2020-10-15 Meeting notes

Check-in / Logistics

Report any major changes in availability / circumstances

15

Carlo

• Nothing to report

ILS Data cleanup / Patron Data groups / PPC

Patron Data

ILS Data Cleanup

PPC: All-decision Rollup

5

Chairs

• Nothing to report in patron data or ILSDC

• PPC: request from CDL shared services to do testing in test load to ensure continuity of service (HathiTrust, OA, etc.), eg., workflow for extracts for mass dig. How do we schedule these in? Lynne has a spreadsheet with all the things they produce/interact with.

Timeline review

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

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

working copy 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: We can expect access to the vanguard test environment through December 18.

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:

• Oct 19 (1 hour) (Q due 10/14)

• Oct 26 (1 hour) (Q due 10/21)

Ex Libris meetings upcoming (vanguard):

• Oct 22 Aeon integration (UC-led) CONFIRM

• Oct 29 Technical 3rd party integrations overview (purely informational; no questions needed in advance)

• Nov 2 Lessons Learned at weekly project update (ICs + Ex Libris)

Ex Libris meetings upcoming (implementation):

• Nov 5: Kickoff Full Implementation

• Nov 6-20 Migration meetings Note: No other Thursday special meetings will be held those weeks as a result. See Basecamp project meetings for dates.

• 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 soon

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 - DONE!

  • 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

Aeon integration show and tell

Planning doc

Campuses currently using Aeon:

• UCB

• UCD (Alma, but not Primo VE)

• UCI (Alma)

• UCLA

• UCR (Alma)

• UCSB (Alma, but not Primo VE)

• UCSC (Alma)

• UCSD

Not using Aeon: CDL, UCM, UCSF

Gauge interest in a IC-led discussion on 10/22 about your experience with Aeon integration work. Allow time for Q&A.

• Focus: Quick demo of what is Aeon and how it works. Lessons learned during integration. What work was involved? What was technical and what was content-related? Who did the work? What can we share among the UCs? Are any systemwide decisions needed?

• Who would like to facilitate? Tom may be interested.

• Who will do the demo? UCSC (thank you!)

• How much time to allow for the demo? (most campuses are on Aeon, but not necessarily on Primo VE) 10 mins? probably 5 minute.

• Allow questions after the demo? Or wait until after the round robin? Wait. Put questions in chat.

• Review round-robin questions - Done.

• Do we collect questions in advance? If so, where? BC or Cohort gdrive? Easiest to take questions at the event. One less thing to have to prepare and decide who answers, etc. Do not collect questions in advance.

• Ensure invite gets to special collections EL and others. PMs will publicize on Slack as usual.

10

Lena

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

• UCSD: Alma, like Shrek, is an onion with many layers. It’s a learning experience to shift workflows.

• UCB: Location codes will be the challenge in adapting to the new Alma workflows.

• Agreement by everyone – it will be a learning curve but others have survived (and have even forgotten what the old workflows were:)

Other / Homework

0

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.

ExLibris’ response to your question about When should UCS open cases in Sales Force? The PMs discussed this on Tuesday 10/6. Let PMs know if you have any questions. We can edit the document as needed if anything’s not clear or doesn’t make sense.

From today’s meeting:

• Confirm with Marci – our expectation is ExL will continue to answer questions on Basecamp coming after Nov 5 for vanguard

• Confirm with Marci – the sandbox will continue?

• Confirm with Marci - if this team will be the team for the next phase/whole team.

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)

Just for reference - list of “Standard Ex Libris Integrations” from the contract

Standard Alma third party integrations include:

▪ User Management
o Importing of user (patron) information from a Student Information System
o Exporting of fees and fines to the institutional financial system (Bursar)
▪ Acquisitions
o ProQuest OASIS – Real Time Ordering integration
o Exporting of invoices for payment to the institutional ERP (Enterprise Resource
Planning) / financial system
o Receiving invoice payment confirmation from an ERP (Enterprise Resource Planning) /
financial system
o EOD (Embedded Order Data) import
o Export Orders (PO) for sending to the institutional ERP (Enterprise Resource Planning) /
financial system
o Fund Allocation Loader to allocate amounts to the funds in Alma.
o Setup for Electronic Data Interchange (EDI) messages used to communicate with the
vendors (sending of orders, import of invoices).
▪ Metadata Management
o ProQuest Ebooks Central- Upload Electronic Holdings
o Repository Metadata import
o OCLC Connexion client (if applicable)
o External catalogs search (via Z39.50)
o Publishing of bibliographic information to 3rd party systems (OCLC WorldCat, Libraries
Australia, SunCat, COPAC, HathiTrust - if applicable)
o Publishing of library holdings to 3rd party systems (OCLC WorldCat, Libraries Australia,
SunCat, COPAC, HathiTrust - if applicable)
o Alma setup as Z39.50 (data provider)
o Publish electronic records to Google Scholar
▪ Fulfillment
o Standard Resource Sharing / Interlibrary Loan (ILL) services including:
● OCLC ILLiad (OpenURL/NCIP v.2.0)
● OCLC WorldCat Navigator (NCIP v.2.0)
● OCLC VDX (NCIP v.2.0)
● Relais D2D (OpenURL/NCIP v.2.0)
● British Library Document Supply Service (using ARTEmail protocol)
● Innovative INN-Reach (NCIP v.1.0)
● Kronosdoc GTBib-SOD (OpenURL/NCIP v.2.0)

DocuSign Envelope ID: 7C95F4A2-21B7-4BB4-9AA5-6701EFE76FE7

● Clio II (OpenURL/NCIP v.2.0)

● ISO – Communication between Alma and another resource sharing (Alma or non-
Alma) system

● SLNP
● RapidILL
o Remote Storage Facility (transfer list of barcodes and requests pickup location to defined
SFTP site or API-based HK/Dematic ASRS solution)
o Self-Check machines (using SIP2 protocol)
▪ Staff Authentication - the following options are available
o Lightweight Directory Access Protocol (LDAP)
o SAML 2.0 protocol
o Central Authentication Service (CAS)
o Social authentication (OAuth 2.0 protocol)
o Ex Libris Identity Service

TOTAL

60 / 90