On 1: ExL is working on a way to take not-yet-live campuses out of the AFN Rota (Svetlana)
On 2: Alison (and Gem & Joe) will be making some changes to existing systems and would like to make the changes all at once. Some fulfillment work needs to happen for each campus. Lena suggests publishing a go-live countdown checklist of activities and times, hour by hour as needed.
UCD & UCM & UCI are aiming for go live in the morning
Already alma campuses have to wait 12 hours for DNS to switch over CNAMEs. Signoff must happen by 5pm on July 26.
We expect the CNAME reroute to start no later than the morning of July 27 (Israeli time) and for it to be complete by the afternoon of July 27 (PT time). However, we cannot guarantee the exact timing at this point. I am checking with my colleagues on the migration team regarding your request to lower the TTL time.
Best regards,
Laurie
Need clarification on the exact times and how to ensure Alma is ready for users by 8am July 27. What time is signoff needed to achieve this?
Preference for allowing each campus to publicize a time individually.
Preference for allowing each campus to publicize a time individually.
Alison will start a go-live day-of countdown with hour by hour work. Share it with ICs for adding to.
@Alison Ray (CDL) will start a go-live day-of countdown with hour by hour work. Share it with ICs for adding to.
2
Tracking known issues
Awareness of Alma/Primo known issues page on Confluence - FGs and ICs should post known issues here in preparation for go live or post-go-live as we start moving toward support.
Would this be useful?
At UCI, each area had a separate wiki page that fed to a main page. They started around go-live.
Next steps on ILL digitization workflow defects: FFFG will summarize issues; CDL (Alison/Gem) will open a systemwide ticket. PMs will flag this as a high priority/escalation.
00960981 - Page entries on the Resource Sharing form are only sent when enumeration fields are populated with information.
00960945 - Comment field entries on request form currently not displaying on the lender side
(should be coded as critical) 00960983 - AFN Request moves from one institution to the next instead of cancelling when the patron cancels their request in Primo.
The remaining issues do not need to be escalated
Marci will share these with Marina to take to the product team for investigation. Updates will come through the cases.
Document Alma/Primo slowness in SalesForce, see instructions.
Stay up to date on timeline / deadlines
5
Lena
Any questions on the timeline?
Risk assessment for Go-Live; could be variance by campus in the likelihood and impact of some risks.
ICs to do local risk assessment and share select risks
Go Live Risks sheet (feel free to make a copy for your local imp team risk assessment)
Brainstorm mitigations at July 1 with ICs or July 8 (Jeremy reported in chat that fiscal close makes July 1 a busy time.)
FYI. On June 3, SILS co-chairs will email draft account allocation numbers to ICs to support Alma account configuration before the lockout. We will share these numbers with ExL for API purposes.
We are canceling ExL office hours on June 10 to give everyone time to focus on pending deadlines. If you have a burning question, post it on Basecamp. Be sure to let staff know who you forwarded the meeting invite to. When I cancel the meeting in Outlook, it doesn’t remove it if the meeting was forwarded.
On APIs: WG raised a concern that UC may have occasions to use more APIs in the longer-term. Ongoing shared gov teams to monitor and determine if UC needs to negotiate for more API calls. Watch this during the first 6 months and beyond. We do not want to be constrained in innovating.
Reminder: Meeting with Ex Libris on Alma/Primo slowness issue; Led by Ahuva Mazuz, VP of Development and Omri Gerson, Corp VP Platform & Tech. There will be time for Q&A. Attendance is optional. ICs, PPC, WG were invited.
Tuesday June 8 at 8am
THE MEETING WILL BE RECORDED.
No special meetings are scheduled after this week. If you have a topic for Ex Libris to cover, Request a Special Meeting.
4
Data privacy for analytics workshop
Awareness of responses from Data Privacy Task Force.
Determine a plan for deciding which IZ(s) to use for the demo in addition to the NZ.
Question: Do workshop attendees need to sign the data security form? (if so, this would be difficult to enforce since the invites are broadly distributed. It would need to be on an honor system.)
Response: Yes, fill out the form for trainees. We are going to edit some of the wording to reorganize the information in there, but until that is done, please continue to use this form.
Any restrictions on sharing the recordings?
Response: Yes, only share the recordings with UC staff, not publicly available.
What data, if any, should be absolutely avoided in the demo?
Response: None, as long as these are things staff can do with their alma analytics accounts. At the session please emphasize to the attendees that in these trainings they"are seeing data that other people don’t have access to and this data that they are seeing needs to be governed by data privacy and security policies", and please reinform them that they have agreed and signed a privacy and security form to the same extent.
5
Lena
Shared with the IT co-chairs. Asked for their recommendation on whether it’s practical to track who has signed the form.
How will we decide which IZ(s) to use for the demo in addition to the NZ?
Ask ExL if anything gets “edited” during the workshops.
5
Q&A (recurring)
Do you have a question to discuss at the meeting? Add it below with your name.
E-Resources Troubleshooting decision: IC’s are listed as stakeholders; have we discussed? (Jackie)
Proxy – do any of you have a proxy? If so, do you know if (or how) NZ resources will work with it? (Lynne)
(update/answer): AEFG reports that the plan (in conjunction with CDL Collection) for outbound linking is coming into shape. ICs will be consulted/requested for information in the coming weeks. (Alison/Susan)
Our special collections scope, which is limited to a subset of sublocations, is pulling ebooks/eresources. Why would this be? (Jackie)
TBD
Team
Sarah reported the MMS IDs are the same in the IZ in production and on test for the Primo VE campuses (UCI, UCSC, UCR). UCSC has been tracking these IDs thinking they would be changed and realized they do not need to do this!
UCI was discussing this in regards to permalinks.
Jeremy: ucd and ucsb will still have diff permalinks because we are upgrading to a new primo
Sarah will followup with ExL to confirm it’s true MMS IDs will not change for existing Primo VE customers.
On #1: AEFG has not yet consulted with CDL or ICs on this decision. It’s still in process.
On #2: UCSC & UCSB & UCSF uses EZproxy.
From Susan/Zach: Always – The proxy is used for any resolving. If this proxy is selected as default, it is used for any resolving, even for resources (services, collections, or portfolios) with EnableProxy=No. If this proxy is not selected as default, it is used for resources where EnableProxy=Yes and this proxy is selected. Note: This configuration overrides the configuration in the Network Zone. Never – This proxy is never used for resolving, even if it is enabled and selected for a particular resource. Selective – This proxy is used for resources where EnableProxy=Yes and this proxy is selected (this is equivalent to selecting Always for a non-default proxy).
Gem: Believes it uses the IZ’s proxy setting to authenticate. will set up a test for one item that needs to be proxied and one item that does not. (work with Lynne and Jeremy)
Gem Follow-up 6/8/2021 tested the NZ proxy configuration and confirmed it will use the IZ proxy if the NZ electronic service has proxy set to “yes”. If NZ service is set to no, will not proxy (unless IZ overrides). However, all SFX records migrated as requiring a proxy (it was all or nothing) so at migration, almost everything will be set to proxy.
On #4: No responses from ICs. Jackie will take it to Basecamp.
FYI. UC shared ebooks will only be in the NZ. This is an issue for reserves. If you attach an NZ record to a reading list, it doesn’t show up. Gillian is working with CSU to try their workaround but so far it’s not working. She will keep ICs posted.
@Sarah Lindsey will followup with ExL to confirm it’s true MMS IDs will not change for existing Primo VE customers. cc: Ramon, Lakshmi on case.
@Gem Stone-Logan will set up a test for one item that needs to be proxied and one item that does not. (work with Lynne and Jeremy)
6
Parking lot
0
7
TOTAL
90/90
Review decisions and actions.
20
The SILS mission is to transform library services and operations through innovation and collaboration. The future is shared!
Question? Contact AskSILS-L@ucop.edu