2020-07-15

15 Jul 2020 9-9:50

Zoom https://UCOP.zoom.us/j/93501402188?pwd=aU1BMklrR1ZZK1hOTnYzeWtZR0RUUT09
Meeting ID: 935 0140 2188
Password: 9^Vg.m
Password: 889551
+1 669 219 2599 US (San Jose)
+1 669 900 6833 US (San Jose)
+1 213 338 8477 US (Los Angeles)

Recording: https://UCOP.zoom.us/rec/share/w84tL73UyDJLWpXP8Hvba7QrNdq_X6a803BM8vtezB6u-VSYhy3VqFzdb8ag-IZo

When you join the meeting, rename your Zoom name to your name + SILS group (Go to Participants, find your name, click on More, then Rename. Or, click the 3 dots in upper right in your own screen and drop down to rename.)

Attendees

Christine Barone, Project co-manager (SILS Chairs co-chair), out
Lena Zentall, Project co-manager, (SILS Chairs co-chair)
Aislinn Sotelo, Shared Governance Task Force
Beth Callahan, Public Services EL
Carla Arbagey, Acquisitions & ERM FG
Carlo Medina, Implementation Coordinators
Catherine Busselen, ILS Data Cleanup
Cathy Martyniak, RLF SILS Planning Group
Claudia Horning, Digital Collections FG
Danelle Moon, Archives & Special Collections EL
Dominque Turnbow, Internal Training
Elizabeth Rodriguez, Fulfillment & ILL FG
Greg Ferguson, Patron Data
Jess Waggoner, Discovery FG
Joe Ferrie, Fulfillment & ILL FG
John Riemer, Technical Services EL
Josephine Tan, Discovery FG
Lisa Spagnolo, Acquisitions & ERM FG
Liz Miraglia, Resource Management FG
Mary Elings, Archives & Special Collections EL
Melanie Romero, End User Outreach
Rachel Jaffe, Digital Collections FG
Rikke Ogawa, Public Services EL
Sarah Wallbank, Resource Management FG
Stacy Brinkman, End User Outreach
Stephen Gurnick, Patron Data
TJ Kao, ILS Data Cleanup
Tom Bustos, Implementation Coordinators
Xiaoli Li, Technical Services EL

Guests

Ben Alkaly, Communication Operation Leads, chair
Chris Shaffer, SILS Project co-chair
Neil Weingarten, PM Training

Discussion items

	Item	Desired Outcome	Time	Who	Notes
1	Zoom name Start recording!	Welcome! When you join the meeting, rename your Zoom name to your name + SILS group (Go to Participants, find your name, click on More, then Rename.) Ben and Lena will be watching chat today.	0	All
2	Quick announcements (shared via Slack)	Deadline for setting passcodes on Zoom meetings was extended to September 27.	1
3	SILS co-chairs update		5	Chris
4	Timeline review (recurring)	Awareness of what’s happening, coming soon in the project We are in the Vanguard Phase (June 15 to ~Nov 6) Vanguard campuses: UCB (iii), UCLA (Voyager), UCSB (Alma), UCSD (iii), UCSF (iii), CDL Jul 13-Aug 31: Vanguard Alma training -- includes weekly training Q&A with Ex Libris (will be recorded), organized by topic Jul 31: Vanguard data load and forms due August: Vanguard test load configuration Sep 4: Vanguard Alma environment with test data ready for review and testing Sep 16: Vanguard Primo VE ready for review and testing Nov 6: Vanguard completion (estimated)	5	Lena, Caitlin or IC chairs
5	Communication Leads update (recurring)		5	Ben
6	Vanguard testing for non-vanguard campuses	Awareness of how accounts for vanguard environment are created. Awareness of needs assessment survey for non-vanguard campuses to identify use cases for non-vanguard involvement.	5		Vanguard testing for non-vanguard campuses Ex Libris will give us one sysadmin account for every instance (5 IZs + 1 NZ); those sysadmin accounts can then create as many local accounts (of any privileges) as needed. So, it’s possible to create non-vanguard accounts as needed. But - we need to find out what’s actually needed! ICs / PMs will be conducting a needs assessment survey for each non-vanguard campus to identify use cases for non-vanguard involvement. PPC / FG chairs will be identifying use cases for functional group testing that would involve non-vanguard members. Once we have a list of the use cases / needs, we can make a plan to accommodate them. Possible solutions: Shared accounts for non-vanguard staff? “Vanguard Buddies” where a VG campus hosts a non-VG campus staff Demos or show and tells from VG campuses Pair or group work with VG and non-VG members doing testing Also: the end of the vanguard phase will involve a lot of “lessons learned” sharing. The last few weeks of October leading into the Implementation Phase will have multiple opportunities for all campuses to share their assessments of the vanguard data and experience.
7	Flagging any significant issues (recurring)		5
8	Deep dive: Decision template	Understand how the decision template works: stakeholders, communication plan, dependencies with other groups, decision-making process, timeline, etc. What’s working with the template and how could it be improved? guest speakers: Liz, Lisa, Xiaoli, Josephine	30	Liz, Lisa, Xiaoli, Josephine, Ben
9	Future Topics? Feel free to add a topic to the Proposed agenda topics page on Confluence
10	Parking Lot	Capture important topics for future discussion
11		Total	50/50