2021-02-18 Meeting notes

Date

Feb 18, 2021 2-3:30 pm

Attendees

@Tom Bustos , co-chair
@Carlo Medina (Unlicensed) , co-chair
@Lakshmi Arunachalam
@Ramon Barcia
@Susan Boone
@Greg Ferguson
@Jackie Gosselar
@Lynne E. Grigsby
@Robin Gustafson
@Jeremy Hobbs
@Gillian Keleher
@Sarah Lindsey , leaving early for TSELG meeting
@Caitlin Nelson , on leave
@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 on the test load?	10	Carlo
2	ILS Data cleanup / Patron Data groups / PPC	Patron Data (Carlo) ILS Data Cleanup (Tom): co-chairs visit on 3rd Thursdays. TJ Kao and Catherine Busselen will join on 2/18. PPC: Review final decisions (as needed) SILS Chairs/Coordinators meeting update & actions	10	Carlo, Tom	Patron data, Greg: Resource sharing stub records - what is the purpose? Vast majority of phone number weirdness was coming from those input by students. Patron data is trying to understand what is needed for FFFG. Preferred names migrated with weirdness in the middle names. Used middle name in the legal name field when it was missing in the preferred name field. Ex Libris is investigating but thinks it happened in migration. ILS Data Cleanup: Started rereading migration guides for all systems for known cleanup. April 1 ExL will present on data cleanup. Looking at what’s needed for day 1 and beyond. Lots of dependencies on other FGs. They will begin discussing what campuses are seeing in Test. Need clarification on alma campus extracts. Sarah has a ticket open for a problem she had and Alison shared a RMFG decision page with a recommendation on how to deal with the issue; Sarah will prepare the data differently for Cutover. Marcive records is an area to explore in the Test load. SILS Chairs: discussed MVP. See below SILS Coordinators: Discovery FG will test documenting configurations and best practices during Test Load (similar to CARLI and CSU has a central package configuration for new institutions that is interesting.)
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 timeline 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	A reminder to complete the Alma account survey by this Friday 2/19. Thanks! Estimate what your account number would be at full capacity with libraries open and everyone back in person: student works + staff. Don’t inflate beyond that number. It’s fine to inflate your current number, which as others have pointed out, is low right now due to the pandemic.
4	User roles and profiles	Q&A with Alma campuses on how they have combined user roles / profiles for job roles at their campus. Share some of the ways you have configured your accounts for some of your workflows. Possibly provide tips, lessons learned, or gotchas. Could we discuss the possibility of creating some sort of landing page on Confluence/working group that shares these best practices for roles/profiles?	30	Alma campuses (and Carlo for the last point)	Lakshmi shared the workflows they use at UCI (beautifully documented on their wiki!); They use a ticketing system to request roles. Staff are asked to do Alma Essentials before submitting a request for a role. Bibliographers and librarians don’t have to do this. Can we ask ExL to add “view only” to a role? Lakshmi believes it’s only available for a handful of roles. Robin: UCD created templates for profiles and it’s managed during onboarding. Ticketing system to manage requests. UCSC also set up profiles. Occasionally they need to adjust a role. Gillian checks when she changes role to ensure they don’t conflict with other areas. No requirement for Alma Essentials before getting a role. Ticketing system to manage requests. Could we discuss the possibility of creating some sort of landing page on Confluence/working group that shares these best practices for roles/profiles (Jeremy) Suggestion for systemwide recommendation to have staff do the Alma Essentials (pertinent to their area) before getting an account. UCB has 5 tech services areas and approvals will be needed. They will require more training in Alma than they currently do with Millennium. Does anyone work with HR for onboarding/offboarding students? Maybe this is an area for an official UC recommendation? UCSD: offboarding is an issue. It’s complex and often things get missed (IT, supervisor, and more involved). Greg does routine audits to inventory staff. UCB: UCB is notified of all staff departures by HR and they remove accounts. They don’t get notified of all students who leave. Major concern with security since it’s cloud-hosted and might be easier to access Gem: When High Plains had shared accounts they changed the passwords for them every month which was a huge pain but a little less risk of people having access forever. UCR: offboarding is much harder.... HR/manager doesn't always reach out as quickly UCSB does not delete accounts; he removes roles. UCR: I remove instead deactivate roles...… the deactivated roles throws off my analytics reports on who has what roles UCSC has a recently fired flag to help identify accounts that need to be deleted more quickly. They give different roles/permissions for sandbox. You get monthly updates 2 weeks earlier in the sandbox so it’s handy to have access. Expiration date on roles? How does it work? Anyone used it? UCI has used it for temporary purposes but not for students. high % of staff get accounts at UCB 70% of staff have accounts at UCSD 60% of staff at UCSB 10 or 15 percent of our total are very light alma users, like librarians. The rest are staff For Davis, it might be around 70% who use Alma. That’s a big guess.		@Lakshmi Arunachalam will share UCI’s roles wiki as a PDF.
5	Technical communication & engagement next steps https://docs.google.com/document/d/1sI5GAZCMFdyXn8UWoOa01dk6N_mjKVXamNUrj2Iizp4/edit#	Report on progress. 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.	0	Carlo, Tom, Lynne	Awaiting next Ex Libris meeting on 2/22, will have more to share after that.
6	Fiscal Year-End	At the AEFG meeting today, we discussed how to best ensure that our message sent out with the SILS migration timeline’s impact on financial activities during Fiscal Year-End is landing with the appropriate stakeholders, especially at the executive decision-making level. Is this something that the IC group can help reinforce? Any suggestions how we might confirm that there’s awareness of the coordination of Fiscal Year-End and rollover activities? Note that AEFG has requested a special session on Fiscal Year-End that is tentatively scheduled for March 25th.	10	Susan	How could ICs be involved? Robin did a lot of messaging to finance folks since many integrations were affected. The sooner the better for conversations!		@Carlo Medina (Unlicensed) and @Tom Bustos will slack Lisa Spagnolo about how they can support getting the word out about Fiscal Year-End and upcoming meetings on the topic.
7	Possibility of IT subgroup?	Ex Libris mentioned we may want creating a “Tech” subgroup (SysAdmin types). Suggestion from Marci: Technical staff/IT should begin meeting together regularly (like the ICs and FGs do) to share what is already known among the existing Alma campuses as they work on integrations, authentication, etc. ICs should be included in these meetings. Note: there might be a need for systems librarians as well as sys admins/IT involvement. As needed, Ex Libris can join meetings.	10	Lena, Carlo	Most “tech staff”/ILS sys admins are on the ICs or are getting information they need readily except in the case of UCLA. Andy would like a way to converse more readily with other sys admins.		@Carlo Medina (Unlicensed) will talk to Andy about joining the IC listserv and slack channel.
8	Other / Homework	Reminder from Feb 11 meeting	0	Tom	From 2/11 meeting: DRAFT MVP doc https://uc-sils.atlassian.net/wiki/spaces/SC/pages/1169686833. ICs don’t have a specific tab but rather will be charge of coordinating this work. ICs should review the document with their local implementation teams and ensure they have pulled down what’s needed to implement locally. ICs need to ensure the Day 1 MVP is realistic, and to look for any gaps. For example, patron data load is missing. Tip: Make a copy for local use.
9	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
10	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
11	Parking lot		0		Guidelines and best practices for managing accounts and roles (do we allow shared accounts? etc.) See Feb 11 & 18 IC meeting notes. TBD: Buddy system (Adrian Petrisor, Com Leads) Timing: after spring workshops, if there’s interest (If needed) Best practices/guidelines for APIs.
12		TOTAL	70/90