2020-11-12 IT-SC Meeting Notes

Date: Nov 12, 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: 2020-11-05 IT-SC Meeting Notes What about meeting recordings? It would be better to know exactly what people are looking for and support them getting that, rather than digging through recordings…		Caitlin Nelson reach out to Neil and ask him to download the fall vanguard trainings, and upload to IT folder.
2	PM update	Get caught up on PM stuff	5	Caitlin	Joanna Kang will be onboarding next week. PMs would still like a work plan of some sort going forward. Go with the one Neil started for now - update it with new visioning ideas.	Will review workplan next SC meeting and adjust items/dates	Turnbow and Brian David (Unlicensed) will add her to the meetings
3	Ex Libris report (recurring)		5	Caitlin	Report from Tuesday meeting (/wiki/spaces/ExL/pages/893223153 and /wiki/spaces/ExL/pages/912064596 Notes) and ask any questions for Thursday Outstanding Questions [status: waiting for response from Megan and training team] Dates for Primo VE workshop (pre-go live) and analytics workshop (post-go live) Will consortial resource sharing and consortial fulfillment be part of the standard workshop schedule?
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 Note: new alma campuses are working on creating their spring workshop schedules
5	Upcoming Events (recurring)	Know what’s coming up and assign work	5	Brian (and team)	Fulfillment (Week 2) Implementation questions due 11/11, Q&A session on 11/16 Send out Resource Management (Week 3) info by 11/17 SILS Town Hall on 11/17 Training documentation needs survey complete by 11/20
6	Fall Trainings	Understand what needs to be done for fall trainings	5	Team	Q&A sessions. Who can attend to report back and make note of any follow up actions? → Brian? is there utility in someone attending these sessions? Yes for now, need to check with PMs / IT team.		Caitlin Nelson take back to PMs: special topic wrangling, and who attends the Monday Q&As? (Joanna?)
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 - Merced 3/8/2021 - Berkeley 3/15/2021 - San Francisco 4/5/2021 - Los Angeles 4/12/2021 - San Diego 4/19/2021 4/26/2021 5/10/2021 Primo VE workshop pre-go live (date TBD) Analytics workshop post-go live (date TBD) Possibility for CDL staff to attend UCSD training Next step: Decide how to break out the 5 current Alma institutions Two workshops. Real IT discussion about how to break them up. Get clarity on the CDL / Network Zone proposal if needed: Question for ExL: what is the content here, is it really for NZ staff, or general? Clarity on who is the intended audience - CDL staff / anyone working in the NZ. May need a registration process so we make sure we don’t overbook Consider giving priority to CDL staff Questions possibly slack channel What is the Zoom limit? UCOP = 300? UCLA = 500?
8	Agenda for IT	Get the agenda drafted and published for members and chairs to be updated	5	Team	This week’s meeting: 2020-11-13 IT Meeting Notes Visioning Exercise start with what we have - work plan, etc Discuss documentation or other ways to move forward Review team charter What is the overall goal: support our campus staff in using Alma/Primo? But what does that look like for each campus? We haven’t taken the time for campuses who have gone live to talk about that - would that be useful? What training did you do and how did it turn out? How else can the current Alma/Primo campuses help out. Maybe reach out to FG and have them give us a “top ten” or “top five” training list Messaging about need for comfort with ambuguity; you can’t be trained 100%; reassurance about how incomplete you might feel. What are the goals of the visioning exercise: get the calendar and deliverables; get everyone on the same page with buy-in on the vision. Tomorrow - getting specific deliverables would be challenging; but can we let people have an idea of our general method as the Team (do we want to do docs? do we want to be available for questions?) what are the ways we want to meet the objectives. Discuss workshop split for current alma campuses Confluence calendar project check-in Discuss Network zone workshop - Future meeting		Brian David (Unlicensed) will create an outline for tomorrows Meeting
9	Parking Lot				What to do about future “one off” trainings like Primo Certification or Fullfillment network, etc? who is in charge of inviting / logistics for special topics? → PM question Primo VE trainings Need clarification about who attends which Primo training session Alma / Primo VE Certification Need to draft emails and pick dates
10			TOTAL	60 / 60 min