| Item | Desired Outcome | Time | Who | Notes | Decisions | Actions |
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| 1 | Check-in / Logistics | Report any major changes in availability / circumstances Anything to report on the test load? | 10 | Carlo | Tip from Ramon: change your banner to a different color to differentiate between your Test Load environment and your production environment. Jeremy also has a diff color for their sandbox. Congratulations to everyone on getting their Test Load Alma IZs! Tom may need to take time off for some meetings in the coming months for appointments. Greg has a sick family member and is on call to assist if needed.
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| 2 | ILS Data cleanup / Patron Data groups / PPC | | 10 | Carlo, Tom | Greg will be presenting at the WG meeting on Feb 19 on behalf of Patron Data. SILS Chairs: Good discussion of MVP and some discussion about needs for ongoing governance. The recording lives on the meeting notes page. Worth checking out. DRAFT MVP doc 2021-02-10. ICs don’t have a specific tab but rather will be charge of coordinating this work. ICs should review the document with their local implementation teams and ensure they have pulled down what’s needed to implement locally. ICs need to ensure the Day 1 MVP is realistic, and to look for any gaps. For example, patron data load is missing. Tip: Make a copy for local use. How will this document be communicated about? There are some areas that should be shared by Com Leads, EUOS, and local campuses.
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| 3 | Lessons Learned Homework doc | Share any systemwide issues from the Test Load | 20 | All | Migration form: Downloading the migration form from google drive corrupted the form. It exposed a hidden tab and corrupted something in the locations tab. Laurie had to help out. Lynne also had trouble with the form in google drive. Tom used Box so didn’t experience this problem. Tip: Be sure to lock the file so edits don’t get overwritten.
Validation tool: New validation tool was problematic. Greg had to run the files in a particular order to avoid getting error messages. Opened a ticket on BC but never received a solution. UCB got permission to use the old validation tool. Would like this tool to be able to handle backslashes.
Good to know: Moments of “yuck” WMS extract! Trying to combine sets to create the final file at UCR. ExL ended up doing it. Then UCR was able to validate it. Non-UTF8 format needs to get fixed. UCSC fixed all theirs. Super slow Alma during extract. Extra resources got added to the server that helped. None of custom labels made it into the output file at UCSD.
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| 4 | Timeline review / PM update Questions should be posted to Basecamp 2 weeks ahead EOD Wednesday for special meetings and EOD Monday for Thursday standard office hours. working copy timeline Confluence Implementation Timeline Timeline Feedback Plan for the process of approving the timeline with ICs Requesting a Zoom call with an Ex Libris consultant is fine when you need F2F to resolve a complex discussion. Reach out directly to that consultant on BC. | Stay up to date on timeline / deadlines: Basecamp To-Dos and share FYIs | 10 | Lena | Data security form: WG recommends asking local campus testers and staff with Alma accounts to read the Data Security Acknowledgement doc. Office hours: cancel Office Hours if no questions are submitted. Questions for Office hours are due by end of day Monday. (Note: Test load questions should be asked on your Sales Force case, not at Office Hours.) At PM meeting on Tuesday afternoon, Marci will confirm whether questions for office hours were submitted. If no questions were submitted, PMs will cancel the office hours and announce it broadly on slack. Lena will cancel the meeting invite in Outlook.
Primo VE links will be shared privately in your SalesForce case rather than posted on Basecamp so you can decide how broadly to share the link. Alma accounts estimate: Survey for ICs. Due Feb 19. Shared accounts was a topic on Alma-L Next steps would be coming up with guidelines and best practices for managing accounts (do we allow shared accounts? etc.) Named accounts have been a good tool to help train students when mistakes are made at UCSC. How to ensure students who have left don’t keep accessing Alma? For named users, Seattle Public had a nice script that looked in Active Directory and would automatically deactivate Horizon (our ILS) accounts. It was really nice. Maybe something similar could be done with the Alma APIs? Not sure how that'd work with the campus systems. (It's tougher for students, who may end employment but still be in the campus directory as active students). if can get a proper feed going of students who have left employment at the library, you could definitely run an API on that. Just remove all roles that aren't "patron"
Upcoming: | | |
| 5 | Technical communication & engagement next steps https://docs.google.com/document/d/1sI5GAZCMFdyXn8UWoOa01dk6N_mjKVXamNUrj2Iizp4/edit# | Report on progress. Debrief on Feb 5 meeting. Subgroup A “expertise” (Carlo, Lynne, Liz M) Deliverable: Create a document by the end of Nov to be shared with ExLibris. Meeting with ExL 2/5 at noon. Subgroup B, part 1 “questions how to” (Tom & Carlo, Greg to create a seed document; crowd source) HOLD for now Subgroup B, part 2 “external resources” (Lakshmi)- Deliverable: build list of resources over time on Confluence so it’s available to all. Resources stub page started. DONE! Subgroup C: PPC and IC co-chairs + PMs - DONE!
| 0 | Carlo, Tom, Lynne | Debrief on meeting with ExLibris: 30 minute meeting Ex Libris is willing to join FG or IC or other meetings to address specific issues. Ex Libris has never implemented a consortium with a remote storage facility that functions as a library. We are the first! We asked ExL to refer us to other consortia with the caveat that the migration/implementation team may not have experience with other consortia. Svetlana has a lot of consortial experience. The RLF fulfillment meeting will be a good chance to work as product experts advising us.
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| 6 | Managing named users and API use cases | Discuss. Note: These are two different issues. How do Alma campuses manage user accounts? How do non-Alma campuses manage user accounts? How many API calls are used now by each Alma campus? What are the API use cases? What guidelines do we need?
From Ex Libris Documentation:
”Named Users are users that have at least one role allowing them to log in to Alma. This includes all users with a role other than Patron, Instructor, or Trial Participant. The number of Named Users for an Institution can be identified using the Staff Login Report (Configuration Menu > General > General Configuration > Staff Login Report). This can also be calculated in Alma Analytics by creating a report in the Users Subject Area and adding a filter for Role Type is not equal to / is not in: Patron; Instructor; Trial Participant” | 30 | Alma campuses | MAKE THIS HOMEWORK Has anyone exceeded their max daily API? No at UCR, UCSB, UCD UCI highest is 10K/day; 265 named users. They have 500K UCSB has never done more than a 2K/day (CDL request, spineomatic); uses SRU for a popular music website (wax recordings!). Jeremy really likes SRU and has created libraries. He created overlap reports at CSU for physical to electronic which Alma analytics doesn’t do. Lynne noticed she only had 425 API calls in Test Load. That’s not the
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| 7 | Other / Homework | | 0 | Tom | | | |
| 8 | Q&A (recurring) | Q&A during the IC meeting as a first stop before asking a question on Basecamp. If it’s time-sensitive, post to slack (IC channel, SILS Chairs are good options) Any issues that we want to seek broader input from other consortia? | ? | Carlo | | | |
| 9 | Questions for Ex Libris PM (recurring) Post questions in Basecamp as they come up. It’s open 24/7! | Note: We lose in efficiency and we may lose in translation when questions go through the PMs. When topics come up that should logically go to Basecamp to the Ex Libris consultants, invite an IC (or appropriate person) to take point on that issue. | 0 | Lena | | | |
| 10 | Parking lot | | 0 | | Early February: Carlo suggested having a UC-led discussion on accounts with existing Alma campuses (assigning roles, etc.) at an IC meeting) - 90 minutes at least. Department heads should be invited. TBD: Buddy system (Adrian Petrisor, Com Leads) Timing: after spring workshops, if there’s interest
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| 11 | | TOTAL | 90/90 | | | | |