2020-10-08 Meeting notes CANCELED

Check-in / Logistics

Report any major changes in availability / circumstances

15

Carlo

Co-chairs canceled this meeting to give ICs a break since this week is Alma Training and IC SC did not see any pressing topics. Co-chairs also checked with ICs on slack that there were no pressing topics before canceling. We’d like to give ICs a break from meetings this week!

Please review the meeting notes and actions (in orange) below.

If you have anything you’d like to report about your testing or other IC work, please share it in these meeting notes.

ILS Data cleanup / Patron Data groups / PPC

Patron Data

ILS Data Cleanup

PPC: All-decision Rollup

5

Chairs

Timeline review

Post questions in Basecamp as they come up. It’s open 24/7!

PM week-by-week timeline with testing, data cleanup

Timeline Feedback Plan for the process of approving the timeline with ICs

Stay up to date on timeline / deadlines: Basecamp To-Dos and share “good to know’s”

10

Lena

Good to know: A reminder on asking Ex Libris questions (shared on slack 10/2)

• If a question has already been posted on the Basecamp message board, no need to bring it to office hours. It has been seen and is being worked on.

• Conversely, if you plan to bring a question to office hours, no need to also post to BC.

• If there is concern that something has not been seen on Basecamp, bring to the PMs and we will escalate it. Give ExL at least 3 business days. Sometimes it takes a while for them to find answers for us.

ExLibris’ response to your question about When should UCS open cases in Sales Force? The PMs discussed this on Tuesday. Let me know if you have any questions. We can edit the document as needed if anything’s not clear or doesn’t make sense.

Marci posted 4 Implementation phase To Do lists on to Basecamp on 10/2:

• Important project dates and key milestones (ICs approved draft version on 8/20; PMs approved final version on 9/29)

• Test load activities and schedule (ICs approved on 10/1)

• Plus, Project meetings (approved by PMs on 10/1)

• and Alma trainings meetings (approved by ITG on 10/2)

Open meeting dates during Vanguard:

Note: Questions should be posted 2 weeks ahead EOD Wednesday for special meetings and EOD Monday for Thursday standard office hours.

• Oct 15 Office hours (Q due 10/12)

• Oct 19 (1 hour) (Q due 10/14)

• Oct 22 (Q due 10/7 for special meeting or 10/19 for office hours)

• Oct 26 (1 hour) (Q due 10/21)

• Oct 29 ( due 10/14 for special meeting or 10/26 for office hours)

Ex Libris meetings upcoming (all will be recorded):

• Oct 2-9 Alma workshops

• Oct 12 Vanguard Analytics demo (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. ACTION: ICs will create Zoom links and calendar invite and share with Marci by Oct 8.

  • F Nov 6 at 10-11 UCB (Lynne)

  • F Nov 6 at 11-12 UCLA (Carlo)

  • Tu Nov 10 at 11-1 UCD Law (via Robin)

  • F Nov 13 at 10-11 UCSD (Greg)

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

  • W Nov 18 at 9-11 UCM (Tom)

  • W Nov 18 at 11-1 eResources (Lena)

  • Th Nov 19 at 10-12 CDL IZ & NZ (Lena)

  • F Nov 20 at 10-11 UCSF (Susan)

• Jan 7: Configuration general meeting 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.

  • Jan 11 (12-2) UCM

  • Others will be scheduled 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 - IN PROGRESS

  • 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

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

Other / Homework

0

Reminder – Vanguard ICs: Please add your total # of bibs migrated (bib inventory) in the vanguard to this spreadsheet by Oct 9. You can find the number in your sales force ticket. It’s for an article on the vanguard the Communication Op Leads are planning.

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. From 10/1 meeting: 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. [Carlo - was this message conveyed? Yes, SILS Chairs slack channel.]

Questions for Ex Libris PM

5

Responses to questions from 10/1 IC meeting:

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?

   1. Response from Laurie: I'd prefer to keep the date we originally designated (Dec 11).  The rationale is this: Their data is due Dec 14.  Prior to extracting their data, III and WMS libraries MUST have already added the local extensions.  So we give them until Dec 11 to add local extensions and then they can work on extracting their data between Dec 11 - Dec 14. We decided on Dec 11 rather than Dec 14 to emphasize that local extensions must be added PRIOR to extracting data. If the campuses have more questions about this, they can post them to the related To Do at https://3.basecamp.com/3765443/buckets/15553579/todos/3078940524

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

   1. Response from Marci: For the migration meetings, it’s some review (except for UCM, Law, Alma campuses) and then it’s open to questions. It’s walking through the to do lists and reminders about what happened during vanguard meetings.

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? Don’t click through demos too quickly.

   1. Response from Marci: Marci will convey these requests to the consultants. For special meetings, usually the focus is on answering the questions that were submitted in advance so it’s difficult to cut the content but the speakers could hold questions until the end to better manage time.

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

50 / 90