2021-3-18 IT-SC Meeting Notes

Check-in / Items to add to agenda? (recurring)

5

All

Review the previous action items: 2021-3-11 IT-SC Meeting Notes

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/1298464769) and Tuesday meetings (https://uc-sils.atlassian.net/wiki/pages/resumedraft.action?draftId=1306198199 ) and ask any questions for Thursday

1. Send titles for search demos to EXL trainer and copy Marci.Deignan@exlibrisgroup.com by Wednesday, EOD, before your training. These titles should be relevant to your collection. This is an opportunity to guide the search demos and have more robust search results that are a better match for your environment.

Trainers:

• UCLA - Jessica Alverson (Jessica.Alverson@exlibrisgroup.com)

• San Diego - Jenny Draeger (Jenny.Draeger@exlibrisgroup.com)

• UCSB and UCD - Jenny Draeger

• UCSC, UCR, and UCI - Carolyn Sprague (Carolyn.Sprague@exlibrisgroup.com)

• CDL - our project team

• Primo VE - Carolyn Sprague (Carolyn.Sprague@exlibrisgroup.com)

• Analytics - TBD

2. Question about start time from EXL:

• Do you want EXL to start on time “no matter what” or wait for the OK from the campus at each session?

  • A:Wait for campus OK, and be prepared to start at the agreed up on time

• EXL will send out a reminder to the trainers to be sure to be logged in at least 5 mins early for every session (earlier for the first one on Mondays).

  • Share with IT: log into first Monday session ~10 mins early to intro w/ trainer before overview begins

Questions for Ex Libris

• UCM hasn’t received answers to any basecamp questions. Heard there may be a plan to hold answers until after all trainings are complete. - there are now answers listed

• [standing] If none at this time, send to Joanna or post to Basecamp if something comes up.

• FYI: 3/18 EXL/UC PM meeting cancelled, will meet again on 3/23

Upcoming Events (recurring)

Know what’s coming up and assign work

5

Brian (and team)

Updated Work Plan

• 3/18 - SIS Overview Meeting

• 3/22 - UC-led Using OCLC with Alma

• 3/25 - UC-led Fiscal Year-End Planning

• 4/1 - Data Clean-Up in Alma

Note: Brian is now trying to update at the same time as this section.

NZ workshop

• schedule

Subgroup Check-in

Notes from each of the subgroups

10

Brian, Dominique, and Katie

Training Documentation Hub Subgroup meeting notes:

Communication Subgroup

Local Training

Planning for Primo VE Workshop on week of May 17th

Things we need to do

1. Create a finalized schedule with days/times

   1. Draft Primo VE Workshop Schedule

2. Figure out what zoom instance gives us the most attendees (include regular zoom vs workshop zoom). Finalize zoom plans/links; recording

3. 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

Spring Workshop Debrief

Post-go live workshop: Analytics (tentatively for August/September)

Joanna

Waiting for Ex Libris to give a date

Agenda for IT

Prepare agenda for this week’s meeting

0

Team

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

TOTAL

60 / 60 min