2021-04-15 Meeting notes

ILSDC monthly checkin

Update and opportunity to surface any questions or concerns

• From 3/18 ILSDC checkin) For post-go-live data cleanup work, create a plan (with estimates of the scale of work, timeline). Ask ExL to review it. Ask if ExL can do a scheduled job in our instance for us? (if that’s desired) Suggestion to setup a special meeting with ExL to discuss the SCP records. Catherine will provide the data/numbers and reach out to Tom & Carlo for next steps.

10

Catherine, TJ

Working on prioritization. Talking to ExL about performance issues with large cleanup work. Tested deleting portfolios. Took multiple days to delete SCP post go live. Basecamp ticket to ask about how to best complete this work.

SCP from Primo was quicker, deleting from Alma was days.

Unsure about time for reindexing.

Mentioned doing it at cut over, unsure exactly the timing for this. Alison clarified this would be going with SCP for freeze time before migration.

Working on other ILSDC also – what needs to be cleaned up in the IZ and/or NZ.

Check-in / Logistics / Any issues with testing?

Report any major changes in availability / circumstances

Anything to report on the test load?

Progress on authentication integration for new-to-Alma campuses? UCSD and UCB initial testing is done. Anyone else getting close? EXL waiting on campus work.

10

Carlo

• Susan - 2 million records were activated even though UCSF only licenses 600. Lisa Wong is helping. Susan has a workaround. Susan spent a lot of time investigating and ExL was not helpful.

• Authentication testing:

  • UCLA - waiting for the campus to clear the data security stuff

  • UCM - not working; getting a “user isn’t allowed on Alma” message, but it’s going through authentication just not alma.

  • UCSF - will check with fulfillment but Susan thinks it’s fine

  • UCB - working on logging off but authentication is up and running

ILS Data cleanup / Patron Data groups / PPC

• ILS Data Cleanup (Tom): co-chairs visit on 3rd Thursdays. TJ Kao and/or Catherine Busselen will join on 4/15.

• Patron Data (Greg)

• PPC: Review final decisions (as needed)

• SILS Chairs/Coordinators meeting update & actions

5

Carlo, Tom

• Patron Data: Campuses can setup regex however they want per the decision page.

• PPC: Nothing to report

• Coordinators (Carlo): Discussed the value of spending more time talking among the cohort about how to set things up and make workflows work rather than focusing on getting the perfect training/answer from Ex Libris.

  • Use UC_Alma email list or Alma-L. To join the UC Alma/Primo google group, use this link: https://groups.google.com/a/ucsc.edu/d/forum/uc_alma-group  and click on the blue “Join Group” button.

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

• Basecamp Project Meetings

Stay up to date on timeline / deadlines

Any topics that are not currently scheduled that need to be covered? See Basecamp Project Meetings. Feel free to request special meeting topics.

5

Lena

• Reminder: Data Center move and downtime on May 29-May 30 for NA04-NA07. See email. Ex Libris should be reaching out to your campus.

• Update on slowness issue:

  • Updated “desired outcome” to include Primo VE - which is even slower and needs to be rectified prior to Primo VE Workshop next month (May 17-21).

  • Alma slowness still being investigated and tested

• Marci will be reaching out to the ICs with an EXL workshop survey for them to fill out to gather their team’s workshop experience and feedback. Note - it's one completed survey per campus (so ICs will need to collate campus responses into one response).

Current Cutover Plan Status:

• Step 1: Wed April 14 - Will have CO (Cutover) plan case opened and should submit to AMO (EXL Migration) by EOD

  • Assuming any issues found by AMO would be related to their tasks and not UCS so work can continue by Marci/Laurie for planning.

• Steps 2&3: - Basecamp CO To Do List work in process

  • FYI - Fri April 16 – EXL internal team meeting to review CO plan

• Step 4: Thurs April 22 (estimated) – Marci will send PMs/ICs CO plan for review

  • Related - Thurs April 22 – Fiscal Close meeting – will provide TS freeze days (even if delayed for PM/IC full CO plan release)

  • Step 4.5: Thurs April 29 – Marci/Laurie review CO plan during UCS PM/ICS meeting

• Step 5: Thurs May 6 – Marci/Laurie review CO plan during all UCS staff office hours

• Any questions on the timeline?

Update and questions from Alma Accounts Task Force

The Named Users Taskforce has a draft document of our early recommendations to share with you. We request that you read through this document prior to Thursday’s meeting so we can discuss the recommendations and get your feedback. Feel free to add feedback and questions as comments directly on the document in advance of our meeting. We request and encourage bold and honest feedback (if you hate something, please tell us).

Named Users Validation Survey due 4/23

30

Lynne, Gillian

• UCR is trying to stop using shared logins; they are working on a justification.

• Note that students work in multiple areas of the library and not just circulation.

• Strong sentiment that campuses do not want to use shared accounts.

ExL data center migration

Awareness that NA04-NA07 servers are being physically moved to a new location over Memorial Day weekend and there will be a scheduled downtime from May 29 8pm PT to May 30 8pm PT.

Ex Libris is reaching out to customers to schedule 30-min calls to answer any questions.

We asked Marci to add this to the project timeline.

5

Lena

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

• Ex Libris will make live config changes during training but they don't have to be permanently saved (they can be reverted back on the spot.) There’s an advantage to being the demo since ExL can make desired changes for you as they are working.

• Determine how we will decide.

• Does anyone want to opt out?

  • Berkeley - opt out
    Davis ? but prefers UCSD
    Irvine ?
    Los Angeles
    Merced
    Riverside ?
    San Diego
    San Francisco - opt out
    Santa Barbara - opt out
    Santa Cruz - opt out

• Marci suggests we decide by 2 weeks prior to the Workshop start (by April 30)

• How will we decide?

  • https://miniwebtool.com/random-name-picker

5

Lena

Questions from slack

• (Alison, 4/12) Last week, I expressed my concern about the already-Almas' test load PrimoVEs calling the production SFX API (that workaround ExL put into place with the first UC Alma)- bc thread: https://3.basecamp.com/3765443/buckets/15553579/messages/3554793135 . Could we discuss this on Thursday's meeting? Maybe put it towards the end & have just CDL + already Alma campuses?

20

Alison

• PrimoV’s are calling the production SFX API due to the special workaround ExL put into place with the first UC Alma (UCD) - the so-called “CDL API”. And another workaround was created for the PrimoVE campuses (Or, the original API was modified?) This special workaround must be decommissioned.

• How will it be decommissioned? And what cleanup will be needed? How will we do the cleanup?

• Ping is working on this.

• We need to understand the solution now while we have the Test Load.

• Talk to Marina about this. She was part of this early work.

Ask Marci/Marina for a plan for the “CDL API” decommission work and cleanup work and a timeline for what should happen when.

Other / Homework

5

Tom

• Homework: IZ configuration work to support link resolving (See 4/8 IC notes). Progress? Questions?

• Open issue: Slowness on NA07 (from 4/8): See above

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?

TBD

Carlo

• UCB job to send finding aid/MARC records to CDL - anyone else doing this? Not sure; ICs might not be the best people to ask.

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

• UCD Escalation (3/17): Requested a meeting with ExL.

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

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

TOTAL

90/90

Review decisions and actions.