2020-05-14 Meeting notes

Date

May 14, 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
@Jeremy Hobbs
@Gillian Keleher
@Sarah Lindsey
@Caitlin Nelson
@Alison Ray (CDL)
@Alison Elizabeth Regan (Unlicensed)

Not attending

Future agenda items

Discussion items

	Item	Desired Outcome	Time	Who	Notes	Decisions	Actions

	Item	Desired Outcome	Time	Who	Notes	Decisions	Actions
1	Check-in / Logistics	Report any major changes in availability / circumstances	10	Chairs	Update: Bill Hackenberg is no longer with the SILS Project. We will meet in IC-Steering tomorrow to discuss PM needs and we'll report back next week on reassigned duties / work. Recurring issue: How to find work for people to do from home? Have any campus shared any plans for after July, in terms of budget, etc? Nope. Rumors of 20% paycuts / furloughs? → what happens to SILS project resources? Idea is to identify the MVP to keep the deadline. What about moving over faster? That is, instead of extending current (III) contracts to meet migration deadline, but migrating early. → How would this work? This happened to UCSC, they went 40 days earlier than expected - not perfect but made it happen. There’s also some contract contingency planning going on to identify pieces of the ExL contract that could be revisited if necessary. What kind of analysis would need to happen to make that decision?
2	ILS Data cleanup / Patron Data groups	ICs know how it’s going with these groups	5	Chairs	ILSDC: Need to check in with CB to find out about questions answered in Basecamp Patron Data: Approved team charter, started work on identifying data needs at each campus.
3	Timeline review	Stay up to date on timeline / deadlines	15	Caitlin	Basecamp scheduled items: https://3.basecamp.com/3765443/buckets/15553579/schedules/2379093803
4	Decision review	Awareness of progress	5	Caitlin	https://uc-sils.atlassian.net/wiki/spaces/IC/pages/417300496 = IC decisions Next step: Check in with ILSDC on the answers so far for SRLF/NRLF issue. Check in with Resource management group if they are working on this already too. Access to Network Zone: who gets authentication accounts? Vanguard phase: let’s try out both UCOP and SanDiego for now. (can always do internal accounts.) https://uc-sils.atlassian.net/wiki/spaces/IC/pages/518652656 = everyone’s decisions / issues		@Caitlin Nelson check with Resource management. @Tom Bustos get ahold of Catherine @Caitlin Nelson and @Alison Ray (CDL) to work on Access to Network Zone decision.
5	Takeaways from ExL Overview	Get on the same page about the overview / review any feedback and takeaways	15	Chairs	ExL will be answering some of the questions from chat in Basecamp later this week. Clarifying expectations is a great strategy - understanding exactly what we think we’re going to get.
6	Questions for Q&A on Monday	Have a list of questions for ExL by end of day today	15	Chairs	What do we do with questions already on Basecamp? Post your questions here by Friday 12pm Pacific: https://3.basecamp.com/3765443/buckets/15553579/messages/2675995680
7	Communications on Basecamp	FYI: New rules of engagement coming out	5	Caitlin	Communication: SILS chairs + ICs can post questions as needed on Basecamp; Each chair / group will get their own category Include rationale here…. Discovery and ownership Ex Libris within a couple of days should either answer or acknowledge. Once the question is answered, owner should respond “thanks this is done” and archive it. Escalation conditions: if there is no response within a few days, it can be brought up at the next appropriate check-in; escalation can also be tagged with the escalate “category” - and we can sort by that, and look only at the escalate questions during a meeting. Who tags escalation? PMs can; owner is expected to escalate their own questions as needed - tag it and let Caitlin know what’s going on. Meeting is a safe space to analyze questions and figure out next steps. Different questions should get different threads - use common sense.
8	Other / Homework		5
9		TOTAL	75 / 90