2021-02-11 Meeting notes

Date

11 Feb 2021 2-3:30 pm

Attendees

Discussion items

	Item	Desired Outcome	Time	Who	Notes
1	Check-in / Logistics	Report any major changes in availability / circumstances Anything to report on the test load?	10	Carlo
2	ILS Data cleanup / Patron Data groups / PPC	Patron Data (Carlo) ILS Data Cleanup (Tom): co-chairs visit on 3rd Thursdays. TJ Kao will join on 2/18. PPC: Review final decisions (as needed) SILS Chairs/Coordinators meeting update & actions	10	Carlo, Tom
3	Lessons Learned	Share any systemwide issues from the Test Load	20	All
4	Timeline review / PM update Questions should be posted to Basecamp 2 weeks ahead EOD Wednesday for special meetings and EOD Monday for Thursday standard office hours. working copy timeline Confluence Implementation Timeline Timeline Feedback Plan for the process of approving the timeline with ICs Requesting a Zoom call with an Ex Libris consultant is fine when you need F2F to resolve a complex discussion. Reach out directly to that consultant on BC.	Stay up to date on timeline / deadlines: Basecamp To-Dos and share FYIs	10	Lena	Feb 11: What to expect when Ex Libris delivers Alma environments & Using Alma for Data Review (combined into 1 meeting) Data security form: WG recommends asking local campus testers and staff with Alma accounts to read the Data Security Acknowledgement doc. Would another option be to ask staff to read the doc and complete the form, but not require ICs to confirm they have done it? We could add a link to the form on the document. Office hours: cancel Office Hours if no questions are submitted? Primo VE links will be shared privately in your SalesForce case rather than posted on Basecamp so you can decide how broadly to share the link. Alma accounts estimate: Are the accounts ICs have in Alma in Test Load an accurate count of how many they will need? Will we get a usable number when we get our test environments with accounts in it. Survey forthcoming. Upcoming deadlines:
5	Technical communication & engagement next steps https://docs.google.com/document/d/1sI5GAZCMFdyXn8UWoOa01dk6N_mjKVXamNUrj2Iizp4/edit#	Report on progress. Debrief on Feb 5 meeting. Subgroup A “expertise” (Carlo, Lynne, Liz M) Deliverable: Create a document by the end of Nov to be shared with ExLibris. Meeting with ExL 2/5 at noon. Subgroup B, part 1 “questions how to” (Tom & Carlo, Greg to create a seed document; crowd source) HOLD for now Subgroup B, part 2 “external resources” (Lakshmi)- Deliverable: build list of resources over time on Confluence so it’s available to all. Resources stub page started. DONE! Subgroup C: PPC and IC co-chairs + PMs - DONE!	0	Carlo, Tom, Lynne
6	Managing named users and API use cases	Discuss. Note: These are two different issues. How do Alma campuses manage user accounts? How do non-Alma campuses manage user accounts? How many API calls are used now by each Alma campus? What are the API use cases? What guidelines do we need? From Ex Libris Documentation: ”Named Users are users that have at least one role allowing them to log in to Alma. This includes all users with a role other than Patron, Instructor, or Trial Participant. The number of Named Users for an Institution can be identified using the Staff Login Report (Configuration Menu > General > General Configuration > Staff Login Report). This can also be calculated in Alma Analytics by creating a report in the Users Subject Area and adding a filter for Role Type is not equal to / is not in: Patron; Instructor; Trial Participant”	30	Alma campuses
7	Other / Homework		0	Tom
8	Q&A (recurring)	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?	?	Carlo
9	Questions for Ex Libris PM (recurring) Post questions in Basecamp as they come up. It’s open 24/7!	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
10	Parking lot		0		Early February: Carlo suggested having a UC-led discussion on accounts with existing Alma campuses (assigning roles, etc.) at an IC meeting) - 90 minutes at least. Department heads should be invited. TBD: Buddy system (Adrian Petrisor, Com Leads) Timing: after spring workshops, if there’s interest
11		TOTAL	90/90