2020-07-30 Meeting notes

Check-in / Logistics

Report any major changes in availability / circumstances

15

Chairs

• TJ Kao will be the main contact for ILSDC; Catherine is reducing her work time.

• Lakshmi is filling in for Alison as IC for Irvine

• Sarah doesn’t know yet but may have a reduction in her work time; same with Alison Ray.

• (vanguard) UCB submitted all records and forms by jul 29. They blew up Millennium in the process over the weekend

• (vanguard) UCLA Extracted on July 28 but had authentication issues for 3 days!

• (vanguard) UCSD got files in by July 17 - done with back and forth - some bad item types resolved. Got their configuration form and reviewing it with ILS group.

• (vanguard) UCSF got files in yesterday. May rerun the order records based on UCSC’s experience.

• (vanguard) CDL all work done for ERMS and SCP data.

• (vanguard) UCSB ExL wants them to do a bib extract to avoid getting SCP records. Laurie will do the extract. Lesson learned: All Alma campuses will need to do this for the test load.

Checkin about meeting times in August when we know more about work schedules/school commitments; we may need to shift meeting times/days to better accommodate IC’s schedule.

Checkins with vanguard campuses

Check how things are going individually with vanguard ICs

Status update as of Monday July 28: https://3.basecamp.com/3765443/buckets/15553579/messages/2882999369

10

• Clarifying from today’s configuration meeting: 5 "patron types" in Alma on the form but these "types" can have multiple "user groups" (from existing ILS for example) within them.

• Mass Dig is interested in getting an extract from Alma - do now in vanguard or later in test load?

• CDL Data in the NZ: Won’t load SCP records directly to NZ, but will load from intermediate IZ.

ILS Data cleanup / Patron Data groups / PPC

ICs know how it’s going with these groups

PPC: All-decision Rollup

5

Chairs

• ILSDC finished first draft of testing guidelines! Catherine, TJ, and Alison Ray are invited to attend PPC to discuss test plans on Friday.

• PPC will be meeting with ILSDC, and Patron Data(?) and CDL (Alison) to talk about SILS Cohort testing coordination

Timeline review

Stay up to date on timeline / deadlines: Basecamp To-Dos

15

Caitlin

August is “config” and “testing”

Configuration draft forms due on Aug 14: UCB, UCLA, UCSD, UCSF. Final forms on Aug 21.

PPC is reviewing the configuration form to see if there’s anything that should be standardized systemwide, they will call for a hold on that item if they believe it should be standardized. By July 31, ICs will have the list of “holds”. By Aug 7, they will confirm what the standard answer should be.

Fulfillment networks is in the works. Fulfillment FG is doing this work.

Not testing authentication or integration in the vanguard.

Local SILS implementation groups will be doing testing separately from FG testing.

• Notify the ICs of the new consent agenda timeline process. Goal is to make timely decisions on the timeline:

  • you have been empowered by the WG

  • 3-5 business days to research and object

  • Otherwise at the following IC meeting we acknowledge and commit to those dates.

Email sent 3-5 days in advance of IC meeting with new dates to add to timeline.

“Hello ICs!

We have worked hard with the ExL PM to find dates that will work best for both individual campus needs and the overall project timeline. There are four major milestones coming up that need to be confirmed.

• October 5-9: 4-5 day Vanguard Alma Workshop

  • Who is this for? This is for anyone participating in Vanguard Alma testing and assessment

  • Learn more about Alma workflows for your campus

  • This workshop will be repeated again in 2nd training series

• Implementation Kickoff: Nov 5th

  • Th 10-12 slot

  • For EVERYONE

• Last day of Ex Libris work for 2020: December 23rd

  • What does this mean? This will be the last day of review and back-and-forth with us before everyone leaves on vacation.

  • Who is this for? EVERYONE

  • The “FINAL” data deadline will be determined for each campus EARLIER in December, based on Vanguard outcome and other factors. We’ll keep you posted on this.

• Test Load environment delivered: Feb 5th

  • Who is this for? EVERYONE

These dates cannot really be changed, so we ask for your acknowledgement and commitment to them on behalf of your campus. If you have major issues with these dates, contact us immediately so we can arrange an accommodation. There will be more opportunity to negotiate specific deadlines within these larger “major milestones” to take into account individual campus needs. In the meantime we need these locked down to start hanging the details on for future activities. Thanks so much!”

Create To Do’s in Basecamp to track things happening that don’t involve ex Libris or track outside Basecamp? OUTSIDE BC, PLEASE

Assessment & Test Planning (Due 7/31)

Confluence page by 7/23 - Done!

Report on progress (Gillian, Sarah, Jeremy, Ramon, Robin). Any additional work needed?

10

Alma campuses

Alma campus IC recommendations for Data Testing

Two-prongs of testing:

• ICs are in charge of creating test plans for local implementation groups; reviewing their local data (see Alma campus IC recommendations for Data Testing above)

• FGs are doing testing to validate the decisions they made systemwide. Not yet decided how non-vanguard members will do testing but it will be figured out (buddy up with vanguard members of their FG; get individual account, etc.) Avoid burning out vanguard FG members!

Vanguard testing

Agree upon expectations for vanguard testing by non-vanguard campuses

• Assumption: VG campuses need time to review their data before granting accounts to other campuses.

• Assumption: Local vanguard campus group members will have access to NZ via their campus IC.

• SILS FGs need access to NZ data - they have responsibility for decision-making.

• Challenge: Patron/privacy issues (WG subgroup is tackling this area; report to WG on 7/24)

• Vanguard buddy: Non-vanguard campus gets paired with a vanguard campus to see NZ data. Buddy would give user accounts and have a chance to ask questions.

• Vanguard inventory: Task each non-vanguard campus to find out who needs accounts at their campus to see the NZ (what data do they need to see andyou hy? what module do you need access to?)

10

Chairs

Consult with ICs on this phased approach.

How are we addressing roles?

UCSF: get another non-vanguard sysadmin; welcome people coming through. UCR would be happy to buddy up with a Vanguard member and test out configs. UCSC also on board with being a vanguard buddy.

UCLA: If we all set up our roles similarly it will make sense too.

• Phase 1: (when Primo is available 9/17) - Make Primo URL readily available. Primo URLs will allow view access to everyone

• Phase 1: (Now) Make sandbox accounts readily available

• Phase 1: All SILS Cohort members doing testing (e.g., FGs), and all Vanguard local staff will have access with Alma accounts as needed.

• Phase 2: (October) All other accounts (local SILS staff non-vanguard access to Vanguard) must wait until October (except vanguard buddies;)

• Q&A:

  • Will vanguard campuses be making decisions for the rest of us?

    • The FGs are representative - each functional group has one member of EVERY campus on it.

    • The testing plan for the FGs is different than for local campus staff

    • How RLFs will work?

    • How will analytics look?

    • What will SCP records will look in Primo?

Info on the sandbox which is available to all campuses (2 IZ and 1 NZ): https://3.basecamp.com/3765443/buckets/15553579/documents/2379093850
(the IZ sandboxes do show the 'nz' scope)

Ex Libris offered to do an NZ show-and-tell demo for non-vanguard campuses (since we know everyone is interested!)

TBD: Will NZ testing affect other IZs? Will IZ testing affect other IZs? Examine this when creating test plans.

Hold for next time: SILS all-chairs meeting topic for Aug 14 is vanguard testing and access. Who would like to present on this topic?

Other / Homework

5

• Good to know: 4 things don’t get blown away in test, rather they carry over: libraries, locations, vendors, resource sharing partners? This means you may not have as much time to do data cleanup, e.g., mass deletion and combining of codes. You will have to wait and do it later.

• Per PPC agenda from tomorrow: Suggestions for 2-hour Office Hours with Ex Libris

  • Authority control shared vendors/workflow for e-resources (schedule for end of August? Aug 27)

  • What data is “locked-in” and when for the test load implementation? (Aug 13)

Parking lot

Checkin about meeting times in August when we know more about work schedules/school commitments - we may need to shift meeting times/days to better accommodate IC’s schedule.

TOTAL

55 / 90