2022-03-18 Meeting notes

Attendees

Tom Bustos, Operations Team (co-chair)
Stacy McKenna, Acquisitions Operations Subteam chair
Michelle Polchow, eResources Operations Subteam chair
Jesse Kruppa, Discovery Operations Subteam chair
Joe Ameen, Fulfillment Operations Subteam vice-chair
Alison Ray, Intercampus Resource Sharing Operations Subteam chair, note taker
Liz Miraglia, Resource Management Operations Subteam chair
Caitlin Nelson, SILS Operations Center at CDL representative

	Item	Desired Outcome	Time	Who	Notes	Decisions	Actions

	Item	Desired Outcome	Time	Who	Notes	Decisions	Actions
1	record the meeting	do we record meetings?				record 3/18/22, pause if need to discuss something off-record
2	Taking the Temperature	Assess the team’s agreement and bring up potential concerns.	15	Tom/Team	Discuss Themes from the “Taking the Temperature” Survey. communication flow, incl. 2 way (both up & down to OSTs) accomplish something concrete (in meetings) identify do’s & don’ts communication paths… draft vision for future of sils service further harmonization monthly newsletter and/or town hall trust of other collaborators (concern) - from outside of sils gov to sils gov, could this be assisted with good marketing (of decisions, output, input, var. collab paths) LG & OT too focused on granular issues, large vision suffers hope: things get easier/smoother (collab, harmonization etc…) disappointment in lack of comm. team (may be too much to put comm on top of OSTs' other workload) - still is key part of sils; could this be done through transparency/within regular work? rollups/tags? how to make it more clear (so people don’t have to dig for info?) aggregated issue tracking? fundamental understandings of Alma (outside of SILS gov), esp. in areas not working directly in how to make work plans more visible, both internally (for all chairs) and for larger consumption (outside sils gov)		@Tom Bustos to send out the temp survey
3	SubTeam health	Assess the meeting frequency and participation in SubTeams	10	Tom/Team	There have been some rumblings that getting some groups to meet has been difficult. Checking in with all of the chairs to see what the experience has been Acq: slow start & lost some members; moving along now: work plans, objectives Jess: had to change meeting time; record the meeting, active in slack Joe (F): attendance difficult (lots of time constraints on members); slow start, may need to change meeting time RM (Liz): taking a slower pace from phase 4, carry over burnout, ppl cognizant of their time - finding balance for gov work, glad of fewer external deadlines (as opposed to phase 4) RS (Alison): ILL folks were not directly involved in SILS and so don’t seem burned out! We have shared calendars and that’s been amazing, so can find a view for time and frequency for meeting. Going well overall. eres (michelle): going really well, feeling pressure from external, giving lots of updates, v. difficult finding balance in doing reg job in new system as well as getting up to speed on gov; how to delegate granular issues - eg 99x issue? ILL terms? - too much to keep everything in tow in one group caitlin aside: within decision pages, use RACI - consultation sections may be quite robust; before decision is made - tag other groups for consultation; could take to all chairs with specific questions. use decision pages to gather information before decision is finalized Thom: what is work plan? - a new work plan might come to another group. use this meeting to discuss specific issues/decision/workplan items that cross teams (eg. ILL terms, 99x field) How to keep rabbit holes from taking up too much meeting time? everything impacts primove!
4	ExL Support Call Questions	ExLibris / UC Library Support call is this coming Monday. Do you have any questions that would be appropriate for a consortial call with the North America Support Team? Specific Tickets that need to be addressed?	10	Tom/Team	feel free at any time to reach out to UC side of this team SILS SM (Caitlin), OT chair (Thom), OTvhcair (Jackie), NZ Admin (Gem SL) “Tier 2” tickets taking too long! Shelf ready ticket FTP import (06217600) post migration health reports → operations reports?
5	Team Charter	Set the “ground rules” on communications within the group and also between this team and the Ops Team / Sub Teams. Things to consider for this team: How do we determine priorities? How should we identify issues to bring to Ex Libris? What should be standing topics for discussion?	15	Tom/Team	Take a look through pages 4-7 of The UCLAS-integrated SILS structure, work practices and charges: https://libraries.universityofcalifornia.edu/groups/files/sils/docs/SILS_UCLASintegrated_06232021_Final.pdf Slack vs Email:	Note-taker rotates by first-name alpha + Caitlin
6	Phase 4 Work Handoff	Clarify any questions regarding the work handoff items.	5	Tom/Team
7	Recurring Meeting	Agree on next / recurring meetings		Team	How would every other Tuesday at 1pm work?		@Caitlin Nelson will send out Doodle for recurring meetings
8	Parking Lot	Capture important topics for future discussion			ILL Terms - new decision page or list of questions. (regularly?): any specific tickets to check in on??
9
10		Total	55/60