2020-07-13 IC-SC Meeting notes

Check-in / Update

Report any major changes in availability / circumstances

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Anything issues from Slack, Email, Basecamp that need discussion, action?

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• IC confusion about getting out training materials weekly. I think the IT team will take care of this shortly, but we might need a communication to support those actions.

  • What about Step B reps? (UCM?)

Testing and access to the vanguard

Continue discussion….

What’s the plan for the vanguard environment (including sandboxes) during the vanguard phase?

From All Chairs meeting: Allow access to the Vanguard test for folks outside of the vanguard campus? We need to know if and how this will impact the Vanguard migration testing and if there are strong objections to these access requests.

How do we ensure local testing doesn’t interfere with systemwide testing: coordinating so we don’t step on each other

What’s the best way to allow non-vanguard libraries to have access to vanguard environment to see how data is showing up? Allow broad access as much as possible

All chairs meeting on vanguard environment/testing: Would Tom and Carlo want to facilitate that discussion? What information do we need to answer before we put it on the agenda? Which date? July 15, 29, Aug 12, 26?

Alma/Primo campuses to take the lead on drafting some “data review checklists” for UC

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HOLD FOR IC MEETING UNTIL NEXT WEEK 7/13 AFTER THE PMS TALK TO EX LIBRIS

• We need to better understand what access people are expecting.

• No issues with providing access to the NZ for everyone. That is a given.

• Campuses that are already on Alma may not be interested in the vanguard IZes, but will be interested in NZ.

• There’s not really a use case to see another campus' IZ. Suggestion is to manage it on a case-by-case basis. Ask for access directly if you need it. OK to say “no” to a fellow IC if you’re too busy to honor the request. A better solution may be to ask to see an existing Alma campus' IZ.

Use cases

1. CDL: SCP / SFX data in the NZ - might be looking at IZ, UCSD

2. Every VG campus testing their own IZ (any issue with campuses providing guest account within their own campus?? that is, can anyone ask for access at your campus?)

3. Every VG campus will want to check the NZ

4. FGs testing processes (e.g. fulfillment) across IZ

5. Alma / Primo campuses: ILL / resource sharing - even though they’re on Alma, they’ve never done RS and that might be of interest to them, since there might be some harmonization.

   1. Might need guest account to a buddy IZ? and NZ

Creative solutions:

1. Pair work: can you showcase something over zoom?

2. Sandboxes + NZ will be available

3. Partnering program based on functional area / department / capacity.

4. Show and tell sessions: what were you expecting? what surprised you? what changes might you make in the test load?

5. Vanguard buddies: one VG campus makes accounts for another non-VG campus

6. Shared accounts? Like “UCM_staff” or something that everyone could use.

ExL on 7/9:

• One sysadmin account per VG who can then make other accounts as needed

• Not everyone needs NZ access, because NZ data is populated out to the IZ Almas and Primo - so better to see it there, not in the actual NZ.

Going forward:

• Note that there’s a patron data / acq data privacy group started in WG for examining how do we address privacy issues in testing and in consortial work.

• What is the best “Default” thing to do → make a shared view-only account for Sept, then set up meetings / Q&As for Oct?

  • Guidelines:

    • make as few accounts as necessary

    • Give VG campuses some space to assess in Sept

• Set up some template for asking who wants access and why

• Plan the culmination of Vanguard and how to show the results of what we learned

  • Decouple “having access” from “learning lessons”

  • PMs check in with ExL about what they have planned for lessons learned time at the end of the Vanguard phase

  • Who does the “lessons learned”? → The VG ICs and the relevant PPC/FG folks. Scope minimum expectations for lessons learned.

Ask Alma campuses what they would want to see in a vanguard IZ.

Checkins with vanguard campuses

Check how things are going individually with vanguard ICs

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Decisions in process

https://uc-sils.atlassian.net/wiki/spaces/IC/pages/518652656

Awareness of any decisions in the queue that need consultation from ICs

Do we need to revisit the idea of having PMs (or someone) review decisions in process to ensure the RACI/decision-making process is fleshed out? Would a “final” date be helpful for the decision rollup? Currently, the due date is the closest thing but it might vary by weeks from the final approval date.

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Set IC agenda for July 16 meeting

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Other / Homework

TOTAL

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