2021-01-28 Meeting notes

Check-in / Logistics

Report any major changes in availability / circumstances

Anything to report on the test load?

10

Carlo

• UCB - furloughs are on hold until July; same with UCM.

• UCLA is not sure if they will need to open up 25% along with other LA county libraries.

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 on 2/18!

PPC:

• Decisions:All-decision Rollup

• Of potential interest: https://uc-sils.atlassian.net/wiki/spaces/IC/pages/671777077

• Test load: PPC decisions for Test Load

SILS Chairs/Coordinators meeting update & actions:

10

Chairs

Testing advice

• Is there a diff in testing recommendations for Alma v new to Alma campuses? It’s specific to each campus. UCB is trimming a lot of testing this time around based on what they learned. UCB looked at the ExL documentation advice on testing and added some things - removing many things now. Gave tabs to the UCB FGs to do testing.

• UCSB used the PPC testing sheet as a guide. Made a copy of it. Made testing leaders and empowered them to test in their area. They added things to the spreadsheet including “systems” things that weren’t on the spreadsheet. Testing current integrations? Copy files into production and manually test. Ask Jeremy for details. Added 2 tabs - one for Discovery & one for Systems.

Test Load Testing Policies and Procedures

Review and edit draft for sharing with PPC

(Test Load) Testing Policies and Procedures

Questions:

1. How long do ICs need to verify data? 1 week? a few days. Keep track of how long it takes for reference in cutover.

2. Determine if RMFG needs a moratorium again. (PPC will discuss)

3. Do we need to provide IZ accounts to anyone outside our campus? Is guest testing needed? (see project test plan section) No.

20

Lena, Tom, Carlo

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

Requesting a Zoom call with an Ex Libris consultant is fine when you need F2F to resolve a complex discussion. Reach out directly to that consultant on BC.

Stay up to date on timeline / deadlines: Basecamp To-Dos and share FYIs

10

Lena

1. Do you have any objections to receiving the test load environment early if that is possible for Ex Libris to do? No.

2. FYI. Configuration meetings followup/notes from Marci on Basecamp including SF case numbers: https://3.basecamp.com/3765443/buckets/15553579/messages/3380004236

3. ACAG highlights (Lynne also attended)

4. Test Load:

   1. When reviewing your data this time around, you’ll have time to do it. Finish reviewing the data before you change it! Whereas in cutover you’ll only have a couple of days to review your data. Figure out how to do the data review more efficiently so it can be done in a couple of days in preparation for cutover.

   2. If something goes wrong in test load, a consultant will advise you to make sure to change it and test it to ensure it was fixed.

   3. When something is requested in SalesForce during migration, be responsive to avoid holding up migration (essential in cutover).

5. Looking ahead…Any interest in a UC-led session on Student Info Systems (SIS) integration which requires scripting. Marci suggested this might make for a good tips and tricks IC session.

   1. More broadly, should we brainstorm as a group the topics we know would make good UC-led sessions? The alternative is to let individuals use the Request a special meeting form as the need arises.

6. Upcoming dates:

• Final configuration form due 2/5

• Fulfillment network group form due 2/5

Fine to deliver Alma early if possible.

No interest in SIS UC-led session at this point since it’s so different at each campus

Technical communication & engagement next steps

https://docs.google.com/document/d/1sI5GAZCMFdyXn8UWoOa01dk6N_mjKVXamNUrj2Iizp4/edit#

Report on progress.

1. Subgroup A “expertise” (Carlo, Lynne, Liz M) Deliverable: Create a document by the end of Nov to be shared with ExLibris. Meeting with ExL 2/5 at noon.

2. Subgroup B, part 1 “questions how to” (Tom & Carlo, Greg to create a seed document; crowd source) HOLD for now

3. Subgroup B, part 2 “external resources” (Lakshmi)- Deliverable: build list of resources over time on Confluence so it’s available to all. Resources stub page started.

4. Subgroup C: PPC and IC co-chairs + PMs - Done!

10

Carlo, Tom

• Subgroup A: Goal is to arrive at a shared understanding on issues. Help us with training beyond the basics.

• Thank you to Lakshmi for the Resources stub page! Yay!

RLFs - Alma and CAIA integration

Who needs to be part of this discussion? Fulfillment, Cathy & Lynne, tech staff from RLF/UCLA/UCB. Ex Libris? CAIA?

What’s the timeline for when decisions need to be made? for CAIA? for SILS?

Do we need to configure Remote Storage Facilities in Alma? What does it mean to be configured as RSF? How would this affect the rota?

Request an Ex Libris ad-hoc meeting?

10

Carlo, Lynne

• UCs need to decide how they want to do resource sharing and fulfillment with the RLFs. Then, engage with CAIA.

• CAIA is a new company and has only worked with a remote storage to date but they are eager to work with us.

• For the meeting with Ex Libris, we don’t need to include CAIA. Lynne, Carlo, Joe and Elizabeth R. + someone from SRLF ExL (Cathy).

Other / Homework

0

Tom

• Review Alma/Primo VE known issues page. Does this format work for now? Anything to add?

• Reminder for ICs to add Journal A-Z lists to their local campus testing checklist. (discussed 1/21)

Fine to share with PPC.

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)

Any issues that we want to seek broader input from other consortia?

?

Carlo

• Cutover for patron fulfillment was hours, but the technical freeze was days.

• Printer tab didn’t validate. It gives an email address error.

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

Parking lot

0

• Discuss how current Alma campuses track and manage named users. How many API calls are used now by each Alma campus? What are the API use cases? Feb 4

• Lessons learned from test load (data & files) at Feb 11 IC meeting

• Debrief on subgroup A meeting with Ex Libris at Feb 11 IC meeting

TOTAL

90/90