2021-09-30 Meeting notes

Draft decision page

Review, edit, and approve the draft decision page created for Network Zone settings for Analytics: https://uc-sils.atlassian.net/wiki/spaces/IC/pages/1789755437  

5

Gem

Sarah brought up these settings last week, and Gem investigated and doesn’t see any reason not to do this. She doesn’t see any privacy issues.

Sarah says this looks great!

Gem doesn’t see any risk, but is triple-checking with ExL.

Approved

@Caitlin Nelson to take this via email to PPC as e-approval item.

"other UC" user stub records and billing

10

Greg

FYI item: Greg tracks all the jobs, and sees occasional failed notifications and failed letters sent. The reason why is because the patron records don’t have contact info (email addresses). The majority of these are network user records: a user from another campus requests a book and a stub record is created. Network record is findable, but is missing email address (or sometimes any other contact info).

In this case, it’s a pickup notice that’s missing.

Ramifications for billing notifications! Campus IT requires a physical mailing address for billing.

Greg believes the source record for the patron data (i.e. originating campus) is lacking the info.

UCM has only campus address; UCB requires email.

Seems like there needs to be some harmonization for what is required to borrow.

UCSD shared the table of what was approved: everyone agreed to the table as-is. But if the record in that campus’s Alma doesn’t have that data it won’t be in the stub record. So if there’s a need to contact someone at user’s home campus, can we do so?

Gilian: They should have a list of contacts for account information.

Tom: There’s also a spreadsheet for contacts on each SILS team at each campus.

Caitlin: Can we toss this over to FFFG? Describe the problem and ask them to solve it.

Carlo: There’s also some educational component to this: we’ve never required an email before and some campuses will have to do that if we decide that.

@Greg Ferguson will write up the problem statement and request FFFG to come up with a solution.

@Carlo Medina (Unlicensed) will check in with Liz R (chair of FFFG)

Q&A (recurring) - urgent questions

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

Greg: What if the third version of the SSR form is submitted and it’s not all set to yes?

30

Lena: ExL asks you to open a salesforce case for anything that’s a “no”; if you’re only doing something once a year and you’re not testing it, just add that comment to explain why it’s a “not yet” tested so ExL understands the reason.

Alison: We do not have to complete a version 3 of the form. We made comments for items “not yet” tested.

Lena: ExL wants to ensure your responses are intentional rather than an oversight. They want cases opened for anything not working so they can resolve it.

ACAG meeting update

5

Caitlin

Alma Consortial Advocacy Group met on Monday: mostly talked about the “stealth” job that deleted records. Group will be talking more about how to advocate for consortia needs better to ExL.

Someone surfaced an issue with CDI and the difficulty of getting good answers from Ex Libris, especially for consortial aspects.

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

Key deadlines:

• Monday EXL 10/4 project status update meeting will be canceled (nothing new to report; instead Marci will send a summary of upcoming actions and meetings)

• Switch to Support Readiness form

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

  • Version 3: Due Monday October 11th. Optional for:

    • Davis

    • Irvine

    • Riverside

    • Santa Cruz

    • Network Zone

    All other campuses must complete version 3.

    • Marci will review results in the Monday October 18th weekly meeting

  • 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): https://knowledge.exlibrisgroup.com/Alma/Training/Knowledge_Acceleration_Program/Knowledge_Acceleration_Program  

  • Registration page: https://knowledge.exlibrisgroup.com/Alma/Training/Knowledge_Acceleration_Program/2021/Knowledge_Acceleration_Program_-_Cycle_7  

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.