2020-09-16 ACQ/ERM FG Meeting notes

Assemble

Getting settled, reviewing agenda, roles

5

Adding an item on user roles, time permitting.

Admin Items

• Action Item Checks

5

Lisa S.

• Calendar update done.

• Check on Slack scrape (Carla/Jharina) - Slack scrape document (remember, Slack only retains the latest 10,000 lines, instance-wide; if something comes up on Slack that may need to be referred back to later, save it here)

• Update on 10/12 Analytics session (Lisa S.) - Lisa reports if this is like past Analytics sessions, there would likely be time for some question at the end but likely not be submitted in advance.

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.

• Review of calendar/timeline from Vanguard to full test (& implications for FG testing/outcomes for VG).

  • Oct 31 is PPC decisions deadline - how far in advance do we need to get decisions to them for review/approval?

  • Need to identify things that need to be cleaned up, if possible, before migration. Remember that libraries, locations, vendors will carry over from test load to production, but other data will be reloaded from new extracts.

  • We’ll be going live shortly after the new fiscal year in 2021 – what does this mean for fiscal close? (big question, going to parking lot for followup later)

  • For decisions that would affect gathering data extracts for the test load – the people making the data extracts need advance notice.

• Systemwide Work Planning - capturing items that may assist in this effort. New FG role?

  • Systemwide work planning (PPC’s brainstorming spreadsheet) - “plan for the work CDL / systemwide groups will do to support the SILS … the document was created to gather the assumptions /brainstorms about what services CDL will be providing.” Do we need someone in our group to keep track of these types of things as they come up? A FG-side document to put things?

  • As we look at workflows, we may also consider what things currently done centrally might be done at campus level.

• Basecamp discussion

  • Basecamp is big. Really big. You just won't believe how vastly, hugely, mind-bogglingly big it is. </hitchhiker’s guide to SILS>

  • That said, if you believe you need access, talk to someone about it.

• Lessons Learned - discussion of benefit of event to review (advance planning)

• Holly: CDL, 360

  • Holly sent email to the group list 9/16 with details and links. (It’s super informative! Read it!)

  • It would be useful to go through the consortial resource workflow recording again and document the exact specifics of what’s happening, step by step - subgroup will meet to do this

• Other updates

Mark, Stacy, Maricel, Holly, and Lisa (plus Adriana) are going to meet next week to discuss items raised from 8/27 recording and start to document consortial resource acquisition workflows.

Basecamp Review

Review with FG items from Basecamp from other groups, pertinent to scope.

5

Lisa S./All

Quick review together.

• Lisa will do Basecamp scrapes of items with substantial exchanges that are within our scope – we can make comments/questions, Lisa will route back as needed

Ex Libris Session Preparation

Specific to timeline section of Basecamp, identifying any actions to prepare.

5

Lisa S. / All

Discussion merged with agenda item above.

Data Migration Testing / and Preparing for FG Testing

Assessing progress on Vanguard site data validation, delineating path, process for FG testing.

30

Lisa W. / Lisa s. / All

A question about Analytics and what carries forward to full production (ADDED: check for Laurie’s comment on this from 9/10 session.)

FG Testing - Finalizing Structure

Using Issues/Questions to capture/triage testing items as tracking infrastructure developed. See PPC version (also copied into FG version).

• Priorities - what needs a decision/outcome by end of Vanguard? For Test/before Go-Live? Post Go-live? NEW: Are there items that might need earlier routing to Escalation Groups?

  • How will we know when we’re ready to shift from local testing to FG testing? Delays in delivering Berkeley’s environment also affect schedule.

  • Work with CDL doesn’t necessarily affect local testing directly

  • While it may seem counterintuitive to say escalate early – if something’s going to raise significant issues, we need to flag it early enough to do something about it

• Time estimation

• Subgroups - division of test items across FG (& assuming test access as submitted)

Vanguard campuses will get together with their buddies and look at Alma for an hour together sometime before next FG meeting, for questions/show and tell

Discussion of User Roles

Follow-up discussion to assess how process is going, assess any adjustments needed to support Vanguard sites, FG testing.

20

Ex Libris document on User Roles

How is process going for Vanguard sites? Any clarification needed to help ICs?

Wrap-up

Identify/confirm next actions

5

All

Parking Lot

To save for future discussion

90/90

How will the July go-live affect fiscal close? Will we need to do fiscal close early? Is that feasible?