2021-06-24 Meeting notes

Q&A (recurring) - urgent questions

Do you have a question to discuss at the meeting? Add it below with your name.

1. Any other campuses ETDs missing from eScholarship harvest for UC Library Search? UCBs are. (Lynne)

2. (Greg) - How should we manage local non-Library requests for API keys? For example, if a faculty member inquires about being able to setup “a webservice that would allow a computer program to check whether a given book is in the collection, based for example on ISBN number?” It would be a read-only account.

   1. Impact on daily API call limit?

   2. Expectation of Library IT support or assistance with webservice beyond supplying the API key?

3. (AMR) Proxy enabled from the SFX data migration (new to Alma campuses +NZ); can ask ExL to set ‘proxy=yes’ or ‘proxy=no’; Assumption: for NZ collections, it would be the preference for IP-authed collections (non oa/free) in the NZ to be proxy=yes? (roughly 1,161 NZ ecollections oa=no; 234 NZ ecollections oa=yes)

30

All

1. ICs are confirming now. ExL is planning to meet with Lisa Schiff et al to work on the issue.

2. Lynne suggested there are other options such as Z39, SRU that don’t get counted against our daily API limit. Need a decision page on how to manage API keys. It would be helpful to understand what our API usage is. Interim solution is to not give API keys at this time. Tell requestors we don’t have all the information we need to determine if we can offer API keys at this time. Use another method in the meantime. Make a stub decision page and turn this over to the SILS Operations Team (ongoing gov). There are also security concerns with APIs and protecting P3 data.

3. UCSC doesn’t have an answer yet. UCSF: default=yes for proxy. No proxy at UCR or UCI. Alison will verify the team can go with “yes”.

Go-Live coordination

https://docs.google.com/spreadsheets/d/1olDkcAsvX3pp1W-GY4MJvpu0C2I5Krkts_0wIN96fGI/edit#gid=1252460463

Alison’s go-live (day-of) countdown with hour by hour CDL work

FYI. See below for some resources as you prepare for go-live:

• Get your data acceptance/test plans ready!

• Block off a couple of days in advance to review your data acceptance/testing plans with your local implementation team

• Ensure staff are ready/available for the whole week (July 19-23) and weekend (July 24-25), and Monday/Tuesday (July 26-27)

  • Environments could be delivered early and you want to be prepared.

• Remind staff you can’t change data until you have accepted your data. (see below)

• Review the lessons learned from Test Load for more advice on how to prepare:

  • https://docs.google.com/document/d/1HyxgNFA3DgzeLjPlfYxLeH3YtpBBSUXmK6xuQfznVA0/edit#heading=h.q244je1lflhe

  • https://docs.google.com/document/d/1jNBDLoUXoZy6f6yXn5JzZ0oV4WYaXBpPOFJosdmaouA/edit

• Respond quickly to questions/requests in Salesforce from ExL consultants, e.g., Laurie.

• Report any and all issues immediately to Ex Libris via the Sales Force cutover case. Don’t bundle issues and wait.

• REMINDER: DO NOT MAKE ANY DATA OR CONFIGURATION CHANGES IN ALMA UNTIL **AFTER ACCEPTANCE**
  The only exception would be to change a user's roles or adjust their account from external to internal to ensure that they can conduct testing in Alma (and this should be for a limited number of staff). 

  • Data review and testing on NA07 [Alma Campuses]: https://3.basecamp.com/3765443/buckets/15553579/todos/3739905048

  • Provide written data acceptance for Alma via your Cutover case [Alma Campuses]: https://3.basecamp.com/3765443/buckets/15553579/todos/3739905052

  • Data review and testing on NA07 [III, Voyager, WMS]: https://3.basecamp.com/3765443/buckets/15553579/todos/3739904553

  • Provide written data acceptance for Alma via your Cutover case [III, Voyager, WMS]: https://3.basecamp.com/3765443/buckets/15553579/todos/3739904559 

  • Marci also added this messaging to the June 25th lockout To Dos (no changes from lockout until acceptance)

5

Carlo, Tom

Timeline review / PM update

• Cutover to do list

• Working copy timeline

• SILS Implementation Timeline

• Schedule (chronological order of tasks on Basecamp)

• Project Meetings (on basecamp and confluence)

• Document Alma/Primo slowness in SalesForce, see instructions

• Alma/Primo known issues page on Confluence

Stay up to date on timeline / deadlines

time-permitting

Lena

Any questions on the timeline?

• Congratulations! Per Laurie at 11:24am today (6/24): All UCS cutover cases (along with forms and data) have officially been delivered to the ExL migration team! You may still get questions when migration reviews the forms/data.

• NA07 will be frozen; if you didn’t get some work done, take a deep breath, it’ll have to wait. Make sure no one goes into NA07; it could interfere with the work migration is doing.

  • Lynne will post on BC to clarify what options ICs have for locking down their IZ.

• If you plan to take a vacation in cutover period, be sure to have a backup in place to answer ExL questions. Make sure your local implementation team is aware of this.

Special meetings

• June 28 project status meeting is canceled due to Juneteenth holiday

• July 5 project status meeting is also canceled due to holiday.

• Questions due on Friday 6/25 for 7/1 Office Hours. Add them to the Basecamp meeting agenda Discussion.

• Questions due on Friday 7/2 for 7/8 Office Hours. Basecamp meeting agenda Discussion.

• July 15 Cutover Preparation Review special meeting

• If you have a topic for Ex Libris to cover, Request a Special Meeting.

• Sep 7-10 will be the analytics workshop. Save the date. More info and invite will be coming as soon as IT has the agenda so they can be clear about who should attend.

Suppress Display in Discovery update

UCSC got it working testing with the 520 field, still having confirmed 899 will work, SL handed this off to DFG except for the 899 piece which Sarah will pursue with Ping.

Thanks, Sarah!!

Parking lot

0

• [Hold for after 6/25] Clarification on Alma/Primo known issues page on Confluence: We have a suggestion to use it for product issues (Alma/Primo) that are controlled by Ex Libris; not for known issues as a result of CDL’s data clean-up and campus-level e-resources management (or non-migration related access issues that also may surface/be tracked).

  • Does everyone agree with this approach? Yes.

  • Do we need another list for internal known issues? Who manages it? Set it up decision page style so each group has one and it feeds into a consolidated view? (may be too much overhead?) - Return to this Q

• [Hold for after 6/25] Risk assessment for Go-Live

  • ICs to do local risk assessment and share select risks before Jul 1

  • Go Live Risks sheet (feel free to make a copy for your local imp team risk assessment)

  • Brainstorm mitigations together with ICs at Jul 1 or Jul 8 (Jeremy reported in chat that fiscal close makes Jul 1 a busy time.) Preference?

• Post go-live: Decide which IZ(s) to use for the analytics workshop (in addition to the NZ). Nothing will be edited during the demo. One suggestion from the trainer is to use a different IZ each day.

  • Would you like your IZ demo’ed in the analytics workshop? (Polled on slack)

    • Yes: UCB, UCSF, UCSC

    • No: UCR, UCSB

• In preparation for the eventual switch from implementation to support (and to Salesforce exclusively), new-to-Alma ICs should consider who should have Salesforce accounts (have it in place before go-live). Understand best practices in opening cases. Ex Libris has a template. See Basecamp post.

TOTAL

90/90

Review decisions and actions.