2020-12-10 Meeting notes

Date

Dec 10, 2020 2-3:30 pm

Attendees

@Tom Bustos , co-chair
@Carlo Medina (Unlicensed) , co-chair
@Lakshmi Arunachalam
@Ramon Barcia
@Susan Boone
@Greg Ferguson , out
@Jackie Gosselar
@Lynne E. Grigsby , out (may join after UCB CIO forum where I am talking about SILS!)
@Robin Gustafson
@Jeremy Hobbs
@Gillian Keleher
@Sarah Lindsey
@Caitlin Nelson , out
@Alison Ray (CDL)
@Lena Zentall (Unlicensed) , PM

Discussion items

	Item	Desired Outcome	Time	Who	Notes	Decisions	Actions

	Item	Desired Outcome	Time	Who	Notes	Decisions	Actions
1	Check-in / Logistics	Report any major changes in availability / circumstances Anything to report regarding progress on your forms & data files?	10	Carlo	Lena taking Friday off 12/11 as a vacation day. CDL submitted the SCP files! Greg figured out a workaround for the issue he was having in uploading with the validation tool (date format and recall date); files are uploaded! UCB (Dave) is still having problems with the validation tool. He’s going to report it at 3pm if no improvement. UCLA (Andy) submitted the migration forms; ready to start running the migration tool soon. UCSF is working on matching the mapping field form with help from Laurie. UCM cannot do validation automatically so relying on Laurie for it. UCSC is planning to validate and update files on Friday. Running Java version 8 (Jeremy used v8 and it worked). Laurie will be back at work on Friday. UCR still has the problem with sets. Ex Libris developers are helping to create the final file for submission. May not meet the Dec 14 deadline. UCI completed validation and will upload the files to the server on Friday. UCD Law submitted their migration form and are working on the other forms. UCD main did the bib extract and put it on the sales force case. UCSB didn’t have any issues with the validation tool but he only did bibs. He was pleased the tool finds unicode errors. Did everyone get feedback on their draft form? Yes.		@Sarah Lindsey will share the diacritics error script for checking data.
2	ILS Data cleanup / Patron Data groups / PPC	Patron Data (Carlo): Bulk of work was completed pre-vanguard. ILS Data Cleanup (Tom): Co-chairs will join ICs once a month on 3rd Thursdays. TJ Kao will join! PPC: https://uc-sils.atlassian.net/wiki/spaces/IC/pages/518652656 Of potential interest: https://uc-sils.atlassian.net/wiki/spaces/IC/pages/671777077 Test load: https://uc-sils.atlassian.net/wiki/spaces/IC/pages/934609041	5	Chairs	Patron data: ILSDC: TJ Kao will join us on 12/17. PPC: SILS Chairs:
3	Timeline review / PM update Questions should be posted to Basecamp 2 weeks ahead EOD Wednesday for special meetings and EOD Monday for Thursday standard office hours. working copy week-by-week timeline with testing, data cleanup Confluence Implementation Timeline Timeline Feedback Plan for the process of approving the timeline with ICs	Stay up to date on timeline / deadlines: Basecamp To-Dos and share FYIs	10	Lena	Final forms and data are due 12/14. December and June are the most popular months for “go-live”. The servers are shared. There may be jobs running for the institutions who are preparing to go live which slowed down the servers. Is anyone still having slowness problems with extracting data? If so, update your SF case. Special meeting: 1/28 Scheduled Jobs SILS staff are eager to start running jobs. This has become a hot topic on Basecamp. You can’t set up jobs to run automatically during implementation. You have to ask ExL to do it for you. EXL asked to use the Thurs Jan 28th meeting for this. PMs agreed. Agenda will be created and posted on/by Jan 14th. Will cover the scheduled jobs form and how to fill it out, how to request a job to be run, and discussion regarding decisions on NZ jobs and how they affect the IZs. Schedule: Thurs Jan 14th: Agenda posted by EXL for Scheduled Jobs meeting Mon Jan 25th: Questions should be posted on Basecamp no later than the Monday preceding the Thurs meeting Thurs Jan 28th: EXL hosts the Scheduled Jobs meeting
4	Technical communication & engagement next steps	Report on progress. Ask questions. Subgroup A “expertise” (Carlo, Lynne, Liz M) Deliverable: Create a document by the end of Nov to be shared with ExLibris. Subgroup B, part 1 “questions how to” (Tom & Carlo, Greg to create a seed document; crowd source) Subgroup B, part 2 “external resources” (Lakshmi)- Deliverable: build list of resources over time on Confluence so it’s available to all Subgroup C: PPC and IC co-chairs will bring suggestions to Steering.	20	Carlo, Tom	Subgroup A: Carlo, Lynne, Liz M. Carlo will write a summary before it goes to Steering. The next Steering meeting is 12/14. Provide edits on subgroup A letter for Carlo by 12/10. Focus on specific expertise that’s missing and the impact on the project Avoid singling out any one person Feedback should be actionable Did everyone get a chance to edit the doc? Yes. Subgroup B: Carlo, Tom, Greg. Delayed, but lower priority than A. Subgroup C: On hold until mid-January.
5	IC-hosted Printing-palooza meeting Use an IC meeting for a UC-led printing meeting. Alma campuses will present. Open it to FGs and local staff. Record the meeting.	Report on progress. Date confirmed: Jan 14 at IC meeting (2-3:30) Create Zoom meeting (Done! use existing IC meeting) Identify facilitator: Jeremy, Ramon Draft talking points: Greg Draft agenda: Greg Invite speakers: managed by each Alma campus IC. Send meeting invite with Zoom link; invite Ex Libris via Marci and cohort members: Tom Announce meeting (slack, email, etc.): Tom Add meeting to Confluence meeting page & meeting recordings: Tom Create a spreadsheet survey to show the kind of printing that is being done at each existing Alma campus: Jeremy, Ramon. Must request access to the sheet.	10	Tom, Jeremy, Ramon	Jeremy and Ramon are meeting next week to prepare a slide deck (and merch! Waiting for one more Alma campus to respond to the survey sheet.		@Tom Bustos will send a different invite for the 1/14 printing palooza meeting and invite Marci/ExL.
6	Other / Homework		0			We will cancel 12/17 meeting if not needed.	@Tom Bustos will cancel 12/31 and 12/24 IC meetings.
7	Q&A (recurring)	Q&A during the IC meeting as a first stop before asking a question on Basecamp. If it’s time-sensitive, post to slack (IC channel, SILS Chairs are good options)	?	Carlo	Nothing today.
8	Questions for Ex Libris PM (recurring) Post questions in Basecamp as they come up. It’s open 24/7!	Note: We lose in efficiency and we may lose in translation when questions go through the PMs. When topics come up that should logically go to Basecamp to the Ex Libris consultants, invite an IC (or appropriate person) to take point on that issue.	0	Lena
9	Parking lot		0		Reminder about the UC-Alma group as we get closer to test load (great place to post questions!)
10		TOTAL	60/90