2020-08-06 Meeting notes

Date

Aug 6, 2020 2-3:30 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)
@Lena Zentall (Unlicensed) , PM

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	15	Chairs	Alison will be on vacation next week. Sarah has found an afternoon solution for childcare so she’ll be able to attend this meeting - yay! Tom’s not sure about the level of parent involvement in homeschooling yet Caitlin needs half days and hours but hasn’t figured out her schedule. Greg will have no power 8/12 so will miss the SILS Chairs meeting.
2	Vanguard campuses	Congratulations on reaching a major milestone! Check how things are going individually with vanguard ICs on configuration form 5 patron types in configuration: summarize; ask if there’s anything to add to the discussion on slack? Aug 20 special meeting: review questions submitted Basecamp link here	10	Carlo	Congratulations to vanguard ICs on getting everything to Ex Libris. Configuration form challenges? Greg’s met twice; motto “trust the process”; delegating fulfillment tab to circ module coordinator. IT helping with printers - will probably leave it blank for vanguard. Don’t worry, you’ll know how to do all this once you’re in Alma for a couple of weeks. Assumption that if a campus is not done with their configuration form, they will turn in what’s done to date for the draft. 5 patron types in configuration: anything to add to the discussion on slack? This limitation is just for vanguard 4 permanent data categories: libraries, locations, vendors, resource sharing partners. Caitlin will upload questions to Basecamp today at 5pm
3	ILS Data cleanup / Patron Data groups / PPC	ICs know how it’s going with these groups PPC: https://uc-sils.atlassian.net/wiki/spaces/IC/pages/518652656	5	Chairs	Nothing to report from ILSDC Patron data is working on test scenarios based on ILSDOC’s template (thanks!). Due date next Monday for final version.
4	Timeline review	Stay up to date on timeline / deadlines: Basecamp To-Dos Confirm commitment to Ex Libris dates from last meeting: Oct Alma workshop, Dec 23, etc.	10	Caitlin	Request from Com Leads: What numbers do you have that might support an infographic celebrating the vanguard test load, e.g., number of records loaded, etc.? (asked on Slack) UCLA: We would have valued more time for just OUR campus and the config form in filling that out. Config form: PPC will finish config form recommendations Friday 7th DRAFT due 14th FINAL due 21st Fulfillment network draft Aug 21; fulfillment network final 28th → Fulfillment FG has the ball on this. Special meetings: “Data Permanence” Aug 20th, questions and clarity due today!! “Shared Vendors” Aug 28th, questions due Aug 13th Vanguard Environment Delivery Sept 4th Special Meeting: Using Alma for Data Review, Thu, Sep 10 (ask Marci about expectations for questions since we only see Alma a few days before this meeting) Primo delivery Sep 16 Special meeting first look at Primo Sep 17		@Lena Zentall (Unlicensed) and @Caitlin Nelson to share with Marci: 1) we need one-on-one time with migration consultants to discuss the config form during the implementation test load. 2) How will advance questions be handled for Sep 10 Alma data review since we get Alma on Sep 4. 3) when do we get the “keys” to create sysadmin accounts? 4) Can we ask for 1-2 sentences describing meetings (what is covered; what’s the desired outcome), e.g., 9/10 meeting
5	Vanguard testing https://uc-sils.atlassian.net/wiki/spaces/IC/pages/644907623	Round-robin with vanguard campuses: Share progress on local implementation test plans; anything you want to share with the group? anything the group can help you with?	20	Tom	Ballpark how long you think testing will take. We are trying to understand what September and October will look like. What guidance can Alma campuses provide us about their experience in testing? UCSC had a very short timeline so needed to crunch it into 2 weeks (fortunately, it worked fine). Did the number of records come over? Are your fields where you asked them to be put? Can you check out a book? what’s wrong with your data that’s causing weirdness is the hardest. Check a couple of examples of everything is the minimum. Differentiate “training, learning, playing” from testing. Our assumption is Alma will be working on day 1. Will SF tickets be given status priority if we find a problem? Testing should be prioritized around areas that need to be understood sooner (for tweaking configuration, etc.) How long will Ex Libris respond to questions in SF during the implementation test load period? UCR aimed at 85%-90% success rate during testing Prioritize testing from the patron's point of view first Roles/permissions may be a challenge. we don’t want to run into testing problems because someone is stymied by a lack of the right permissions. Can we give everyone admin permissions for the module they are testing in? Sure, it’s vanguard so the risk is low. its usually fairly obvious in Alma if you can't do something because of permissions. The documentation is also pretty specific on what roles are needed to do things.		ICs to review their local implementation test plans and estimate how long testing will take. Report back at the next IC meeting.
6	Other / Homework		5
7	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. IC retrospective on lessons learned after config forms are submitted and before Alma is delivered: between Aug 21 and Sep 4. Invite FGs to present on their test plans - next week.
8		TOTAL	x / 90