Report any major changes in availability / circumstances
15
Chairs
Checkin on meeting times in August – still working? Yes.
Sarah has been evacuated due to fires and does not have zoom access. She is serving on TSELG now which means she’ll need to leave the IC meeting at 3pm on days they meet which is usually not every week.
Things may change in the next 6 weeks before quarters begin and we’ll revisit if our meeting time still works.
Due to fires and smoke, staff at UCB Library had to go home (closing windows couldn't be done due to covid procedures.)
2
Vanguard campuses
Check how things are going individually with vanguard ICs on configuration form
10
Carlo
Haven’t heard back from Ex Libris yet on the draft config forms. Clearly, the forms were perfect:)
Lynne got answers to questions submitted at the same time as the draft form.
Per Alison Ray, Current ILL-ing (adding/removing/updating ILS locations) questions can go to email: ResourceSharingHelp@cdlib.org
3
ILS Data cleanup / Patron Data groups / PPC
Question from Laurie this morning, “I understand you have committees that are working on pre-TL clean-up now. Can you provide an overview of the tasks you are working on now?”
New - CDL SCP Workflow on Oct 1 (demo how SCP records will be loaded)
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.
Post questions in Basecamp as they come up (e.g., config form questions, other concerns). It’s open 24/7!
Ex Libris is writing a document about Alma collaborative networks for UC; coming from Marina and team end of August.
Looking ahead…What defines “completion” for the vanguard?
In general, the details below follow along with the Important Project Dates and Key Milestones To Do list on the UCS Basecamp athttps://3.basecamp.com/3765443/buckets/15553579/todolists/2379093736 as to what is accomplished during the Vanguard and when it ends (at the start of the full project implementation)
On EXL side:
Completion of reviews for Alma Essentials and Administration Fundamentals trainings
All environments delivered (Alma and Primo VE)
Initial Alma configurations loaded
Vanguard Alma Workshop completed
Kickoff for full project occurs
On UCS side:
Reviewed Alma Essentials and Administration Fundamentals trainings
Gain experience with data migration preparation – including files, forms and processes
Begin initial review of data migration
Report data migration issues to EXL for review and planning for full Test Load
Begin initial review of configurations and plan for future adjustments
Kickoff for full project occurs
Looking even further ahead to Full Implementation.
Ex Libris did extracts for the vanguard alma campus (UCSB) but this won’t be the case for the implementation test load. UCM will need to start earlier for WMS.
Major deliverables will be added to the PM Basecamp as additional To Do lists (Test Load, Configs, Primo VE, Integrations, and Cutover/Go Live).
Test Load high level dates provided, rest of line items will be added in over the next month (note change to final date for deliverables)
Configs and Primo VE will be added after being adjusted following the VGs completing their work (and OK of TL dates)
Integrations To Do should be prepped by kickoff
Cutover/Go Live To Dos will be high level until May (look at test load as a starting point)
Configurations and Alma Certification (VG versus Full Impl Test Load) clarification. Every campus must have a minimum of 2 Alma-certified & 2 Primo-VE certified staff by go-live.
The current sandboxes have configuration open.
The VG TL environments will be delivered with configurations open.
The Full TL (in February 2021) will NOT have ALL configs open for those that do not have Alma certified staff (N/A for current Alma/Primo campuses). Those campuses without Alma certified staff will need to request (via cases) config changes to be made by EXL on their behalf.
@Lena Zentall (Unlicensed) will ask Marci these questions: 1) Call out CDL in the timeline and UCD Law 2) Ask about MFT for Alma campuses 3) 2 Primo-certified staff- can it be 1? (See agenda item 6 below for answers.)
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. )
UC instruction begins on Oct 1 for fall quarter, so it would be ideal to get as much testing done as possible by then. UCB and UCM instruction begins August 26.
Testing will not be coordinated overall; ICs will manage their own plan.
UCLA needs a little time to confirm sysadmin accounts are properly set up before setting up accounts for others.
UCB wants to be sure data is not corrupted before granting other accounts.
Jeremy noted it's easy to goof things up in Alma.
Need the data privacy to be determined before accounts are opened to other campuses.
Accounts will be requested using this spreadsheet managed by SILS chairs; Figure out what the vanguard FG members should do sooner before accounts are available for other non-vanguard campuses.
Vanguard buddy for Merced?
Lynne would like to give accounts but then be able to ask these testers to help answer Alma questions they have.
Primo VE will be accessible via a public URL for viewing by anyone.
What expectations about setting permissions? Back and forth will likely be needed with requester to determine what they are testing.
UCSB provided admin levels for testing but used a strategy for setting more specific roles for go live.
For analytics, you can run user reports to see addresses, other private info.
Question: how will campuses communicate to ExL during testing? Basecamp? SalesForce?
Using Alma for Data Review meeting 9/10 will cover reporting problems. Things that are very specific to data migration goes on your SF case.
Testing dates approved by ICs:
By Sep 21, provided the data migrates well, vanguard campuses will open up accounts to FG testers.
After September, non-vanguard local campus SILS teams can request access through their IC.
Changed permissions from “highest” level to the “appropriate” level for the testing at hand.
@Lena Zentall (Unlicensed) to report back to ICs after the WG meeting update on data privacy.
6
Other / Homework
5
Responses to questions asked today:
Q: Call out CDL in the timeline and UCD Law in “UCS High Level Test Load Activities”?
A: Activities at this stage in the early timeline are identified by ILS, so CDL and UCD Law activities fall under “III”.
Q: Do Alma campuses have to download the MFT?
A: yes, they have to download and install the latest Migration File Validation tool. It’s updated monthly. Everyone will have to resubmit the forms.
Q: 2 Primo-VE certified staff; can it be 1?
A: Two certified for Alma is mandatory. One is acceptable for Primo VE for a smaller institution. It could be the same 2 people for both Alma & Primo VE certification. On a side note, Marci has also seen at large consortia a certified person from the systems office acting as a backup for a campus. Primo VE certification is not rigorous.
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 to share lessons learned (what went well, didn’t go well, do differently next time) - worthwhile? Just the ICs. Do it between the break between vanguard and test load.
Invite FGs to present on their test plans at the Sep 3 IC meeting? Thank you, but not needed.
No need to invite FGs to present on their test plans to IC meeting. Many ICs are already familiar with these test plans since FG members are in their local implementation teams.
@Lena Zentall (Unlicensed) will let PPC know we do not need to schedule FGs to present on their test plans to the ICs.
8
TOTAL
90 / 90
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