2020-04-02 IC Meeting notes

Date

Apr 2, 2020 2-2:30 pm

Attendees

@Tom Bustos , co-chair
@Carlo Medina (Unlicensed) , co-chair
@Ramon Barcia
@Susan Boone
@Greg Ferguson
@Lynne E. Grigsby
@Robin Gustafson
@Bill Hackenberg (UCLA) (Unlicensed)
@Jeremy Hobbs
@Gillian Keleher
@Sarah Lindsey
@Caitlin Nelson
@Alison Ray (CDL)
@Alison Elizabeth Regan (Unlicensed)

Not attending

everyone attended

Future agenda items

Discussion items

	Item	Desired Outcome	Time	Who	Notes	Decisions	Actions

	Item	Desired Outcome	Time	Who	Notes	Decisions	Actions
1	Check-in	Report any major changes in availability / circumstances	5	Chairs
2	Logistics	Get on same page about some logistical stuff	5	Chairs	This call will be recorded and saved. Biweekly calls with ExL scheduled Mondays 1-2pm, starting April 6 https://uc-sils.atlassian.net/wiki/spaces/IC/pages/443286504 Other?	Get ExL to give us the agendas for these meetings well in advance so we can invite the appropriate people. First meeting (April 6) will be just ICs.	@Caitlin Nelson Ask ExL what support they can provide in terms of answering specific campus questions.
3	Vanguard Discussion	IC Group will make a recommendation on the Vanguard institutions	10	CN	Vanguard volunteer sheet Update: UCLA said Y; UCSD will hear from last program director tomorrow. CN spoke with Maria B at ExL: She says 5 inst in vanguard are the max, but still possible. If UCSD says Y, should we accept everyone volunteered? Or ask someone to step back? (No need to decide today, just food for thought…) Caitlin: we have four campuses who have approved their being a vanguard campus. UCSD is also still under consideration. What should we do if UCSD approves? According to Ex Libris, they are OK with 5 vanguards, this would be the most they recommend. Alison Ray: has a question whether CDL can go into the Network zone? Carlo: mentioned the decision for UCLA to participate in the SILS Vanguard in the Library all hands zoom session with more than ~250 participants. No concerns where raised. Several people expressed support. Carlo mentioned upcoming opportunities for Library staff to participate more full with Alma technology then were previously possible with Voyager.	UCLA has decided to be a Vanguard campus	@Caitlin Nelson to confirm with ExL about CDL going into the Network Zone - does it have to feed into the NZ through an IZ, or does it “count” as one of the vanguard?
4	Discuss implementation form	Understand which fields to fill out as campus vs. system	45	Team	Forms and samples Drive folder Editable / commentable version of the implementation Lynne: a little unclear on some of the fields in the form. Which are unique to a campus? Which are blanket questions addressed to the consortia? Some of the questions are irrelevant given we’ve already made the ExLib vendor choice. Caitlin: suggests skipping any questions that do not apply. Gillian: has already gone through the transition to Alma Primo VE. UCSC is sort of a “Pre Vanguard Vanguard” and can answer quite a few questions for other campuses on other systems. Lynne: a Q&A session with the campuses that have already done this would be incredibly useful. Caitlin: only the five new campuses actually need to fill this out. Sarah: please do not copy implementation forms, as there may be mistakes that are in the queue to be corrected that you may be unaware of. Craig: there are quite a few duplicate questions in the questionnaire. Caitlin: might be because the first part (Questions 1-14) aren’t needed and we can skip to part 2. Caitlin: does the implementation of SILS imply on a system-wide authentication approach too? Group: no. Tom: this has been discussed for at least a decade. We do not have this and it is not immediately planned. Caitlin: FYI, Ex Libris has stated that Authority Data will not be migrated. Ramon: reported that financial data didn’t migrate properly to Alma/Primo VE requiring them to hold on to Millennium for five years for required financial reports. Sarah: also reported data migration issues when they migrated to Alma/Primo VE		@Caitlin Nelson Check in with ILS Data Cleanup group on noting issues that were problems during previous migrations. Come around back to that “tab” (per Lynne).
5	Questions for ExL				Can we skip Part 1? What about the metric information - do you need that again for each campus? What is a “unique ejournal”? What is the FTE? clearer definition Page 15 project team who is this? Can we implement more than one? Shibboleth for UCSD affiliates and something else for non-affiliates (e.g. public, etc.)? Alma / Primo - do they need to fill this out? If there have been significant changes, or desires changes, how do those get documented? Why should we do this, can we skip right to the migration form? What are you using this for? This helps us answer it correctly. If we do have to fill this out, what’s the actual deadline? We will need time to muster our teams.
6	Other / Homework		10		Pause on the implementation forms, and wait until Early next week for ExL more info / details / deadlines.
7		TOTAL	75 / 90