2021-01-13 ACQ/ERM FG Meeting notes

Date

Jan 13, 2021 11AM-12:30PM

Zoom:

See calendar item or inquire with Chair for Zoom details.

Attendees

@Lisa Spagnolo , UC Davis (co-chair)
@Mark Hemhauser (Unlicensed) , UC Berkeley
@Paula Pascual , UC Irvine
@Stacy McKenna , UCLA
@Sarah Sheets , UC Merced
@Carla Arbagey , UC Riverside (co-chair)
@Judy Keys , UC San Diego
@Lisa Wong , UC Santa Cruz (timekeeper)
@Holly Eggleston (Unlicensed) , California Digital Library
@Susan Boone , UC San Francisco (notetaker)

Not Attending

@Maricel Cruz (Unlicensed) , UC Santa Barbara

Future agenda items

Discussion items

	Item	Desired Outcome	Time	Who	Notes	Decisions	Actions

	Item	Desired Outcome	Time	Who	Notes	Decisions	Actions
1	Assemble	Getting situated, reviewing agenda, roles	5
2	Admin Items	Announcements Action Item Checks	5	Lisa S.	Lisa S. submitted Basecamp item re: whether monthly release updates would be deployed in the test environment one week after the sandbox. (Test environment is considered a production environment.) https://3.basecamp.com/3765443/buckets/15553579/messages/3368664794 Susan Step A (UCSF added a co-IC)		Lisa S. will go through Confluence and close out open action items
3	Updates: specifically from PPC (and other SILS groups)	Shared understanding of PPC and other SILS group activities, including what is routing to/affecting our FG.	10	Lisa S. / others	PPC Meeting 1/8 - Meeting Notes SILS FAQ - consider what is surfacing for this in our area to shape into content - for more extended discussion 1/13 ; proposed fiscal close item on FAQ/AEFG notes page, please review and edit by Jan 15. AEFG notes: planning for freeze and cutover. Once ExL completes work on test load, we’ll have the cutover schedule. Plan set a systemwide Acq meeting sometime in February to discuss the impact of fiscal close timing and data prep lead time for campuses who need to take additional steps to extract invoice data (UCB and UCSF). Timing will also be heavily impacted by shelter-in-place orders and the backlog that has created. Deadlines: for FAQ - end of this week; for MVP, per PPC, sounding like later in January (and definitely before test environment)		Holly will update the Confluence page on Shared Vendors Lisa S. to get deadlines for SILS FAQ and MVP documents
4	Prep for Ex Libris session on electronic resources - 1/21; and Acquisitions 1/25.		15	Lisa S.	See Google Doc to capture questions/items from FG perspective (has message from Internal Training Team to Cohort for links to relevant docs/forms). Deadline to submit is 01/13/21 for E-Resources; 1/19 for Acquisitions. Discussion of training and system management post go-live (Phase 5?). We anticipate ongoing issues which need coordination among campuses : Mark recommended we maintain a systemwide Acq group. Jharina emphasized nature of eResources troubleshooting. The NZ adds a layer of complexity which will need ongoing development of best practices. We’ll likely need a central governing body to provide structure and guidance for display decisions, setting expectations (what’s in the NZ, how are overlay priorities set) Review of SILS Chairs https://uc-sils.atlassian.net/l/c/Qj1rAJ2t meeting notes, item 5, Internal Training: Lisa S.: Beyond boilerplate training, what specific trainings do we need to plan for? CDL recharges? Other? Holly: Test load priorities (lessons learned from vanguard) how much time do we realistically have to test migrated data, make configuration decisions, and deal with workflows before go-live?		identify what we need to schedule for training
5	Prep for Configuration Review / Full Test Items		20	All	[Insert link to configuration form. This xlsm download? https://knowledge.exlibrisgroup.com/@api/deki/files/76654/Alma_Configuration_Form_Sample_-_Extended.xlsm?revision=15] - Basecamp: https://3.basecamp.com/3765443/buckets/15553579/todos/3094037408 Including IP range definition testing as discussed end of 2020. Update from campuses who had their config meetings. Review of Test Load Configuration page (copied from Vanguard version)		LS will check with Josephine (Discovery Chair) to check whether interface scoping needs a decision page. Mark shared the generic acq mapping form as an attachment sent to the AEFG list
6	MVP spreadsheet	Structuring continuation of testing from decision pages, shaping path for full test load / go-live phases.	15	All	Continued discussion of Minimally Viable Product, and expectations for go-live (Day 1, Month 1, etc.) for consortial functionality. How to shape test load stage, and policy/practice level discussion in AEFG. Planning post-Vanguard activities: workflows to develop; configuration recommendations, etc. Items that may not need harmonization for test load but further out. 12/2: See spreadsheet: Work Inventory for IT, work being done on MVP for the local level 12/9: See PPC spreadsheet in progress		Look over AEFG tab to confirm there are no gaps.
7	Wrap-up	Identify/confirm next actions	5	All	AEFG Meeting scheduled 1/20/2021 (Inauguration Day) we’ll check in and play by ear
8	Parking Lot	To save for future discussion	75/75		Circle back to Shared Vendors outcomes - from 12/9 meeting notes (https://uc-sils.atlassian.net/l/c/dFGWARAe ) Licensing discussion: Need to build out timeline, investigate what data can be exported, what we need to have in place.