2021-03-10 ACQ/ERM FG Meeting notes

Date

Mar 10, 2021 11AM-12:30PM

Zoom: See calendar item or inquire with Chair for Zoom details.

Attendees

@Lisa Spagnolo , UC Davis (co-chair) (timekeeper)
@Mark Hemhauser (Unlicensed) , UC Berkeley
@Paula Pascual , UC Irvine
@Stacy McKenna , UCLA
@Sarah Sheets , UC Merced
@Carla Arbagey , UC Riverside (co-chair)
@Lisa Wong , UC Santa Cruz (notetaker)
@Susan Boone , UC San Francisco
@Maricel Cruz (Unlicensed) , UC Santa Barbara

Not Attending

@Holly Eggleston (Unlicensed) , California Digital Library (at ExL meeting)
@Judy Keys , UC San Diego

Future agenda items

Discussion items

	Item	Desired Outcome	Time	Who	Notes	Decisions	Actions

	Item	Desired Outcome	Time	Who	Notes	Decisions	Actions
1	Assemble	Getting situated, reviewing agenda, roles	5
2	Admin Items	Announcements Action Item Checks	5	Lisa S.
3	Updates: specifically from PPC (and other SILS groups)	Shared understanding of PPC and other SILS group activities, including what is routing to/affecting our FG.	15	Lisa S. / others	No PPC meeting March 5 Keeping work w/ Discovery FG on CDI in mix. Easy active actually has more flexible options than it sounds like, but they are on the Discovery side. FullyFlexible model is also going to be phased out. OCLC item - in progress from PPC perspective as well - new session scheduled for March 22nd. Feedback needed by 3/15 for this. RMFG is coordinating. Holly and Adriana meeting with Ex Libris about negotiation licenses (Basecamp link) Wednesday 3/10 at 11:30. Will be recorded – mostly CDL-focused. Additional updates: Carla/Lisa S. from SILS WG (see slideshow ) SILS Working Group was receptive to issues presented and offered support as needed.
4	Upcoming Sessions	Review upcoming sessions involving AEFG and planning/preparing.	15	All	GOBI/API Session March 8 - debrief. Many unanswered questions about workflows: what interface is used with the API? How does RTO work with Gobi Gold records? What are the workflow considerations for ebooks and related records? 3/25: Fiscal Close Session Outline for Fiscal Close Session topics to cover Testing to confirm Alma functionality and include in documentation/slides/support. Candidates for sharing speaking - anyone directly involved in their rollover from already-Alma? Mark (and Stacy) asked about rolling/phasing out funds, in particular for any restructuring from outgoing system to Alma.		@Lisa Spagnolo we should add more info in our document for extending the fiscal year, so everyone can back date CDL recharges in particular [Update: added in our session planning document.] @Lisa Spagnolo to reach out to Moriah at Gobi to see if she can meet with us. @Lisa Spagnolo will test fiscal year grace periods in light of cutover - to demo at 3/25 session. @Lisa Spagnolo to check on UCD steps when phasing out funds / creating new funds in Alma.
5	Testing Planning (combined with previously separate MVP item)	Determining work plan/assignments for first batch of work (next couple of weeks). Review timeline and Day 1 MVP items, develop subgroups as needed for deliverables.	25	All	Campus E-Resource workflow documentation that’s been shared from already-Alma campuses is in the Google drive. Also see CSU documentation. Links From PPC 1/29: Testing Worksheet for PPC from Vanguard Collaborative Workflow Testing (initiated by RMFG/Discovery/AEFG before winter holiday break) Test Load testing processes and procedures See PPC MVP spreadsheet Timeline for AEFG Testing Management For 3/10: updates from subgroup activity, next steps. 003 (Vendor Records/Import Profiles): See 003 Working Document. Brainstorming doc for Vendor Records/overlay rules with AEFG A lot of the ordering process intersects with RMFG because of rules needed for overlaying records, what fields to edit (and how to edit) through merge/normalization rules, etc. 002 - Will set up time for Friday March 12.	Decision Pages for current work: Campus Purchase Order Practices (AEFG-MVP-002) (Go-Live) Vendor bib records/overlay rules and Import Profiles - AEFG w/ RMFG (MVP 003) (AEFG-MVP-003) Groups created for AEFG-MVP-002 and AEFG-MVP-003: https://docs.google.com/document/d/1pqam3TLE0a6gExK6pPBNmRbmPs6tzPgZ2MWW6AWmH9I/edit	@Lisa Spagnolo Schedule “workshop times” outside of call for synchronous testing (can happen outside of these, too w/ other hosts). Will add sessions into March. Subgroup leads (Lisa S. and Jharina) to set up workshop time sessions. @Lisa Spagnolo to follow up with Liz M. about import profiles and cataloging suggestions.
6	Migration Data Prep Check-In	To keep in mix items that need attention for final extract prep. Assessing additional clean-up, etc.	10	All	Question: what clean-up activities are happening? What are data areas in our scope that might affect Analytics? Does anything rise to the top re: needing attention? [For additional discussion next time.] Other data migration issues: 856 fields, noting the query re: 856 42 for finding aid use:		@Lisa Spagnolo to ask Sarah S. about ILSDC clean-up that AEFG should revisit. @Lisa Spagnolo to set up Parking Lot doc for Migration Clean-up to assess capacity pre-final extract.
7	Wrap-up	Identify/confirm next actions	5	All
8	Parking Lot	To save for future discussion	75/75		Circle back to Shared Vendors outcomes - from 12/9 meeting notes (2020-12-09 ACQ/ERM FG Meeting notes - Acquisitions & E-Resources FG - SILS ) Licensing discussion: Need to build out timeline, investigate what data can be exported, what we need to have in place. Training placeholder: outbound linking (needs confirmation of SFX availability); EDI invoicing. What additional conversations needed re: routing of UC-elinks equivalent troubleshooting? Sharing our Alma workflow documentation for e-resources