2020-06-29 IC-SC Meeting notes

Timeline and deliverables from Patron Data and ILSDC

Awareness of progress and any changes to the timeline and deliverables from charges of ILSDC, Patron Data. Do these still make sense, for work and deadlines?

• ILSDC, Catherine (Tom is liaison)

  • An updated, expanded list of data cleanup activities and assignments that need to be accomplished prior to the initial data migration. Due April 2020 to the Implementation Coordinators.

  • An updated, expanded list of data issues which require harmonization decisions, to be made available to the Implementation Coordinators group. Due June 2020 to the Implementation Coordinators.

  • A register of post-migration QC tests and results from each campus implementation team.

  • Final report of any uncorrected or ongoing post-migration data issues, including recommendations to address them. Report will also include recommendations on how to manage long-term data issues or those that arise after migration is complete. Due fall 2021 to the Implementation Coordinators and SILS Working Group.

• Patron Data, Greg (Carlo is liaison)

  • An inventory of current patron data sources and system integrations at the campuses.

  • A list of patron data cleanup activities and assignments that need to be accomplished prior to the initial data migration. Due March, 2020.

  • A list of patron data issues which require harmonization decisions, to be made available to the Implementation Coordinators group. Due June, 2020.

  • A register of post-migration quality control tests and results from each campus implementation team. Due late 2021.

  • A final report of any ongoing post-migration data issues. Due late 2021.

20 (10. mins each)

Greg, Catherine

Patron Data

• An inventory of current patron data sources and system integrations at the campuses. Done!

  • Per the minutes from the PDCG meeting on May 11^th, after discussion between Caitlin and I, this requirement was deemed unnecessary as it had already been completed earlier by the SILS ICs and posted here.

• A list of patron data cleanup activities and assignments that need to be accomplished prior to the initial data migration. Due March, 2020. Done!

  • Since our group did not formally come together and begin meeting until May 2020 (kickoff was late April), this due date was not met. However, a folder was created within the Patron Data share in the SILS Google Drive site, where each campus has shared an anonymized document detailing work they are doing in support of the patron data cleanup for the SILS migration.  Some, non-Alma sites, are much more complex than those from sites already on Alma.The final two campuses needing to provide a document did so this past Friday, June 19th

• A list of patron data issues which require harmonization decisions, to be made available to the Implementation Coordinators group. Due June, 2020.

  • This has been an ongoing general topic for us which led to specific sub-topics of discussion and from what we can tell there are none: Done!

    • PDCG initiated the Decision Page on the question of a single unified user database versus separate institutional user databases

      • The approved decision was separate institutional user databases, which then removed a requirement for patron data harmonization in this regard. Had this decision gone the other way, then most assuredly there would need to be a detailed patron data harmonization discussion

    • We also created a Decision Page regarding the migration of expired patron records

      • The decision was assigned to the Fulfillment & ILL FG and guidelines were approved.

      • PDCG members should be sharing this decision with whomever at their home campus is managing the patron record data extracts and local patron record batch deletions

    • We most recently discussed if direct borrowing (e.g., a UCSD student goes to UCI to checkout a book in person) required some level of harmonization

      • Information I received from Ex Libris clarified the setup and process; harmonization is not required.

      • We finalized the topic at our 6/22 meeting and I was going to write-up our findings and share it with the Fulfillment & ILL FG chair.

• A register of post-migration quality control tests and results from each campus implementation team. Due late 2021. Any questions?

• A final report of any ongoing post-migration data issues. Due late 2021. Any questions?

Check-in / Update

Report any major changes in availability / circumstances

5

All

Anything issues from Slack, Email, Basecamp that need discussion, action?

5

All

Ex Libris vanguard meetings

Summarize communication plan for publicizing and inviting staff to Ex Libris weekly vanguard meetings:

• weekly project updates

• special meetings (training, migration, etc.)

• office hours

Determine the best way to share the Zoom info, weekly topics, and links to basecamp for adding questions. (Q&As will cover questions that are asked in advance; questions will also be answered post-meeting from the meeting chat)

ICs and SILS Chairs are empowered to select the specialists at their campus who should attend (question-asking priority will go to the Vanguard institutions.)

Where will this be documented for reference?

How do we publicize the meeting recording spreadsheet? Put it in the Cohort main folder (rather than IC folder)? Link to it from Confluence home page? Include best practice of recording to the cloud when possible for easy sharing.

5

Lena, Caitlin

Testing vanguard

Continue discussion….

What’s the plan for the vanguard environment (including sandboxes) during the vanguard phase?

How do we ensure local testing doesn’t interfere with systemwide testing: coordinating so we don’t step on each other

What’s the best way to allow non-vanguard libraries to have access to vanguard environment to see how data is showing up? Allow broad access as much as possible

All chairs meeting on vanguard environment/testing: Would Tom and Carlo want to facilitate that discussion? What information do we need to answer before we put it on the agenda? Which date? July 15, 29, Aug 12, 26?

10

All

Decisions in process

All-decision Rollup

Awareness of any decisions in the queue that need consultation from ICs

Do we need to revisit the idea of having PMs (or someone) review decisions in process to ensure the RACI/decision-making process is fleshed out? Would a “final” date be helpful for the decision rollup? Currently, the due date is the closest thing but it might vary by weeks from the final approval date.

5

All

Set IC agenda for July 2 meeting

10

All

Other / Homework

TOTAL

60 / 60