2020-11-05 IT-SC Meeting Notes

SDate: 05 Nov 2020

Expected Length: 9-10am

Location: Zoom (See calendar invitation or inquire with Chair for Zoom details)

Attendees:

Turnbow (San Diego; co-chair)
Caitlin Nelson (SSM, interim PM)
Katie Ritchey (Unlicensed) (co-chair)
Brian David (Unlicensed) (co-chair)

Not attending:

Prior to Meeting:

Agenda

	Item	Desired Outcome	Time (mins)	Who	Notes	Decisions	Actions
1	Check-in / Items to add to agenda? (recurring)		5	All	Review the previous action items: 2020-10-29 IT-SC Meeting Notes
2	Shifting roles	Understand how best to allocate work and support needs	10	All	Neil won’t be able to PM this group anymore, Caitlin is stepping in, but out at the Winter Break. How do we want to approach roles / work / do we need a new PM? Need a PM to fill the liaison role between the broader project and our group’s work. It’s possible for co-chairs to do ExL meetings as needed, but don’t really want to. Bigger concern is not knowing what the other groups are doing. Co-chairs can do agenda-building and visioning.		Caitlin Nelson to take this info to Lena and Christine for planning.
3	Ex Libris report (recurring)		5	Caitlin	Report from Tuesday meeting (/wiki/spaces/ExL/pages/872120535 and /wiki/spaces/ExL/pages/877953201 Notes) and ask any questions for Thursday Questions from Previous Meeting: Schedules for Analytics and Primo workshops are available in the “Spring Workshops” folder in drive. Ex Libris generally recommends these happen after go live. Additional 2 training block dates - These dates won’t be blocked off until we decide if we want to use them. Alma Certification Updates: GDrive with spreadsheet and update email “get Davis IT rep to reach out to Lisa S. and Xiaoli to find out if either are Alma certified and if so, could they provide either their congratulatory email or the certification of completion. Also UCSB etc.” Lena asks if we can make a confluence page with the certification info / dates / requirements / etc. Marci said she would provide this list by email once a month, or more as needed.
4	Calendar & Timeline check-in / Communications (recurring)	Know what’s coming up and what communications need to go out	10	Team	Timeline / Work Plan: https://docs.google.com/spreadsheets/d/13CSVYsPVnWvg_Lqw2LrAEhmsWn6H6IPK9299QAt9vAA/edit#gid=1864386615 Katie can fill out some dates on P4 Service tab (emails etc.) Brian’s calendar = confluence public calendar → audience is everyone so they know what we’re working on and visibility into IT work / upcoming events.
5	Upcoming Events (recurring)	Know what’s coming up and assign work	5	Brian (and team)	Implementation Kickoff Meeting - 11/5 10am User Management (Week 1) Implementation training Q&A on 11/9 Fulfillment (Week 2) Implementation questions due 11/11, Q&A session on 11/16 Send out Resource Management (Week 3) info by 11/17 Training documentation needs survey complete by 11/20
6	Fall Trainings	Understand what needs to be done for fall trainings	5	Team	Are the Fall training emails set up and ready to go? No questions this week- not abnormal, since everyone is already on Alma. Just double check on Merced and UC Davis Law. Katie in charge of question-wrangling for Week 2. Questions come in by Wed.		Turnbow reach out to UCD and UCM to check in on training support
7	Spring Workshops	Understand what needs to be done for spring workshops	10	Team	ExL is holding these weeks for us. The workshops should begin on Mondays (corrected dates) 3/1/2021 3/8/2021 3/15/2021 4/5/2021 4/12/2021 4/19/2021 4/26/2021 5/10/2021 Next step: Decide which 5 “new institutions” go when Survey of 5 new inst M-3/1-5 B-3/8-12 SF-3/15-19 LA-4/5-9 SD-4/12-16 Decide how to break out the 5 current Alma institutions (if we do one or two workshops) Two workshops. Real IT discussion about how to break them up. Get clarity on the CDL / Network Zone proposal if needed: are we accepting their offer for this? YES Question for ExL: what is the content here, is it really for NZ staff, or general? How else do we want to use our 2 remaining workshops? 1 Primo VE and 1 Analytics: see agendas here UC Davis Law question - do they get their own workshop? How do we prioritize UC Merced? What other topics or timing do we want? Extra one for current Alma campuses if needed?	Two workshops for current Alma campuses.
8	Agenda for IT	Get the agenda drafted and published for members and chairs to be updated	5	Team	This week’s meeting: 2020-11-06 IT Meeting Notes Alma Certification: ExL is tracking and we can stop; we’ll get monthly reports, and we’ll let them know if their campus needs a person. Each rep should look at the list and do detective work about making sure the list is aligned with expectations. Spring Workshops: Announce dates for the 5 new campuses Share Primo and Analytics agendas (Non urgent) Spring workshops: breaking out 5 current Alma campuses: Need discussion about methodology. Could be by size, length of time on Alma, by Primo VE More urgent: Decide whether we want the Primo VE and Analytics trainings and get those on the books. Rotate facilitation and note-taking: Katie, Brian, Dominique More prep work items should be assigned ahead of time. Katie to make agenda from the two we have. Whoever is not facilitating should take notes.
9	Parking Lot				What to do about future “one off” trainings like Primo Certification or Fullfillment network, etc?
10			TOTAL	60 / 60 min