2020-06-11 Op Leads (COM) Meeting notes

Co-chairs update

Any last minute preparation for work plans to WG?

5

Christine

• We are good to go, except for the communication flow diagram which Ben is adding before the meeting tomorrow (done!)

Alma Certification training

Update from Neil on Alma certification training

10

Neil

• Local campus groups: IT will get a list of who is already certified locally at campuses and who is on the list to get certification. Then, local team will review and decide who else should be certified. Certification is a requisite for decision-making.

• Cohort: same process as above. IT and ICs worked on recommendations together. Recommendation will go to the Cohort once Neil gets the training tracks from Ex Libris.

• We’ve heard some concerns from PPC: Discovery group believes they should be Primo certified only. Neil responded that these two tools are tied together closely so you need to understand both. Neil recommends at least one person in Discovery should be certified. OK for PPC to delegate to someone else in their group (i.e, rather than the chairs).

• IT is not sure if they will require the certification test. 40 questions in an hour; 70% correct.

• Timeline: Neil recommends everyone to be on the same timeline for certification.

• What’s expected of people who are certified? any responsibilities?

• What’s involved in the training? 12+ hours of video and reviewing documentation; 1 hour of testing. Understanding how changing something in the system affects other areas.

• Does it require a minimum number of Alma-certified people, e.g., 1 or 2, to make config. changes in Vanguard? (we will ask Ex Libris this question)

• Next steps: Sending IT the finalized Cohort certification recommendation list. Recommendation itself and training timeline/tracks coming soon.

• Even folks working with Alma already should get the certification. it will show you the areas you might need a refresher. It gives decision-makers a common language.

• Certified people will not need to redo their certification.

• Keep this as a regular agenda item for the foreseeable future

Communication flows (if needed)

Review Communication flows diagram and answer any questions

10

Ben

Local campus groups

Followup: How will we share this information? Use the same spreadsheet? How will we announce it’s available?

From 6/9 Ops Leads meeting: Ben and Adrian will draft an email to lC asking them to update with what info should be included in summary of how local groups are organized spreadsheet. Add chairs of local groups to the spreadsheet.

5

Ben & Adrian

• Flow chart will live on same page as the Com Matrix

• Stripped out frequency and other details to simplify

• https://docs.google.com/spreadsheets/d/1IGEn-g0op7J4GQzNCkzAmaCu6rTlfa8YUQe15o9q5GY/edit

• Probably use the same spreadsheet.

• We don’t want this information on Confluence (due to email privacy)

• How will we announce it’s available? SILS-Cohort-L@ucop.edu.

Blog posts

Determine how blogging will work; how rollups can be done; where local groups should post.

Ben and Adrian will discuss and investigate technical options; bring back decision to Ops Leads.

10

Ben

• Hold for future meeting

Virtual town halls

When to start? What help do you need in planning?

SILS Project Recurring Meetings

10

Adrian

• Buyin from WG

• Start 2nd week of July; recurring meeting on 2nd Tuesday of month. 12:30-1:30 looks good

• Ops Leads will be the first group to present

• Speak generally about goals of this meeting. Provide a list of groups and the proposed order.

(Ops Leads) Ongoing checkin

1. Is anything blocked or behind schedule?

2. What deliverables are coming in the next week?

3. Any decisions, consultations or approvals needed in the next week? 

4. Do you need anything?

10

All

Hold for next time

(COM) SILS News

Awareness of upcoming communications and anything needed

0

Ben, Adrian

• On training article: clarify the training materials on Confluence are for campuses in general. More formal training will be managed later by TOC.

Parking Lot

Total

60/60