2020-10-16 Meeting Notes

Consent to Record

2 min

All

Discussion with EXL

How flexible is the content in the workshops?

• Megan: in terms of repeat of content, people process the information differently as they become more familiar with the system.

• To add additional content, could need to increase costs.

What would differentiate a workshop for an existing campus vs. a new campus?

• Content would be similar, if not the same. More opportunities for workflow conversations for live customers.

Assuming certain workflows for existing campuses won’t change, would it be possible to remove those sections from the workshop and expand other sections or create new ones?

• Megan: will need to take this offline, but is likely to require a price increase.

How do we start to put the minimum pieces in place?

• As far as schedule goes, EXL will be staffing a lot of sessions during this time, so they’ve blocked off weeks in March / April / May.

• As far as agenda and content, for the already live institutions we are encouraged to keep to the standard agenda.

Can we double-up workshops (two in a week)?

• Unsure. Would need to look at it on a case-by-case basis.

Are we likely to have the same trainer for most workshops?

• Would be different trainers - most likely a few spread across the various workshops.

How will the workshops be useful for the individual campuses? What is the mechanism by which the standard agenda is refined for each campus?

• Usually, when a trainer delivers a workshop, there isn’t much conversation beforehand, rather the bulk of the discussion occurs in the workshop itself.

• The workshop isn’t a training (exercise based) - its much more focused on workflow discussion.

• The workshop is customized through the discussion.

For the shared workshops, what would the approach be for managing questions from all campuses?

• The same as the individual campus workshops.

Do sessions generally run long for shared campuses?

• No, there’s time built in to the standard agenda to account for a lot of questions. When it does happen, its usually on the tech services side.

What next steps are needed?

• Rough dates have been blocked off. If we have 5 weeks that go to individual campuses, the action item for the IT team is to let EXL know which campuses will attend which week. For the shared workshops, would need to know the same thing - who will attend which week, but also who’s Alma instance will be used, and any sensitive data in the system.

For the network / collaborative workshop, who is the expected audience? What does EXL need to prepare?

• Collaborative network team is working on this one specifically.

• Marci will reach out to the creators of the base workshop structure.

• Significant differences in how the workshop will flow based on the scope.

• The basic agenda is geared towards CDL and the decision makers for network zone workflows. Anyone who is working in the network zone would be a candidate for this workshop.

The intention of these workshops is to be 3 day, but since it will be remote it has been expanded to 5 days. With that understanding, are there already time slots for the sessions within the workshop?

• No - EXL is open to scheduling as needed for the campus, as long as the order of the sessions is the same and we don’t go past 5 days.

• For EXL, would need to know those time slots no later than 2 weeks beforehand.

Potential idea was to have a workshop later in the project. Is there a due date for when all workshops need to be done?

• EXL will take this offline and get an answer.

For the additional workshops (2-3, based on spring workshop structure), what are our next steps? When should we figure out what these are?

• For customized content, again would potentially increase cost.

• We have some time to figure out those workshops.

EXL to get the dates for the workshops that they’ve blocked off, send to IT.

Work List check-in

• CDL

• UCB

• UCD

• UCI

• UCLA

• UCM

• UCR

• UCSB

• UCSC

• UCSD

• UCSF

Certification List

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Spring Workshops

Parking Lot from this meeting

52/60 min