) Consortium response to Primo response time & named user questions (Susan/Lisa S): for electronic resources which make use of outbound linking we will need the base URL and possibly an image file (in some cases the URL for the image location rather than the image file itself). AEFG has an MVP item for the CDL resources needing updating as this requires extensive coordination between CDL and campuses and can vary across content providers. AEFG is following up with the Discovery FG for the “get it at UC” logo (which replaces UC-eLinks) to ensure that the image files that are created will meet most content providers' image file type and size requirements. Please have a look at (Initial Post-Go-Live) Outbound Linking from Vendor Platforms (AEFG MVP 006). (Gillian) from my Resource Sharing rep: it sounds like there are quite a few cases that will need to be opened for the whole consortia. Apparently there is an account where someone (at CDL I assume) can do that - do you know if we can see those cases? (Alison): FYI - emailed everyone the ‘sfx freeze’ info, please spread to your team as appropriate/needed.
| TBD | Team | Concern over the number of serious defects in digitization workflows (no ability to see comments, etc.). Not feeling confident about this critical functionality. Jeremy shared a code repository for APIs that CSU is using to share: https://github.com/CSU-ULMS This is an excellent model of sharing APIs and custom coding across a consortium. Thank you, again, CSUs!
| CDL should manage the Get it at UC button and make it publicly available for vendors. Vendors prefer a link to an image file, not the image file itself. For systemwide cases, Alison/Gem will open SF cases with a cc to the ICs SILS-IC-L@ucop.edu so ICs have visibility into these cases. | - Alison Ray (CDL)Caitlin Nelson and Gem Stone-Logan will find a home for the new “Get it at UC” button (image file). (CDL should manage the “Get it at UC” button and make it publicly available for vendors. Vendors prefer a link to an image file, not the image file itself. )
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