2020-10-01 Meeting notes

Check-in / Logistics

Report any major changes in availability / circumstances

15

Carlo

• UCSC winter will be the same as fall.

• UCB spring will be online; expect to work at home until summer.

• UCM will be the same next semester.

• UCD 67 people in the UG library; the only library to reopen.

• UCLA “If you are successfully working from home, plan to do so through March 19 2021.

• UCSD is doing library pickup in a more convenient location than Geisel library.

ILS Data cleanup / Patron Data groups / PPC

Patron Data

ILS Data Cleanup

PPC: All-decision Rollup

5

Chairs

• Patron data – no major red flags in vanguard testing. Greg’s about halfway through the worksheet for UCSD, 97% of course reading lists and attached items did not migrate over. Greg is investigating.

• PPC has not met in a couple of weeks; meeting this Friday Oct 2.

• ILSDC: nothing to report.

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”

If you feel comfortable with approving the Test Load Activities and Schedule today, great. If not, you may request additional time. See the Timeline Feedback Plan for a reminder of the process.

FYI. ICs approved a draft version of the same timeline (less detailed) during the IC meeting on 8/20/20.

20

Lena

Approval needed from ICs: UCS Implementation: Test Load Activities and Schedule

• Note The Alma environment delivery date is now Feb 19 (was February 5) based on experience in the vanguard.

• Note  "Review Relevant Documentation" section was added. It contains links to migration documents.

• Note A task was added for Laurie to create MFT shares and campuses to confirm access in November.

• Note One task was added “Retain local extensions” Due Dec 11.

  • UCLA: Fill out "Specify bib tags which will be marked as local, for Alma consortial environments" row on Voyager Migration Form Questionnaire tab.

  • Millennium, WMS and Alma campuses: Append field $LOCAL to relevant tags in the bib files.  NOTE: Local extensions must be added prior to you extracting your data.

As soon as this is approved, Marci will move it out of the PM planning Basecamp to the project Basecamp. 

Reminder: Several slots are open for special meetings with Ex Libris. Questions should be posted 2 weeks ahead for special meetings and EOD Monday for Thursday standard office hours. Svetlana posted a collaborative networks document on Basecamp – any questions there?

• Oct 15 Office hours (too late for special meeting)

• Oct 19 (1 hour)

• Oct 22

• Oct 26 (1 hour)

• Oct 29

Ex Libris meetings upcoming (all will be recorded):

• 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)

Implementation phase Ex Libris meetings upcoming:

• Nov 5: Kickoff Full Implementation

• Nov 6-20 Migration meetings Note: No other Thursday special meetings will be held those weeks as a result. ICs should create the Zoom meeting and invite Marci. Marci will share with Ex Libris staff. (*Lena will create Zoom for Alma campuses, eResources, and CDL.)

  • F Nov 6 10-11 UCB

  • F Nov 6 11-12 UCLA

  • Tu Nov 10 11-1 UCD Law

  • F Nov 13 10-11 UCSD

  • Tu Nov 17 11-12 Alma campuses (UCD, UCI, UCR, UCSB, UCSC)*

  • W Nov 18 9-11 UCM

  • W Nov 18 11-1 eResources*

  • Th Nov 19 10-12 CDL*

  • F Nov 20 10-11 UCSF

• 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 - DONE!

  • 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

Decision to approve the Test Load Activities and Schedule To Do list. (5’s and one cranky 4:)

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

On account creation:

• Training may get more customization/configuration or more sophisticated questions (i.e., not essentials) in this second round of Alma training. How many campuses (people) will participate in this next round in the fall/winter?

• To create accounts, IC should work with each other (IC to IC) to coordinate names and roles.

• FG chair should request accounts.

• Fulfillment is the largest affected group. Having trouble testing without uniform access/permissions. They would like accounts on all vanguard instances to test resource sharing.

• Jeremy has tested some of the integrations and they are fine; shouldn’t be too bad during test load.

• Ensure the data security form is filled out before granting accounts. Who does this? FG chairs.

• Each FG chair should specify the roles for each account and ensure the data security form is done.

• How will the FG chair communicate that accounts are being requested on the sheet? Needs to be a conversation between IC and FG chairs to confirm roles.

• If each group wants the same roles, would that make it easier? Could the FG chairs decide on the role profile?

How’s it going? Overall, well. No major gotchas.

Tom will post to the SILS chairs channel: Just a reminder, to specify the roles for the Vanguard accounts needed and have the tester fill out the data security form for access. Then contact the Vanguard ICs via email for communication of the roles needed. https://docs.google.com/spreadsheets/d/1TdOXbR7E13UUZPWsx2NYkfP-jCkNq3TDgsmxZQYOKQo/edit#gid=0

Other / Homework

0

Vanguard ICs: Please add your total # of bibs migrated (bib inventory) in the vanguard for a Com Leads article. Provide in this total # of bibs migrated spreadsheet by Oct 9. You can find the number in your sales force ticket.

In progress: Response time -- Alma dashboard doesn’t come up about a third of the time and requires a browser refresh. Carlo and Greg will post a question to BC.

• Greg’s not having the browser problem this week.

• Carlo suggests asking vanguard testers to post in slack when this occurs and what you were trying to do at the time the problem occurred.

Questions for Ex Libris PM

1. Why is the “Retain Local Extensions” called out with a different deadline than the other forms/data (Dec 11)? Won’t it just be sent with the data?

2. Migration meetings: please allow more time for back-and-forth questioning.

3. All meetings: please end on time (many staff have back-to-back meetings); Could you send presentations in advance as a pre-read so staff can prepare questions?

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)

TOTAL

55 / 90