Patron data: co-chair is going on leave. Greg will be solo for a while. He’ll call on help if needed. Ross will cover for the SILS Cohort Townhall if needed on Nov 17
ILS Data cleanup: Nothing significant to report.
PPC: Decision deadline is Oct 30
3
Technical communication & engagement meeting
Debrief on Oct 16 meeting. Prepare for Monday 10/26 meeting; Share ideas for moving forward into the next phase.
20
IC SC
How many of our questions do you think could be answered better internally? By the existing 5 campuses? In what cases would it be better? (This is not to say ExL isn’t responsible – but should we be leveraging our own internal expertise more?)
Greg is our question master!
Can we be on each other’s slack channels so we’re tracking more closely with IC/PPC
Improvements with calendar are needed so we can all be aware of IC and PPC deadlines – use the CN working copy and share it more broadly. Indicate items that are tentative rather than not sharing it broadly. One calendar to rule them all!
Do you anticipate this will have an effect on anything in the future…tag this onto questions.
As we talk about all of these things, think about and share ideas of how we can help make the experience better.
have some one-on-one time a couple of weeks after we get our test environments with Amanda or someone really familiar with Alma to ask questions.
Do we need additional resources (consultants) from Ex Libris?
In the end, we are a family now and we will be our best support team.
Sarah is hearing more of this right now in the FGs who are working successfully. Keep working together and making decisions together post-go-live!
4
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.
Includes integrations that Ex Libris has experience with. It’s not exhaustive. It’s a way to have threaded convos on these common integrations.
The consultants included Aeon at our request.
Campuses indicate which items are Day 1 on their individual integrations sheets.
Two mandatory Day 1 integrations for Ex Libris: SIS, authentication.
UCSF, UCB, and UCSF integrations spreadsheets are done. need UCLA and UCM.
I am requesting approval for these lists. Please review them with your local implementation teams. If they look good and you have no objections, we can move to approve them at the upcoming 10/22 IC meeting. If you need more time, we can provide it. The goal is to have these approved and published before the Nov 5 kickoff.
Timeline is similar to the vanguard round of configuration work although holidays take up some time at the beginning of January.
One major adjustment based on ICs feedback is the addition of individual campus Q&A meetings with Ex Libris for configuration (currently being scheduled).
As a reminder, the configuration form is not exhaustive. It provides some initial configurations for the campus IZs only. It provides a head start to have a few configurations in place when the test environment is delivered.
Reminder: All configurations will be wiped for the test load for non-alma campuses.
Rather than using one Sales Force case for the test load, Ex Libris will create separate SF cases for the configuration form and for the test load. This is to keep conversation threads separate to avoid confusion as different consultants work on migration and configuration.
Once we get approval, Marci will publish this To Do list in time for the Nov 5 for kickoff.
Existing Primo VE campuses are on a different server. ExL takes a copy of their existing environment and copies it to the consortium environment.
One thing that changes for existing Primo VE campuses is the scope of what can be searched changes. Now, the NZ is in scope.
Is there any freeze when this copy is made? Migration will tell us more about this. Marci will ask Laurie to include this info. in her kickoff presentation.
Primo was split over 3 weeks last time. Very few questions came in the 3rd week of advanced questions. For this round of training, we’ll have very few new people so ExL is condensing the Primo VE Q&A to 2 weeks. (Lessons learned from vanguard)
Once we get approval, Marci will publish this To Do list in time for the Nov 5 for kickoff.
Ex Libris meetings upcoming (vanguard):
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)
Lena will check in with Heather in Discovery to learn more about the naming for Aeon links - whether standardization is being considered.
Make all meetings this good!
@Lena Zentall (Unlicensed) will check in with Heather in Discovery to learn more about the naming for Aeon links - whether standardization is being considered.
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
Prepare for lessons learned session with just the ICs on Oct 29 – what trends are we seeing to share with Ex Libris?
Overwhelming – so much testing. Trying to track down whether something is a mistake, a configuration form issue, or a migration error.
CDL was looking at eresources and noticing differences in the way they are discoverable in the campus Primos. Holly posted some questions to BC. Joe Ferrie was also noticing some issues.
Greg saw a process type of “technical migration”. Sarah stated you have to manually clean them up post-migration. If it’s not checked out or on the shelf, it gets that status. You can manage some of this by capturing the status in internal notes. Sarah finally had time to do some cleanup on these items during shelter-in-place. It’s something that has to be manually cleaned up. Listen to the recording for Sarah’s full advice. It took UCSB 2 years to cleanup their tech migration stuff.
Suggestion for a group discussion on how to handle configuration setup during a pandemic – what do you put for hours? etc.
Any feedback on slowness? Not much. Jeremy reminded us to keep in mind, it's a test server. slower than production will be.
7
Other / Homework
0
8
Questions for Ex Libris PM
5
Questions from 10/22: Share with Marci for the Kickoff
Data extract from Alma campuses for the NZ. Could Laurie provide a generic search for the Alma campuses to do this? What’s the best time for the snapshot? Running a job could take a day or more. Just bib records? Yes.
When Primo’s are copied, are configs copied over or do they need to be redone. Jeremy had to recreate some rules moving coming Primo New UI (UCSB and UCD). If you have an internal account called “admin”, they two became linked and it caused problems.
From 10/15 meeting:
Our expectation is ExL will continue to answer vanguard questions on Basecamp after Nov 5. Is this correct?
[Marci] Yes - but the priority of our work will be more towards prepping for the Test Load so other more generic questions make take longer to answer.
Will the sandbox continue in December/January and beyond?
[Marci] The generic sandboxes (2 IZ and 1 NZ) will always be available during the duration of your implementation project - until post Go Live when campuses request their premium sandboxes. Also note that the data in the production instances (with VG data) may not be wiped out immediately in December and there may still be some access. That said, UC can’t be in those instances when ExL is doing the work.
Will the current implementation team be the team for the Implementation phase (until cutover to support)?
[Marci] My expectation is mostly yes - but changes could happen (especially the possibility of additional extra EXL help for test load and/or Cutover.)
From earlier:
What will the overlap period be for existing Alma/Primo campuses, between their old system and the SILS? Marci is checking internally to find out about the overlap period - of when you have both EXL systems and when you can expect that the original EXL product(s) (non-consortia Alma, Primo, SFX) will be decommissioned.
[EXL] Current Alma environments will be decommissioned at Go Live. In essence they are transferring their existing Alma subscription over to the new environment at Go Live. [UPDATE] This decommissioning at Go Live also includes Primo (SB & Davis) and existing Primo VE instances.
There is however a 3-month continuation Post Go Live for these solutions (and the related campus/es):
Voyager (UCLA only)
Intota (UCLA only)
SFX and SFX KnowledgeBase (California Digital Library and UCM only) - Why aren’t all the campuses mentioned? The 3 month continuation applies to ALL EX LIBRIS PRODUCTS! Unclear why only CDL and UCM were called out but it was copied from the contract.
Summon (UCLA and UCSF only)
360 Resource Manager (CDL)
9
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)
10
TOTAL
90+ / 90
The SILS mission is to transform library services and operations through innovation and collaboration. The future is shared!
Question? Contact AskSILS-L@ucop.edu