2021-09-23 Meeting notes

Q&A (recurring) - urgent questions

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

1. (Sarah) Analytics point persons and configuration setting

2. (Caitlin) Competing interests: winding down phase 4, and growing interest in ongoing SILS as staff start working in the SILS. Is this true?

3. (Carlo) Items and holdings on the wrong bib that need to be corrected by campuses. Carlo shared the SF case.

time-permitting

Sarah

1. Question about named Analytics group (https://uc-sils.atlassian.net/wiki/spaces/PPC/pages/1787199534) and the configuration option that would allow NZ to share information with member institutions https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/100Managing_Multiple_Institutions_Using_a_Network_Zone/Analytics_When_Using_a_Network_Zone/Configuring_Analytics_to_Display_Network_Zone_Information

   1. Gem: On this setting: only includes subject area and e-inventory per ExL. A recommendation should go to the ICs. Gem will draft it.

   2. A formal Analytics subgroup did not proceed for phase 4. Instead, a point person for each FG will be appointed. It’s the link above. Decision was to take an emergent approach to see what issues emerge and for the ongoing shared gov to take up analytics since it’s already included in their charges.

   3. A slack channel was created for the analytics point persons. (#sils-analytics)

2. Seeing more burnout than rising energy.

   1. Also, staff are being asked to redirect their attention to other non-SILS work that’s been waiting (deferred work and new projects).

   2. At some campuses, it’s the same staff who were on phase 4 and will continue on the ongoing UCLAS SILS teams.

   3. Staff are eager to have new practices and policies in place (like they had in their old system.)

   4. We used to ask IT to run reports and now we can self-serve. How are staff dealing with this? Are they overwhelmed or empowered? Those who have been on Alma for years have figured it out - some staff need to ask for help with reports, others are comfortable.

   5. Change management has been a big deal - knowledge sharing, co-creating policies, deciding on configurations, etc. Caitlin shared the SILS Ops Center https://cdlib.org/services/d2d/sils/sils-operations-center-at-cdl/ and asked what things would be helpful to discuss systemwide? Or, are many things local issues? Carlo noted how many different options exist in Alma to accomplish the same thing which makes deciding even more complex.

      1. would be great to discuss things that are done by all campuses such as HathiTrust. CDL could start/facilitate the convo to discuss with campuses how it should work.

      2. The work is not always done in the obvious functional group. Eg, LHRs are managed by IT at UCB.

      3. Another example was given of an FG making a decision but technically it could not be done.

3. So what I wasn't clear with this response is this was a job that was automatic or if someone at Ex Libris was being "helpful". This job ran as a surprise nationally... we heard about it from a librarian at another institution.

   1. Ask for a root cause on why this job ran. At the same time, ask what ExL’s policy is on changing customer system configs. We want control of our system changes. Have this discussion with the ongoing Customer Support also.

Timeline review / PM update

• SILS Implementation Timeline

• Schedule (chronological order of tasks on Basecamp)

• Project Meetings (on basecamp and confluence)

Support during Implementation:

• Document Alma/Primo slowness in Salesforce, see instructions

• Alma/Primo known issues page on Confluence

• For escalations:

  • Essential to include case numbers - make sure that ICs provide those to PMs when asking for escalations. PMs need to ensure IC has pinged the consultant asking for a status update before escalating.

  • Escalations can go into 2 categories: it’s urgent, or there’s a lack of communication.

• SalesForce case OR Basecamp post? Please share this with your local implementation teams:

  • If it’s a general question, post on BC

  • If it’s problem, open a SF case

    • Also no need to double dip - if you have a SF case first, that’s all ExL needs (no need to additionally post on BC)

0

Lena

Batch Jobs Benchmarks:

• Action: Ex Libris will provide a benchmark so that UCs have some guidelines on expected runtimes. Ex Libris will need to do some research first, but when can UCs expect to receive that?

  • (8/26) Marina following up with HQ regarding the batch jobs runtime benchmark explanation

  • [8/31] Chaim still working on details

  • Related update 9/13 - Several of the cases about slow jobs (import jobs) were actually caused by the type of jobs being run - that required intervention from the campus due to certain settings being utilized - which caused delays for the campuses and their jobs.

    • This benchmark work is still in process - however due to the complexities of it, it will take longer than expected and I do not have an ETA. Will update you when I have more information.

    • Update 9/23: RE cases for UCLA, Santa Cruz and small jobs - (initializing, running, finalizing)

      • Because the job queue takes into account all jobs running on the server, there can be delays in small jobs due to what else is being processed on NA07, not just on their IZ.

Key deadlines:

• Switch to Support Readiness form

  Objective: identify issues that need to be resolved and identify trends in problematic areas.

  • Due: 8/30, 9/20, 10/11

  • Overdue from 9/20:

    • Santa Cruz

    • Merced

    • UCLA

    • Berkeley

  • Reminder: open a case for anything that was a “no” in your form. No need to describe it in the form, just include the case #.

• Now: Register for the Ex Libris Knowledge Accelerator Program (KAP) series (Nov 3-Dec 15)

  • The EXL Training team does not anticipate anyone else joining the cycle (based on Switch to Support schedules and time zones). Do note though that your KAP cycle will include the same sessions and content EXL delivers to all KAP attendees.

  • Details regarding the Knowledge Accelerator Program (KAP):   

  • Registration page:   

Special meetings

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

Parking lot

• Early October: Decide who should join the monthly call with Ex Libris Support in November and December.

  • More details coming from ExL in late September.

  • January 2022 and beyond, the SILS Operations Team will decide who attends.

TOTAL

50/50

Review decisions and actions.