2024-09-10 All Chairs Meeting notes

Attendees

Sarah Lindsey, OT Chair
Tammy Guziejka, Acquisitions Operations Subteam chair
TJ Kao, Resource Management Operations Subteam chair
- Catherine Busselen, RM vice-chair
Sandra Farfan-Gracia, Fulfillment Operations Subteam chair
Jharina Pascual, E-Resources Operations Subteam chair
Jared Campbell, Discovery Operations Subteam chair
- Zoe Tucker, Discovery vice-chair!
Caitlin Nelson, SILS Operations Center at CDL representative
Kristen Van Vliet – Resource Sharing Subteam Chair
- Dawson Kelly, incoming RS vice chair!

	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 - capture any shared issues or cross-team task or anything you think we should know	5	Team	Acq: Laura will be the chair starting in October and Tammy will be VC.
2	Questions from Slack	FYI on anything quick that came up	5	Team	n/a
3	OT / LG updates	Inform on salient issues from OT and LG	5	Sarah	OT: Will be taking on the thought work for “new” groups. Part of the reason these new groups are being proposed is to have expert members from across functions.
4	Workplan review	Fulfillment	5	Sandra	FF: meet every other week; I didn’t create the official workplan, I inherited it! We do revisit the workplan - that was mostly things that were not working great across the campuses, so it was a lot of stuff the group was hoping to work out / solve together. We don’t have a lot of control over these features - we’re waiting on Ex Libris for much of the issues. Then we can harmonize. A lot of it is aspirational - we’re having to find workarounds for now, then once there is a way to harmonize we’ll know where we stand and can act on it faster. Harmonization is the goal, but it’s been hard because we don’t have control over Alma at this time. eRes: The software in our module works as promised, so Ex Libris would want us to start from scratch within their paradigm, and as an institution with a long history that’s not feasible. Disc: We have a short list of things we wanted to work on this year, and we’re taking a new approach of letting people self-select into small groups to work on. Acq: We talked about our workplan for the first time in a long time, and it was energizing! I’m hoping we can focus on some deliverables this year. RS: We also utilize subgroups and that really works for us, so if there’s a new project we’ll usually have a small group test it out and see if it’s worth all doing it collectively - we’ll move forward with the full group if it’s viable in the small group. It may be hard for the OT to identify who might be interested in joining these new teams. There is value in making a small team with expertise and only bringing in the people who have that skill and bringing it back to a larger team. How do we balance serving on OSTs AND other groups - how do we not overwhelm people. How do we expand out and bring people in? Are there people on campus who could be brought in / grown in? OA needs to be a separate team of ongoing work. EIMP could be a sub-part of RMOST in theory. But also we’d need to pull in from discovery team.
5	Expanded NZ Access	Discussion of each OST reaction - share ideas as appropriate	15	Team
6	“New” teams for “new” work	Discussion about how to advocate for new work	15	Team	New work will always come up - we have to have a process to evaluate the work we do so that we can do high value work. What does that look like? Why would this work fit or not fit in an OST? Why is it more than a project team? Ongoing work, not with a final project ending. Representative vs expertise Cross-functionality Capacity / morale within the OSTs / campuses. RS: “What are we going to work on” tends to be stuff that’s vital to our services. So we know that we need software that works; we know we need stats to give to UCOP so we pursue options there. RM: We need to provide certain services, so anything that affects production services takes importance; other times it’s personal passion plus collaborative investment to improve efficiencies in an area. Especially things that can be improved by one campus making benefit for the consortium.
7	Wrap up	Review actions and decisions	5	Team
8	Parking Lot	Capture important topics for future discussion	5		How to run
9		Total	50 minutes