2021-3-11 IT-SC Meeting Notes

Date: Mar. 4, 2021

Expected Length: 9-10am

Location: Zoom (See calendar invitation or inquire with Chair for Zoom details)

Attendees:

@Turnbow (San Diego; co-chair)
@Brian David (Unlicensed) (co-chair)
@Joanna Kang (Unlicensed) (PM)

Not attending:

@Caitlin Nelson (SSM)
@Katie Ritchey (Unlicensed) (co-chair)

Prior to Meeting:

Agenda

	Item	Desired Outcome	Time (mins)	Who	Notes	Decisions	Actions

	Item	Desired Outcome	Time (mins)	Who	Notes	Decisions	Actions
1	Check-in / Items to add to agenda? (recurring)		5	All	Review the previous action items: 2021-3-4 IT-SC Meeting Notes Email about Change Management
2	PM/Ex Libris Update (recurring)	Collect questions for upcoming ExL meetings	10	Joanna	Report from last Thursday (https://uc-sils.atlassian.net/wiki/spaces/ExL/pages/1266582048 ) and Tuesday meetings (https://uc-sils.atlassian.net/wiki/spaces/ExL/pages/1282113844) and ask any questions for Thursday Can they give us a heads up when the old Alma Essentials will sunset so we can update links? From 2021-03-09 meeting: Alma Essentials Update Follow-up from https://uc-sils.atlassian.net/wiki/spaces/ExL/pages/1266582048 meeting: Confirmed: The old Alma Essentials are scheduled to be decommissioned by the end of Q1. However – if this is something that UCS absolutely needs, EXL will simply hide the pages from discovery at the end of the month instead of archiving them. In other words, you will need to bookmark the relevant Customer Knowledge Center trainings and pages, so you will still be able to access them. Yes, would be great to have the pages hidden. UCS will bookmark. Questions for Ex Libris [standing] If none at this time, send to Joanna or post to Basecamp if something comes up.
3	Upcoming Events (recurring)	Know what’s coming up and assign work	5	Brian (and team)	Updated Work Plan 11 March 2021: Integrations Overview Meeting 18 March 2021: SIS Overview Meeting Note: Brian is now trying to update Training Calendar at the same time as this section. NZ workshop Brian working on schedule, should be ready next week. Q: Ask EXL: is this draft schedule the one CDL should be using to create a weeklong schedule with EXL? Any changes?		@Joanna Kang (Unlicensed) Check with EXL about NZ schedule. Is this what we should still be using? A: Yes, the linked schedule is still accurate.
4	Subgroup Check-in	Notes from each of the subgroups	10	Brian, Dominique, and Katie	Training Documentation Hub Subgroup meeting notes: Created the Local Workflow Examples section of the site: Examples of Local Workflows Planning on populating it with one or two examples before showing to IT team tomorrow Communication Subgroup Reminder for training hub in progress. Will finalize tomorrow and send out next week. Add any comments you have Save the date for Primo VE Workshop. Pretty challenging without any details. If we can workup a schedule fairly quickly, it would be best to hold the announcement till then probably. Local Training no meeting this week
5	Planning for Primo VE Workshop on week of May 17th				Things we need to do Create a finalized schedule with days/times Figure out what zoom instance gives us the most attendees (include regular zoom vs workshop zoom). Finalize zoom plans/links; recording Decide how to determine participation at each campus / registration if necessary [EXL via Joanna] For Primo VE workshop, please don’t schedule over UC/EXL weekly meetings on Monday from 1-2p and Thursday from 10am-12pm. Mid-March check in w/ ICs to decide on environment. Training is on May 17th Remote Primo VE Agenda (generic) Session attendance breakdown by ex libris Logistics to consider: How are we going to handle questions? Who to prioritize? How to accept them? Who will be able to evaluate questions/not overspend time on one specific issue? ICs or FGs? Options: Excel sheet where everyone will have questions. Collect questions and then evaluate collaboratively. Reminder that some questions will be answered live and some will be answered in Basecamp, asynchronously. Registration for each session, how to gather it and who to invite, also what’s the cap. Remind people that the sessions will be recorded. Would like a single link, have back-up/multiple co-hosts at a single campus Have general processes in place by time of registration		@Turnbow draft schedule Primo VE agenda and share with SC for first review
6	Agenda for IT	Prepare agenda for this week’s meeting	0	Team	Topics: UCM Update? Too repetitive?		Brian sending out a new invitation for April 2 IT meeting (Dominique will be out that week)
7	Parking Lot				Future IT meeting conversation: what are your expectations for how long this group will continue work? How long are you available? Special topics meeting request form Revisit closer to/after UCM workshop Future meeting: feedback on Training Documentation Hub (maybe March 19) Communications: how to reach staff who are not attending SILS town halls but SILS will affect their day-to-day work
8			TOTAL	60 / 60 min