2022-05-18 Meeting notes

The meeting recording is available for download in the OT Shared Google Folder, which you can access using this link: https://drive.google.com/drive/folders/15YdQrta5wajuYcBCXWhYw_SOxN8-ERL1?usp=sharing

UCOP Statistics and Analytics - Discussion with Danielle Watters Westbrook

Training/webinar on how to get some of the UCOP statistics pulled from Alma

Review and discuss questions related to UCOP Statistics and Analytics with Danielle

Update from Working Group re: training/webinar on how to get some of the UCOP statistics pulled from Alma

50 mins

Danielle / Team

• We’ve been working on an Analytics Status Report document that we wanted to send to LG and DOC; originally with an ask to have an exemption or more time on the deadline

  • Danielle has some information and insight on this; and helped us realize that we don’t need to actually ask for anything, but instead provide an update on the current status of the analytics situations

• Context about our data obligations:

  • UC Libraries have numerous external data reporting and obligations - some from ILS and some from other areas

  • 5 reporting obligations, may be additional:

    • to our insurance, for maintaining our insurance policy

      • all holdings by location; annual obligation

    • All campuses report data to IPeds

    • There are also reporting obligations with being an ARL member

• Based on these obligations could we get an extension or recusal?

  • It is not likely, and not presently a systemwide decision, because all of these obligations are institution based

  • Requesting recusal would be a campus based decision and would require input from local leadership teams

• What do we do when we know we’ll have data integrity issues?

  • This is a case by case decision, so it depends; it is up to each campus

  • Data imperfections are incredibly common; migrations impact the quality of the data, as well as the systems we have available to access the data

    • Generally, we document issues that are outside of our control

    • Document the changes, noting when it is the result of improvements

  • Danielle is happy to be a resources for campuses to share historical data

• There is a shared desired to move to centralized reporting; not feasible unfortunately due to the NZ, but OT is addressing this with ExL and CDL is hiring a position to help with a more robust systemwide data reporting system

• Similar to what previous-Alma campuses have already done, we need to do the best with the data we have and submit that

  • Yes, and it would be valuable to use existing templates from the previous-Alma campuses to help the new to Alma campuses

    • Some tailoring will likely be needed; we know data integrity issues exist at the IZ level as well

• Any additional questions for Danielle?

  • UCOP asks for statistics every year, correct?

    • Yes

    • Is that what we were asking for an extension for?

      • Asking for recusal or extension for UCOP also seemed like an ask for recusal or extension from ARL, ACRL, and IPEDS, since there is so much overlap

  • Schedule D isn’t the challenge; there will be data irregularities, but that’s not the schedule that is most concerning

    • Folks in ILL feel incredibly challenged about how to get stats for the shared print

    • Could we be successful if we targeted which schedules would be more out of whack than others?

      • Would welcome a conversation with the Resource Sharing Group about what the issues are; there is more flexibility around this particular schedule

      • Previously when campuses have had issues with their data, it’s been up to them what to report and why

        • Sounds like we could start with the how

  • If the [NX Analytics?] time-out issues can’t be resolved, does it make sense to pull our data out and put it in another oracle system so we can access it?

    • At present, not sure how much this is impacting individual campuses

    • CDL should be pulling the data that needs to be pulled from the NZ and provide it to campuses to add it to their IZ data

      • Action: Danielle will follow-up on this to confirm that this is the case

  • The equivalent of CDL at the CSUs created several shared analytics reports, and the whole report would answer each question

    • This saved a lot of time, and was helpful for campuses

    • Because the CDL Data Analyst will not be starting until the summer, this wouldn’t be something CDL could support this year

      • Reducing the workload for many would be relying on the existing Alma campuses sharing their experience and expertise

  • What happens if a campus fails to report to UCOP?

    • This hasn’t happened in the past; one-system and one-partnership

    • CDL reaches out in July to start the conversation, reaffirm the requirements of the reporting haven’t changed in terms of the templates, and ask folks if the timeline could work for them

      • Wouldn’t want to make decisions about what to do, without engaging that campus and exploring other potential solutions

    • No clear answer at this point, because this hasn’t been the case previously; guessing it would be a conversation with that campus

  • Is there any QA done on the data that is provided in these stats?

    • Previously there has been no way for CDL to check source data because ILS’s were at the campus level; but they were processed, reviewed, and followed-up on when certain things seemed off

    • CDL shares the data back with all campus contacts to ensure source data is reflected in the submission

• Thinking more about resource sharing and how that is reported, and that this might be a schedule that is further impacted other than just data integrity

  • Would be good for Danielle to meet with Caitlin and Alison; Danielle will ping them directly

• The next question for OT - what do we want to submit to LG if anything?

  • Originally document was asking for recusal or extension; clearly neither of these requests are possible

  • But in our discussion with Danielle yesterday, she recommended that we provide a 3-5 bullet point of what our current path is and the issues that we are seeing, and ultimately explaining that there will be imperfections and probably more so than previous years, so we set those expectations

  • What does the rest of the team think?

    • The group is in agreement that this is a good path forward

  • Volunteers for overhauling the document we had into the 3-5 bullet point document we’d like to have instead, so we can send that to LG

    • Todd and Sarah would like to help with this

    • Tom and Caitlin will also assist with this

• Sarah and Ramon are working on the workshop for the not-already-Alma campuses

  • Sarah has folks who are willing to be part of the presentations from UCI and UCR and UCSC

    • Closing in on June 2nd in the afternoon for the presentation

    • Hoping that if we do this on June 2nd, that will give campuses enough time to implement what we’ll demonstrate by the July 1st date

    • Envisioning going through the UCOP schedule and talk about it

      • Also have dashboards for IPEDS; will be focusing on UCOP for this session

    • 90-minute session, so there is plenty of time for the demo and Q&A

  • Anything that Sarah needs from Danielle?

    • Will be nuts and bolts, so the only thing is that if we don’t have to do a certain schedule, then won’t cover it in the workshop

    • Was hard to get folks to be willing to show what they’re doing, because not everyone feels confident in what they’re doing

      • UCSC turned in wonky stats for 3-years post migration, for UCOP and the third-party groups

        • It’s a really accepted part of system migrations; so doing an expectation setting document with UCOP will be helpful, and so then campuses won’t have to do as much explaining as well

• One thing about the current process with UCOP is that there is an opportunity for each campus to change prior year data to show a difference in the starting value to the finishing value

  • Campuses can also update their data mid-year

• Danielle will reaffirm the data that is shared with campuses (tier 1 and tier 2) that is in alignment
• Danielle will work with Caitlin and Alison
• Danielle will investigate the schedule for deselection and shared print
• Danielle will aim to give answers to these questions before the June 2 training workshop

Updates - from All-Chairs, Leadership Group, etc.

Provide updates from other SILS meetings

5 mins

Tom

• From All-Chairs:

  • Tom shared a bit of what’s going on in regards to analytics; we have a lot more information now that will need to be shared back to All-Chairs

  • Tom will also be informing the resource sharing folks that Danielle will be getting in touch with them to further discussing analytics

• From LG:

  • Worked on their own work plan and also discussed the agenda for the town hall that LG wants to have

  • Didn’t settle on a date, but probably on June 16

    • Since it will be after the analytics workshop, will reference the workshop so folks can go back and view it if they couldn’t make it live

    • Also introduce LG and the roles of the Teams and Subteams, and going over SILS principles

      • Also want to emphasize that a lot of what we’re doing now in operations mode is not critically time sensitive the way it was when we were in the implementation phase

      • We’re really trying to make things operational and iterative as we go along; it’s okay if something gets delayed, but we shouldn’t be stressing ourselves out or making unreasonable accommodations to make things happen

        • Would just increate burnout for those who have been in the SILS cohort for multiple phases

    • Even with analytics, we’re going to write-up a document that says, we’ll do the best we can, and this is what we have

Q & A Session - Including Questions on Slack since last meeting

Any questions from the team?

Questions from Slack?

0 mins

Team

• Did not discuss due to time

Topics or questions for the Ex Libris Support Meeting

Any topics or questions that should be addressed at the next monthly Ex Libris Support Meeting?

4 mins

Team

• Any topics or questions that should be addressed at the next monthly Ex Libris Support Meeting?

  • The lack of meaningful information in Ex Libris' emails or status updates when there is a service disruption

    • Saying they acknowledge that something went down and that they got the service working again isn’t enough

  • Did we ever establish a timeline for when we report when it goes down?

    • When would ExL tell us when it the system goes down, and how?

  • They need to provide more information

    • It would be good feedback for them that they should include in their email that a root cause analysis will be released later

Discuss System/Component Down Communication Path

Review and discuss progress on updating format to decision tree

3 mins

Jackie / Team

• Review and discuss progress on updating format to decision tree

  • Caitlin and Jackie added a table to page 5 of the document

    • Was difficult to conceptualize a decision tree, so used this table format instead

  • Does this make sense, before continuing to modify it?

    • Folks can get back to Jackie and Caitlin asynchronously; can comment on the document of Slack Jackie

    • Will be nice to have something eventually, but no hard timeline for this

Executive Session

Private discussion as needed

Parking Lot

Capture important topics for future discussion

• Taking the Temperature Survey

  • Discuss Responses from Survey, particularly the What worries you? and What are you most excited about? sections

• Communication with Subteams, Cohort, and Campuses

• Need to create a page for System Down Reporting

Total

62 mins