2020-08-11 Meeting notes

Date

Aug 11, 2020, 10am-11:30am

Attendees

Lisa Ngo, UC Berkeley
Jared Campbell, UC Davis
Ellen Augustiniak, UC Irvine
Sharon Shafer, UC Los Angeles
Elizabeth Salmon, UC Merced
Michael Yonezawa, UC Riverside
Heather Smedberg, UC San Diego [Today’s Notetaker]
Jess Waggoner, UC Santa Cruz (co-chair) [Today’s Timekeeper]
Sarah Houghton, California Digital Library
Chizu Morihara, UC Santa Barbara

Not attending

Josephine Tan, UC San Francisco (co-chair)

Discussion items

DISCOVERY VISION: We strive to design and implement the best possible discovery and delivery experience for our end users using data-driven decision making. We envision a network zone experience that will allow users to discover library materials across UC collections without sacrificing relevant results. As such, the default search and results interface should prioritize the success of typical users while providing additional functionality for more advanced users.

	Item	Desired Outcome	Time	Who	Notes	Decisions	Actions

	Item	Desired Outcome	Time	Who	Notes	Decisions	Actions
1	Updates from other SILS groups	Share relevant items	5 min	Jess Sarah	Project Timeline: Discovery FG have functionality testing checklists and corresponding decision page ready by Aug 28th for PPC review ExL will deliver Primo VE in Alma production on Sept 16th Primo handoff mtg for ExL-VGs on Sept 17th (“first look”) CDL providing some Calisphere records to test out when VGs get test load data back from Alma Josephine shared our Environmental Scan for Branding sheet with End User Outreach Subgroup (EUOS). They will be using it as a template to explore the designated libraries listed in that environmental scan to have EUOS members look at those libraries' websites to look for end user training materials and outreach examples. Make a copy of any document/sheet that's currently in our Google Drive for any non-cohort member to view if they need access to see it.		@Jess Waggoner will clarify with Josephine whether we CAN make certain docs view only for sharing beyond our FG, as needed.
2	Primo VE Training Schedule and Tasks	Discuss the Primo VE training and tasks calendar	10 min	Jess	See detailed timeline and tasks on our Discovery Confluence Training page Get trainings done by: Sept 9th and Sept 23rd	These apply to VG campuses, but will benefit all Discovery FG members to follow along with this training timeline	All: Block off Mondays 1-2pm on your calendars for Sept 14th & 28th & Oct. 12th. These are tentative dates for Q&A with ExL re: Primo VE (training) questions @Jess Waggoner will make meeting invites for the group
3	Discovery Work Flow planning	Discuss our Discovery Work Flow Plan	10 min	Jess	This document (housed in Google Drive) is also located on our Discovery Confluence page > Team Charter > link to Discovery Work Flow Plan Line items in Rows #3-#9 will help inform our decisions for Rows #10 & #11
4	Vanguard Buddies	Discuss how VG buddy system can work	20 min	All	Buddy Pairs: Josephine [UCSF] & Jess [UCSC] Sharon [UCLA] & Michael [UCR] Heather [UCSD] & Ellen [UCI] Lisa [UCB] & Jared [UCD] Chizu [UCSB] & Elizabeth [UCM] Each non-VG Discovery member will get a log-in key to their buddy’s VG campus. Each pair works together to go through the functionality checklists to test out on their VG campus. Discussed load testing, and what we might want to test, and what/whether we might expect to gain from this effort (and who would do this). Keep this in mind for performance testing phases	Question: How will we report testing and issue reporting? Intention was to use Confluence as much as possible. Timeline? Needs to be before end of Oct, which is VG completion Josephine asking about getting end user log-ins for other vanguard testers, UX teams, etc.	@Jess Waggoner will ask Implementation Coordinators workflow for reporting and communicating questions/problems.
5	Functionality Testing Checklists	Discuss how to develop checklists for VG campuses to use when testing out Primo VE	20 min	All	Have this developed into one or two Decision Pages Refer to existing checklists: ExL Go Live Readiness Configuration workbook Any checklists used by current Alma-Primo UC campuses when they were in configuration and implementation Others? Needs to be completed by Aug. 28th for PPC review	Most used go live readiness for functional testing, some created additional checklists for user testing. By 28th need draft of discovery functionality checklist for testing. We anticipate majority would be ExLibris Go Live checklist. All of FG should review readiness checklist and consider any additional needed items we’ll want to add to this functionality testing (discuss with local groups as needed). User experience will come in next steps.	Any/All:Add links to any additional checklists/checklist items from previous implementations for functionalityand/or user testing testing to our shared drive asap, please. And/All: Add any suggestions for additions to our functionality checklist. @Jess Waggoner will create a shared spreadsheet/confluence document for us to log additional testing items.
6	Collect Questions for SILS All Chairs Mtg	Gather questions we have to ask at the greater SILS Town Hall Mtg	5 min	All	SILS Town Hall Mtg will be on 8/18
7	Primo VE Branding	Save for future discussion			Subcommittee Reports for Primo VE Branding		All: review subcommittee reports and come ready to create decision page during our meeting next week. Be thinking about who we’ll need to consult and what timeline/process might be required to do so.
8	Homework	Prepares team for next meeting		All			Alma campuses: Bring any checklists used when you brought in Primo All: Look at ExL’s Primo VE Customization Best Practices All: Continue with self-paced Primo VE training All: Continue with self-paced Alma Essentials
9	Parking Lot/Q&A	Save these issues for future discussion & comments			Configuration Determine plan for MELVYL and Related SILS Services ExL Go Live Ready Checklist Ebook ILL lending as it relates to discovery and limiting to availability.