2020-09-24 Meeting notes

Date

Sep 24, 2020 2-3:30 pm

Attendees

@Tom Bustos , co-chair
@Carlo Medina (Unlicensed) , co-chair
@Lakshmi Arunachalam
@Ramon Barcia
@Susan Boone
@Greg Ferguson
@Lynne E. Grigsby
@Robin Gustafson
@Jeremy Hobbs
@Gillian Keleher (working out of state - may not be available)
@Sarah Lindsey
@Caitlin Nelson
@Alison Ray (CDL), out
@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	Carlo	Caitlin’s leave (Jan-May)
2	ILS Data cleanup / Patron Data groups / PPC	Patron Data ILS Data Cleanup PPC: https://uc-sils.atlassian.net/wiki/spaces/IC/pages/518652656 Oct 30 is PPC’s deadline for decisions that affect mapping and other forms. We confirmed there were no major decisions in the works therefore ICs were onboard with this date.	5	Chairs	Nothing to report for ILSDC Patron data: Vanguard shared their findings and Alma sites nodded in recognition; commiseration ensued:) Oct 30 PPC deadline for decisions that affect mapping and other forms. Are we all in agreement we can support this decision? Yes, with the caveat we may not be able to meet the deadline. We’ll work closely with PPC to meet that date, checking in as we get closer and learn more.
3	RLF presentation	Debrief on RLF presentation	15	Carlo	Thanks to Lynne and Cathy for a great presentation! This is the first time all data is in the same system. Can we tell Ex Libris what we want for depositing and requesting? Who makes this decision? 3 different ways of displaying the information. 3 flavors: display in your local catalog; keep records but suppress in catalog; remove records. SC made the change when they moved to Alma/Primo. Proposal to discuss at SILS Chairs meeting. Lynne and Cathy to lead this discussion. Carlo and Tom as sponsors. That impact would a decision have on the test load? we’re saying decisions are needed by 10/30. We don’t think we have enough time to decide by test load. What questions do we want to ask Ex Libris? Does everyone have their records in their catalog to display for RLF (holdings set on a bib)?	Interest in putting this topic on a SILS Chairs meeting agenda.	@Lynne E. Grigsby@Carlo Medina (Unlicensed)@Tom Bustos to organize a session on RLF questions (how do UCs want to display information? what do we want for depositing and requesting? what questions do we want to ask Ex Libris? @Lena Zentall (Unlicensed) will put RLF discussion on SILS Chairs next agenda (Oct 21). Tom, Carlo, Lynne, Cathy will facilitate the discussion.
4	Timeline review Post questions in Basecamp as they come up. It’s open 24/7! PM week-by-week timeline with testing, data cleanup	Stay up to date on timeline / deadlines: Basecamp To-Dos and share “good to know’s”	10	Lena	Data editing moratorium extended until 9/25. UCB has done the phase 1 critical validation and are doing phase 2 testing. Some important records still need to be reviewed - only about 100 records but if they were changed it would not be good. Assumption is records that change in the NZ will sync up and change in the IZ. NZ → IZ. If you set your settings to “save to the NZ”, it will. If you make a local change to your IZ, does the NZ override it later? Even if your copy is the master record in the NZ, it’s not the master in your IZ - is this true? An IC will post these questions about the NZ → IZ and IZ → NZ workflows to Basecamp. Ex Libris meetings upcoming: CDL SCP Workflow on Oct 1 (demo how SCP records will be loaded). Questions were due 9/18. Oct 2-9 Alma workshops (Invites were sent to the SILS-Cohort listserv. Let Neil Weingarten know if you did not receive them.) Vanguard Analytics demo on Oct 12 (Connie Braun, trainer will provide a brief analytics overview for both an IZ and the NZ; 90 minutes, 1-2:30) Nov 2: Lessons Learned at weekly project update (ICs + Ex Libris) Nov 5: Kickoff Full Implementation Nov 6-20 Migration meetings (TBD) Note: No other Thursday special meetings will be held those weeks as a result. Send top 3 choices by EOD 9/28 to Lena. Configuration general meeting on Jan 7, 2021 10am-12pm. It will be recorded. It’s a prerequisite before the individual meetings. Save the date: UCLA, UCSF, UCSD, UCB, UCM for individual config meetings during this period: Jan 8 + Jan 11-15. (We’ll set the actual meetings later.) Vanguard completion checklist: On EXL side: Completion of reviews for Alma Essentials and Administration Fundamentals trainings - DONE! All environments delivered (Alma and Primo VE) - DONE! Initial Alma configurations loaded - DONE! Vanguard Alma Workshop completed Kickoff for full project occurs - Nov 5 On UCS side: Reviewed Alma Essentials and Administration Fundamentals trainings - DONE! Gain experience with data migration preparation – including files, forms and processes - DONE! Begin initial review of data migration - IN PROGRESS Report data migration issues to EXL for review and planning for full Test Load - IN PROGRESS Begin initial review of configurations and plan for future adjustments - IN PROGRESS Kickoff for full project occurs - Nov 5	Lynne does not want to hold up testing for the 100 records UCB still needs to test. However, an extra day would be useful for UCB so extend the moratorium through Monday 9/28. Propose moratorium through Monday 9/28 to Liz. (done and she agreed after consulting with RM FG)	@Lena Zentall (Unlicensed) will cancel the Nov office hours that will be used for migration meetings Nov 6-20. @Lena Zentall (Unlicensed) will reach out to Liz M on PPC channel.
5	Vanguard testing Vanguard testing decision page (includes links to all other resources) Data security acknowledgment google form is in the Data Security IC folder on gdrive. Spreadsheet of vanguard guest account requests	Round-robin with vanguard campuses: Share progress on local implementation testing; anything you want to share with the group? anything the group can help you with?	15	Tom	Carlo, UCLA: two-thirds of the way done; will start setting up accounts more broadly next week. Susan, UCSF: will start setting up accounts more broadly next week; working on testing. Campus leads will be discussing how to log results of discovery testing. Greg, UCSD: solely focused on patron data testing. Has not had time to check on local team member testing. They shared a few things that have come up. Greg created his first ticket in SalesForce. Wouldn’t accept images except as attachments. No one reported any concerns from the ILS team. Lynne, UCB: Thanks to Greg for the slider tip!! Fulfillment is difficult with the number of libraries. By the end of next week hoping to give out accounts. Alison, CDL: I’m still in process of creating NZ accounts for those that requested. Data team deep in throes of analysis of migrated data. Regarding user roles and sliders. Here's an Alma cloud app that does this (I think): https://developers.exlibrisgroup.com/appcenter/alma-role-toggler/		@Lena Zentall (Unlicensed) will ask about the protocol for when ICs and others are asked to create SF tickets vs. when ExL does it for them. Do we need to identify the tickets “vanguard” or other identifier in the ticket subject or something like that so it’s routed properly?
6	Other / Homework		0		Response time – address it in this round? Sandbox is slower than production - expected behavior. Alma dashboard doesn’t come up about a third of the time and requires a browser refresh. Lynne proposes doing automated response time testing later. Q: What is the protocol for when ICs create SF tickets vs. when ExL does it for them? A: Ex Libris will come up with a game plan they all agree to (different consultants do things differently). Marci will let PMs know what is decided so we can share it with you, and she will also cover it at the kickoff. Q: Do we need to identify SalesForce tickets as “vanguard” or with any other identifier in the ticket subject line so it’s routed properly? A: SF Tickets are setup to route to the right place, so nothing additional needed at this time. New — Marci suggested the ICs might want to think about how to use subject lines in sales force tickets for easier sorting in reports later.		@Carlo Medina (Unlicensed) will gather more info on response time and refreshing browser needed to display dashboard or changes, then pose a question on Basecamp. Will work with Greg on the question to BC.
7	Parking lot				Oct 29 IC meeting: vanguard lessons learned and show and tell by each vanguard campus (in preparation for Nov 2 Lessons Learned with ExL)
8		TOTAL	60 / 90