2022-04-12 Meeting notes

Attendees

Tom Bustos, Operations Team (co-chair)
Stacy McKenna, Acquisitions Operations Subteam chair (absent)
Michelle Polchow, eResources Operations Subteam chair (absent - @Tamara Pilko subbing)
Jesse Kruppa, Discovery Operations Subteam chair
Ernesto Mendez, Fulfillment Operations Subteam chair (absent - @Joe Ameen subbing)
Alison Ray, Resource Sharing Operations Subteam chair
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	(STANDING ITEM) Subteam Roundup	Check-in on OSTs	10	Team	Morale? Overload? RMOST: Other than morale and overload we’re doing really well! Solid input on workplan deliverables. We have two decision pages to look at today! But also tension between meeting a lot and feeling overload and wanting to get work done. DiscOST: doing better than our workplan suggests! We have other issues and tickets and are going down our Phase 4 handoff and IDing tasks. There is a LOT on the phase 4 workplan - and we have to juggle that with things that are cropping up, as well as the desire to get to NEW work. People really want to work on new stuff, but we have a backlog. And stuff has changed since they made those decisions. OT/LG: some of these things that came over from Phase 4 were things that were decided at that time, but if current folks want to deprioritize or change direction (or not at all!) that’s okay! SSM: Annual review coming into June/July RSOST: we’ve been doing divide and conquer (we have a steering committee) so it’s easier to have a smaller meeting to just have a workplan and the priorities of that. Then from that we’ve made a couple mini teams for specific projects. (AFNpt, AnalyticsPT, etc.) Focusing on getting the workplan going really helped us. FFOST: We have the opposite situation than RSOST but we have a lot of new folks! We’re doing that forming together now, and have had a couple short meetings - going okay now with some moderate absences. Pushing for more informal info sharing - I think fulfillment is pretty flexible in how it’s set up, and we need to know how campuses set things up. eResOST: We’re kind of reflective of eRes troubleshooting right now. In terms of workplan we’re trying to coordinate with Acq right now. SSM: CDL Shared COllections thing; Annual Review; Analytics need. LM: Isn’t this something we can bring to ExL as part of the annual review - if this thing doesn’t work for us how are they going to fix it.
2	Meeting fundamentals / Team Charter	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
3	Taking the Temperature Follow-up	Communication flow. : Many of the previous communications team duties are now with Operations Team. Things like Town Halls, SILS Newsletters, etc. should be distributed by that group. We can help by providing the information for them via our decisions, collaborative discussions, Subteams work plans. Discuss channels available to us. How are your work plans developing? Is the Work Plan Directory a helpful tool for you?	15	Tom/Team	Work Plan Directory
4	Other agenda items	Cover topics that folks want to talk about		Team	RMOST 2 decision pages. Decisions and Policies: Where do we want to put “workflow” documents. Shall we resurrect the Training Hub? Archived Decision Pages from Phase 4. What do we want to do with these? - Tom Old decisions: leave them as is for now “Documentation” or “Training” Hub:	Need to create “current” (definition: this is currently true and ratified by an OST) OSTs can use SILS-Cohort email to announce large-scale decisions.	@Caitlin Nelson to do a Confluence review for “how” we would address the documentation Hub needs.
5	Ex Libris Support Call Reporting	Items requested by this team included:	10	Tom/Caitlin
6	ExL Support Call Questions for the next call (4/18)	ExLibris / UC Library Support call Monday, April 18. 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 (Tom), OTvhcair (Jackie), NZ Admin (Gem SL) Resource Sharing folks have been putting in tickets on how to make Analytics - there are zero canned reports from ExL for our set up - can we ask them for some? (mentioned in comment on UCD case # 06321175)
7	Phase 4 Work Handoff	Clarify any questions regarding the work handoff items.	5	Tom/Team	Topic discussed in the process of discussing the “taking the temperature” follow-up.
8	Parking Lot	Capture important topics for future discussion			ILL Terms - new decision page or list of questions. (incl. RS, Disc, Eres, Acq) - Added to “Other agenda items” for this meeting. (regularly?): any specific tickets to check in on?? clean up detritus - proliferated meeting notes? ‘too long' work plans? finished projects? etc…
9
10		Total	55/60