2020-08-13 Meeting notes - CANCELED

Date

Aug 13, 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), out
@Alison Elizabeth Regan (Unlicensed)
@Lena Zentall (Unlicensed) , PM

Discussion items - did not edit

	Item	Desired Outcome	Time	Who	Notes	Decisions	Actions

	Item	Desired Outcome	Time	Who	Notes	Decisions	Actions
1	Notes from Office Hours 8/13 https://3.basecamp.com/3765443/buckets/15553579/documents/2885290737				Share Ex Libris' powerpoint with ICs and SILS Chairs after the meeting since many folks did not attend the office hours: “Delivery of Vanguard environments: what to expect” and what you can do to prepare for test load delivery. The slides will be posted on the meeting page on BC. Delivery of test load - notification will be via your SalesForce case. URL to production environment Admin User login (super admin) - use to set staff logins Instructions for staff logins Migration reports Login credentials for Ex Libris Developer Network (test APIs, etc.) See migration guides for testing suggestions for the various ILS systems How to report issues? Let Ex Libris know right away if anything doesn’t look right. Post to BC - create a separate thread for each issue you report. Laurie will review and may instruct you to open a SF case if needed. What stays? What goes? Library and location codes, resource sharing partners, vendors, and internal users and roles will be preserved. You will not have to fill out a new configuration form. For UCSB (and other existing Alma campuses), Ex Libris will copy your existing live environment configuration (for vanguard, test, go live) Will there be a demo after the environment is created for SCP to show how the special CDL IZ works? May not have the IZ ready yet. Phase 1: identify any immediate migration issues Phase 2: testing Q: How do you test email and notices to patron to avoid actually emailing patrons? All email addresses will be @scrubbed to avoid spamming users! It won’t sent to vendors either. In the letters configuration, you can test letters with whatever email you like. Managing User Roles (google Alma user roles to find it): describes all roles. Take some time to review roles and think about which roles you need. Laurie demoed how to flip users from internal to external to add roles/profiles. Shi asked about NZ role setup. Laurie will check if there is specific info. on setting up roles in NZ. Typically, they are set as internal user with Alma authentication to access NZ. Google is the easiest way to find things in the Knowledge Center!		@Lena Zentall (Unlicensed) will share 8/13 Ex Libris office hours recording and powerpoint on “Delivery of Vanguard environments: what to expect” with ICs, PPC and SILS Chairs.
2	Check-in / Logistics	Report any major changes in availability / circumstances	15	Chairs
3	Vanguard campuses	Check how things are going individually with vanguard ICs on configuration form Aug 27 special meeting: submit questions by 8/13 on basecamp for shared vendors/workflow for e-resources	10	Carlo
4	ILS Data cleanup / Patron Data groups / PPC	ICs know how it’s going with these groups PPC: All-decision Rollup	5	Chairs
5	Timeline review	Stay up to date on timeline / deadlines: Basecamp To-Dos	10	Lena	Config form: PPC will finish config form recommendations Friday 7th - DONE! DRAFT due 14th FINAL due 21st Fulfillment network draft due Aug 21; fulfillment network final 28th → Fulfillment FG has the ball on this. Special meetings upcoming: “Data Permanence” Aug 20th, questions were due 8/6 “Shared Vendors” Aug 27th, questions due today, Aug 13th! New - RLF presentation to Ex Libris at Sep 21 weekly project update meeting. Meeting on resource sharing for non-returnables in the works Vanguard Environment Delivery Sept 4th Special Meeting: Using Alma for Data Review, Sep 10: No questions are needed in advance. The goal of this meeting is to help vanguard institutions understand how to look at their data and to be able to form questions. Primo delivery Sep 16 Special meeting first look at Primo Sep 17
6	Followups with Ex Libris		5	Lena	Q: Can we get one-on-one time with migration consultants to discuss the config form during the implementation test load? A: Yes! Marci has put a placeholder in BC. Q: When do we get the “keys” to create sysadmin accounts? A: Your sys admin account is created when environment is delivered. You’ll get the message via SalesForce. How will advance questions be handled for Sep 10 Alma data review since we get Alma on Sep 4? A: No advance questions needed. This is presentation and discussion. The goal of this meeting is to help vanguard institutions understand how to look at their data and to be able to form questions.
7	Vanguard testing Alma campus IC recommendations for Data Testing	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? ICs to review their local implementation test plans and estimate how long testing will take. Report back at the next IC meeting. (Ballpark how long you think testing will take. We are trying to understand what September and October will look like. )	20	Tom
8	Other / Homework		5
9	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.
10		TOTAL	70 / 90