2021-03-11 Meeting notes

Check-in / Logistics / Any issues with testing?

Report any major changes in availability / circumstances

Anything to report on the test load?

10

Carlo

• UCSC noticed the SCP records that weren’t supposed to be copied into the test load were copied. They reported it. Noticed UCR records were showing up on SC records. Reported this also.

ILS Data cleanup / Patron Data groups / PPC

• Patron Data (Carlo)

• ILS Data Cleanup (Tom): co-chairs visit on 3rd Thursdays. TJ Kao and/or Catherine Busselen will join on 3/18.

• PPC:

  • Review final decisions (as needed)

• SILS Chairs/Coordinators meeting update & actions

10

Carlo, Tom

• Patron data - tests will be done in FFFG on one name and regex.

• Gillian heard they may not be including phone numbers in shared records so it may eliminate the regex phone issue.

• nothing to report for SILS chairs (canceled 3/10) or Coordinators (covered last week)

NCIP

Awareness of NCIP integration work for new-to-Alma campuses proposed by WG and shared with CoUL.

Background

ILL staff at UC’s “already-Alma” campuses have all worked with OCLC to create custom messages that appear during users’ interactions with the VDX software when requesting materials. These messages are “Accept Item” and “Check In Item” messages. Without these messages, staff would have to manually create temporary records for borrowed items on receiving them and would not be able to do a batch delete of the records in VDX when returning the items. In saving staff time, this work also shortens the time it takes the end users to receive their requested items.

Proposal

CDL has obtained a quote from OCLC to develop those same messages for our “new-to-Alma” campuses. We have asked for configuration in VDX and the NCIP gateway of the NCIP 2 Accept Item and borrower Check In Item messages, leading to a successful NCIP integration with Alma resource sharing at:

• UC Berkeley

• UC Los Angeles

• UC San Diego

• UC San Francisco

• UC Merced

We hope to only need this service for one year, as it is a band-aid solution to help VDX communicate effectively with Alma. Once we are able to migrate off of VDX and onto a new ILL broker (likely Tipasa), this band-aid solution should no longer be needed.

SILS WG strongly endorses this approach. Automating these messages brings our “new-to-Alma” campuses up to par with the existing Alma campuses, and as such is a proposition for equitable services.

Timing

OCLC in the past has asked for 30-90 days lead time to configure the NCIP gateway, so we should get it scheduled as soon as possible to be ready for go-live.

Timeline review / PM update

• Basecamp To-Dos

• Working copy timeline

• SILS Implementation Timeline

• Timeline Feedback Plan for the process of approving the timeline with ICs

Stay up to date on timeline / deadlines

10

Lena

• Any questions on the timeline?

• Sign up to give a brief (<5 mins) update at weekly Monday meeting: Patron Data, ICs (doesn’t have to be co-chairs, can be any member of the group)

Cutover planning is starting! Here’s the process.

• ExL is beginning cutover planning this week (Marci/Laurie). The ultimate goal is to put together a schedule. AMO=name of ExL migration team

1. To send EXL migration a schedule for the AMO work (EXL Migration) for approval

2. [That once approved by AMO] To complete UCS specific additional pre-cutover tasks and other To Dos for the campuses

3. To create draft Cutover To Do list for the UCS

4. Submit draft to the UCS PMs (and ultimately the ICs) for approval

5. [That once approved by UCS mgt] Set up a meeting with the UCS for a Cutover meeting to review the schedule and To Dos (during a Thurs meeting)

• There is no scheduled completion date for this work at this point - and it will take several weeks alone just to get steps 1-3 accomplished.

• Marci will keep the PMs up-to-date on which step EXL is at.

ICs will do April 26

Patron Data will do March 29

Alma accounts followup

Working Group is forming an Alma accounts task force and is seeking 2-3 nominations (it’s not a representative group.)

• ICs can self-nominate

• Skills needed: knowledge of how to manage accounts, and how they are utilized in different settings.

• Respond to the email with your nomination(s) by EOD Tues 3/16. Briefly describe skills so the TF can select for a good coverage of skills. A couple of sentences is fine.

15

Lena

• Alma lets you keep making accounts. At some point, ExL will reach out and let the systems office know the UCs are over their limit.

Lynne volunteered!

Other / Homework

Lessons Learned, part 2: Resolving and tracking issues before cutover.

Laurie Welling (ExL migration consultant) has created a Cutover Sales Force case for each campus.

• Laurie will use SF cases to track issues that need to be fixed by ExL at cutover.

• Laurie will confirm these things are fixed.

• Campuses need to do the same with fixes on their end. You should have a list of things ExL told you to fix and a plan for fixing them.

10

Tom

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

• Did anyone see a blank screen after the update last Sunday? No. That’s not been something already-Alma campuses have seen. These are some of the issues already-Alma reported:

  • System jobs sometimes have issues after updates.

  • Some configurations revert back to a month or two before. UCR sends a ticket and it gets fixed.

  • Nothing consistent, but issues do pop up.

• Issues with the quality of training at the Alma workshops. Lynne and Tom will summarize the issues.

• Ramon is working on a test plan with his discovery person. Does anyone have a Primo VE test plan they would be willing to share?

• Analytics - made something in analytics in test and were able to see them in the live system! Others will check to see if this is happening to them..

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

• March 24 meeting: using Lena’s zoom

• Primo VE workshop (week of May 17): which environment to use for training?

• (If needed) Best practices/guidelines for APIs.

• TBD: Buddy system (Adrian Petrisor, Com Leads) Timing: after spring workshops, if there’s interest

TOTAL

70/90

Review decisions and actions.