When you join the meeting, rename your Zoom name to your name + SILS group (Go to Participants, find your name, click on More, then Rename. Or, click the 3 dots in upper right in your own screen and drop down to rename.)
Attendees
Christine Barone, Project co-manager (SILS Chairs co-chair), out
Lena Zentall, Project co-manager, (SILS Chairs co-chair)
Aislinn Sotelo, Shared Governance Task Force, out
Beth Callahan, Public Services EL
Carla Arbagey, Acquisitions & ERM FG
Carlo Medina, Implementation Coordinators
Catherine Busselen, ILS Data Cleanup
Cathy Martyniak, RLF SILS Planning Group
Claudia Horning, Digital Collections FG
Danelle Moon, Archives & Special Collections EL
Dominque Turnbow, Internal Training
Elizabeth Rodriguez, Fulfillment & ILL FG
Greg Ferguson, Patron Data
Jess Waggoner, Discovery FG, out
Joe Ferrie, Fulfillment & ILL FG
John Riemer, Technical Services EL
Josephine Tan, Discovery FG
Lisa Spagnolo, Acquisitions & ERM FG
Liz Miraglia, Resource Management FG
Lynne Grigsby, RLF SILS Planning Group (absent 7/15/20))
Mary Elings, Archives & Special Collections EL
Melanie Ramiro, End User Outreach
Rachel Jaffe, Digital Collections FG
Rikke Ogawa, Public Services EL
Sarah Wallbank, Resource Management FG
Stacy Brinkman, End User Outreach, out
Stephen Gurnick, Patron Data
TJ Kao, ILS Data Cleanup
Tom Bustos, Implementation Coordinators
Xiaoli Li, Technical Services EL
Guests
Ben Alkaly, Communication Operation Leads, chair
Chris Shaffer, SILS Project co-chair
Günter Waibel, SILS Project co-chair
Neil Weingarten, PM Training
Discussion items
Item
Desired Outcome
Time
Who
Notes
Decisions
Actions
1
Zoom name
Start recording!
Welcome!
When you join the meeting, rename your Zoom name to your name + SILS group (Go to Participants, find your name, click on More, then Rename.)
Ben and Lena will be watching chat today.
0
All
2
Quick announcements (shared via Slack)
Deadline for setting passcodes on Zoom meetings was extended to September 27.
1
3
SILS co-chairs update
5
Chris
SILS Principles are approved and posted on the website. These have been a valuable resource throughout the project
4
Timeline review (recurring)
Awareness of what’s happening, coming soon in the project
Sep 4: Vanguard Alma environment with test data ready for review and testing
Sep 16: Vanguard Primo VE ready for review and testing
Nov 6: Vanguard completion (estimated)
5
Lena, Caitlin or IC chairs
5
Communication Leads update (recurring)
5
Ben
Virtual town hall kicked off yesterday. These sessions will be recorded and available (probably on google shared drive)
For questions, the Com Leads are considering asking chairs to solicit questions from their group in advance to spark conversation. COL could craft some talking points for discussion if desired.
Idea for breakout rooms - any interest? what might this look like? Choose a facilitator for each room (perhaps chairs) to make it work well. Also a case for keeping everyone together to learn about areas that might not be in their radar.
Josephine tried breakout rooms in Discovery. In the last 15 minutes, she created 3 breakout rooms for subcommittees to have their first discussion (rather than waiting to poll for a meeting date!) - great idea!
Com Leads will invite town hall guest speakers based on when it makes the most sense in the project timeline
6
Vanguard testing for non-vanguard campuses
Awareness of how accounts for vanguard environment are created.
Awareness of needs assessment survey for non-vanguard campuses to identify use cases for non-vanguard involvement.
5
Tom (IC co-chair)
Vanguard testing for non-vanguard campuses
Ex Libris will give us one sysadmin account for every instance (5 IZs + 1 NZ); those sysadmin accounts can then create as many local accounts (of any privileges) as needed.
So, it’s possible to create non-vanguard accounts as needed.
But - we need to find out what’s actually needed!
ICs / PMs will be conducting a needs assessment survey for each non-vanguard campus to identify use cases for non-vanguard involvement.
PPC / FG chairs will be identifying use cases for functional group testing that would involve non-vanguard members.
Once we have a list of the use cases / needs, we can make a plan to accommodate them.
Possible solutions:
Shared accounts for non-vanguard staff?
“Vanguard Buddies” where a VG campus hosts a non-VG campus staff
Demos or show and tells from VG campuses
Pair or group work with VG and non-VG members doing testing
Also: the end of the vanguard phase will involve a lot of “lessons learned” sharing.
The last few weeks of October leading into the Implementation Phase will have multiple opportunities for all campuses to share their assessments of the vanguard data and experience.
NZ is only available for account access by NZ group members but you can see NZ data in your campus IZ.
What about Primo VE? Will this be the same as Alma – sysadmin. Ask ExL
We will be able to do analytics during the vanguard phase.
7
Flagging any significant issues (recurring)
5?
8
Deep dive: Decision template
Understand how the decision template works: stakeholders, communication plan, dependencies with other groups, decision-making process, timeline, etc.
What’s working with the template and how could it be improved?
guest speakers: Liz, Lisa, Xiaoli, Josephine
30
Liz, Lisa, Xiaoli, Josephine, Ben
Liz
useful for keeping notes (background and questions to consider);
RACI is useful – a little challenging but helpful to think through.
Would love a way to tag other groups in the RACI so they can see what’s coming for them so they can watch the page more easily.
Assessment component in each decision: this is how we’ll decide, what pitfalls might be encounter.
Lisa
Split a decision page into two because an issue needed to be continued by 2 different groups.
P2E touched many groups - ensure the linkages are well-defined in the page.
Advice: Be clear what the approval path is
Advice: Call out dependencies
Advice: Describe the decision-making process well
Include assumptions and modify as you learn more – Action log is really useful!
Xiaoli
Consumer of decision pages more than a creator
Choosing the title is important: Make it descriptive. If the decision is about vendor records, put it in the title.
Dynamic. Make sure any change is clear, and if you have made a change to the recommendation - Make sure PPC approves it.
Suggestion: Add Decision rollup page to your group’s home page on Confluence so it’s easier to find. Ben noted Com Leads have added a link at the top of the finalized decisions page: Cohort decisions
Consultation outside the cohort: Put the groups into the “C” consulting list or not?
Josephine
Kudos to members who have been creating great pages for Discovery to use!
Created a decision rollup page for Discovery. Wherever Discovery is mentioned in a decision, they tag the decision with “discovery” in the label area at the bottom right of the decision page.
Tap consulted groups well in advance as a heads up that a group will be consulted. Josephine tags decisions immediately when she’s notified.
Alternative to rollup: Advanced search in Confluence: search by label.
At UCSF local group defined RACI at the top of their rollup. Their rollup includes the RACI with who’s assigned to each part of the RACI
The tags and the terminology used in the RACI (especially the C’s) should match with the label used for rollups
Sometimes the decision at the top is filled out and sometimes it’s not. Please fill it out.
Question: will the decision status get updated automatically and will you get notified? or is that too ambitious?
Define RACI at the top of the rollup page or decision pages (see UCSF example)?
Lena Zentall (Unlicensed) and PMs to investigate how we could make labels and decision rollups for each group to monitor decisions. Josephine’s example. Work with PPC (Xiaoli and Claudia)
Joe: We are hoping to test the resource sharing broker integration in the vanguard. Are we anticipating the Ex Libris will have the resources to do this?
What about Primo VE? Will this be the same as Alma – sysadmin.