2021-05-19

19 May 2021 9-9:50

Zoom: please see Outlook meeting invite.

📢 Recording of the meeting: forthcoming, see meeting recordings (please note: Zoom-hosted recordings will be available for 120 days after the meeting 🗓 , after which they are automatically deleted by Zoom).

Discussion items

	Item	Desired Outcome	Time	Who	Notes
1	Start recording!	Welcome!	0	All
2	Quick announcements
3	SILS co-chairs update		5	Chris, Günter	Caitlin Nelson is back! Caitlin Nelson is back (as of Monday, May 17) as SILS Service Manager. Her focus will be on CDL as operational center. She will be attending the IC, PPC and SILS Chairs meetings as a liaison to CDL as the operational home. We’ll ask her to talk more about her work at a future SILS Chairs meeting. Welcome back, Caitlin! December 22 is the end date of Phase 4 pending CoUL approval.
4	Timeline review (recurring) Reminder: Implementation Timeline on Confluence for staff without access to Basecamp.	Awareness of what’s happening / coming soon in the project	5	Christine	https://docs.google.com/document/d/1-uY1BUepKB6aGRdU-qmr90Xc3ILVFiCJm_efoqnuk8o/edit Instead of using the signup sheet above, let the PMs know if you want time at a weekly meeting. We know everyone is really busy and planning ahead for updates may not be realistic. Upcoming Ex Libris meetings: 5/20: Alma Go-Live Health checklist review 5/24: Cutover questions 5/27: ILL digitization workflows See Ex Libris meetings or Basecamp project meetings for other upcoming meeting topics
5	Cutover	Review the Cutover plan What questions do chairs have? Note: Post questions on the Cutover to do list in the appropriate “to do”	15	Lena (Tom & Carlo and others for Q’s)	Time for go-live: talk with existing Almas to see what time worked for them. Gillian: I can say for UCSC we went live early in the morning around 9am - however, our fulfillment data was delivered the day before, and we had been using offline alma for circulation UCSB aimed for 9am which was when the reserves desk opened. Joe pointed out the fulfillment situation is complex. Many of the libraries will still be closed and we don’t know the status now. Per Stacey, we can announce the time closer to go-live in July. Whatever time we say, stick with it. Individual campuses can decide when to put URLs on their website. Lynne believes it needs to be noon since there are many places on websites, DNS to update. Do we all need to choose the same time at each campus? It may be simpler to all have the same time, but it could go campus by campus. Much of the messaging from EUOS will be localized anyway, so there is not a problem there with having each campus have their own go-live time. Potentially, if one campus is not ready on July 27th, the rest can still go ahead. We want to make sure that we set reasonable expectations for campuses and end-users. We could also alert senior leadership that that fulfilling requests could be an issue. Just thinking through the AEFG side of this - we are working on an e-res troubleshooting plan for Day 1 and also once we have addressed the base URL changes from SFX to Alma Link Resolver - that will be a piece with a big link to End-User Outreach. In progress in our FG now and coordinating w/ CDL....
6	EUOS & FGs	Discuss: Set an agreed upon date when data and configurations in the test load will be stable enough for EUOS & FGs to gather screenshots for the training. Help pages for each campus will be very custom – based on what patrons are used to (e.g., if they are familiar with Oskicat that’s your starting point for explaining things.) Having a screenshot is much easier than describing it with text. Worst-case scenario is to build it now and edit later.	10	Christine, All	RMFG: Wrap up decisions by June 8 with the understanding that policy is iterative. Aiming to keep things stable for training with a few stragglers. Discovery: Targeting June 8 for guidance documents and decisions. Wrapping up decisions. Coordinate with local campuses to see how far they are in implementation of their local campus configurations. WorldCat decisions by campus (whether to direct to BWCD or WC.org). Jess will give the decision spreadsheet to EUOS. Fulfillment: A lot of variance on resource sharing forms by campus. Unclear if they will be stabilized. FFFG is working on this. Need to understand where patrons land when coming from BWCD. EUOS: Important to provide enough scaffolding to public-facing staff to feel confident on day 1. Basic understanding of functionality to help them build their mental model of how Primo works. How much time would it take to gather screenshots for help pages? The work is being done in the local groups; it’s campus by campus and will vary. UCLA is building in about 2 weeks for screenshots. And w/ Ex Libris rolling out monthly updates on various things that may affect an interface - will need to assess those screenshots regularly anyhow.
7	Systemwide Primo VE demo	Would we do this? Timing? Primo VE demo: Unknown when each campus will occur, but would have to happen before June 25. Anything after that would require screenshots, slide decks or using the sandbox.	5	All	IT, EUO, and Discovery members on each campus should be working together to decide and craft trainings for their staff on Primo. We may still give a high level Primo overview to the system as a whole; but we decided to wait until after the Primo VE workshops by Ex Libris in case one of the sessions recordings could fulfill the same purpose.
8	Communication Operation Leads update (recurring)	Awareness of communications activities.	5	Ben, Adrian	midterm phase 4 report is on the SILS website. Escalation path template – going to DOC.
9	Flagging any significant issues (recurring)		0
10	Parking Lot Feel free to add a topic to the Proposed agenda topics page on Confluence	Capture important topics for future discussion
11		Total	50/50