2021-10-21 Meeting notes

Q&A (recurring) - urgent questions

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

1. Individual ELUNA memberships in addition to consortia membership?

2. Browzine decision page - any comments?

3. Analytics settings: https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(Englis[…]nfiguring_Analytics_to_Display_Network_Zone_Information

1. Yes for UCD, UCSB, UCSC, UCI (and possibly others who weren’t here today). Caitlin reported this is a topic of active discussion at ACAG

2. Browzine Decision page looks good. Gem will work with Caitlin on next steps.

3. PPC had no objections so Gem set the NZ Analytics settings to true for "analytics_network_inventory_available_for_members" and "analytics_catalog_available_for_members".  As I understand it, you'll still need to change these settings on your end for your IZ Analytics to use the e-inventory consortium subject: https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(Englis[…]nfiguring_Analytics_to_Display_Network_Zone_Information  I'm not sure if a job needs to run or if the setting change should be instant. SEND A SCREENSHOT so Gem and Alison can see how it looks.

Debrief on meeting with ExL Support Director

Share about the ongoing support process and other learnings from the meeting

Meeting notes: https://docs.google.com/document/d/16DaXn4tTWTbtulALk0VxIEeZiuCmX9bTOlqbcrceB6A/edit

Meeting recording is in the usual sheet. Fine to share with staff - just give them the background on the purpose of the call.

15

Tom

• The objective was to introduce and discuss the process for the ongoing monthly support calls and escalation procedures.

• Until our new governance structure is in place, the SILS Service Manager, Caitlin Nelson, will be joined by the IC co-chairs, Tom Bustos and Carlo Medina along with the NZ administrator Gem Stone-Logan for the November and December calls. 

• The SILS Operations Team is the group to decide who should join the SILS Service Manager on these monthly calls ongoing.

• Issue: privacy rules have changed the way Salesforce cases can be shared. They can no longer be shared publicly. That means, we’ll have to devise a way to communicate among ourselves (and other consortia) about issues.

• Alma team has about 24 support staff and some new members. Staff in Jerusalem can help for thorny issues.

Data Privacy form

Understand the new process for managing the data privacy acknowledgment for Alma account holders.

Walk thru the new folders and documents: https://drive.google.com/drive/u/1/folders/1xn2UlakQb2Z-Z-2-O4XGhCzxNzuY7jBv

Q&A

15

Lena

• Action: ICs to retroactively ensure all Alma account holders sign the data privacy and security responsibilities acknowledgment form by Dec 1.

• It’s no longer one form – each campus will now have their own form to manage.

• Staff who signed the old form do not need to sign the new one; however, it may be easier to simply start fresh and have everyone sign the new campus-specific form. It’s up to each IC to decide for their campus whether to start fresh or to bring over the old responses.

  • A copy of the responses from the old form is available. Note: the fields (i.e., columns) do not match exactly with the new form, so some work is needed to manually add the responses from the old form to the new responses sheet. Also, edits were accidentally made to the form so the data is messy.

• New process: Each campus will manage their own form and responses starting now and continuing until further notice.

• The forms and responses will live in the SILS shared drive and be managed by ICs through the end of phase 4 (Dec 23, 2021). The folders will be moved over to the new drive and be managed by the SILS Operations Team reps starting in January 2022. Note: the forms will continue to be available to staff regardless of whether we move them.

• New - Data Privacy folder: https://drive.google.com/drive/u/1/folders/1xn2UlakQb2Z-Z-2-O4XGhCzxNzuY7jBv

  • Each campus has a folder with these items:

    • Subfolder with the form and responses sheet

      • DO NOT SHARE THE LINK TO THE ADMIN VERSION OF THE FORM

      • The forms are ready to accept responses

      • Responses will automatically go into the responses sheet

    • “Share this link” doc with your campus-specific form link (full URL and shorter URL)

  • Sample email to staff - feel free to copy and edit for your own use.

Caitlin will takeover the work and consult with ICs on how to manage student workers and others with role accounts.

Timeline review / PM update

• 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.

0

Lena

Ex Libris meetings:

• Our final Ex Libris meeting on Monday 10/25 will be the Switch to Support meeting led by Callie Mendoza, Ex Libris North American Support Manager. Agenda:

  • Contacting Ex Libris Support

  • Knowledge Resources

  • Submitting Cases

  • Sharing Feedback with Support

  • New Customer Tips

  • PowerPoint available on the EXL KnowledgeCenter

Monthly Support call with ExL:

• Nov/Dec: SSM and IC co-chair(s) as available will join the monthly call with ExL Support.

• Jan 2022 and beyond: SILS Operations Team will decide who attends in addition to SSM.

Key deadlines:

• 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:   

Parking lot

TOTAL

50/50

Review decisions and actions.