2021-4-8 IT-SC Meeting Notes

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

5

All

Review the previous action items: 2021-4-1 IT-SC Meeting Notes

KR Update: I can’t make tomorrow’s meeting or next week’s SC meeting due to conflicts.

PM/Ex Libris Update (recurring)

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

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

• Collect questions for upcoming ExL meetings

10

Joanna

Report from last Thursday (https://uc-sils.atlassian.net/wiki/spaces/ExL/pages/1354530970) and Tuesday meetings (https://uc-sils.atlassian.net/wiki/spaces/ExL/pages/1351319612) and ask any questions for Thursday

1. Workshop Training Question for Alma Workshop - UCSC, UCR & UCI (Carolyn)

   1. Did this go through IT? - No, IT reps are meeting with ICs next Thursday

2. FYI EXL actively working on Alma environment slowness

3. Primo VE workshop (starts May 17):

   1. Zoom info from Lena. Still soliciting CDL staff to be alternate hosts to have coverage for recordings. Lena offered to send out the invitations if desired.

   2. Primo VE campus environment still TBD (deadline May 3)

4. CDL/Network Zone draft still being reviewed by EXL

   1. Q: Are these sessions going to be filled or will there be plenty of time for workflow questions? Asking about flexibility with timing.

5. As of 4/2, UC is fully certified in Alma/Primo VE.

Questions for Ex Libris

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

  • Basecamp questions may take more than one week to answer. Tip: post an update question if you want to prompt EXL to answer (ex. is there an update to this?).

PM update

Ongoing PM needs for after April 30th

Possible plan

• Attend at least once a week (Tues at 2pm or Thurs at 4pm), first 5+ minutes of ExL/PM meeting

• Supplement with using SILS-ExLPM listserv if other questions arise

• April/May/June work will ramp up

• Brian can tentatively attend Tuesdays and Katie tentatively Thursdays

• Note that our work isn’t wrapping up as a group.

• Potentially 6 months of local campus work (training hub, drop-in help hours, post go-live work)

Upcoming Events (recurring)

Know what’s coming up and assign work

5

Brian (and team)

Updated Work Plan

• 4/12 - AFN Configuration Review

• 4/15 - VDX NCIP integration with Alma at UCLA

• 4/22 - Fiscal Period Close

Note: Brian is now trying to update Training Calendar 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. Primo VE Workshop Schedule - Approved

2. Finalize zoom plans/links; recording - Discuss with Joanna

   1. Issues with team availability

   2. Issues with sharing hosting abilities with staff from multiple campuses

      1. Maybe have multiple hosts and different zoom links for each session

   3. Zoom info from Lena. Still soliciting CDL staff to be alternate hosts to have coverage for recordings.

3. Decide how to determine participation at each campus / registration if necessary

   1. Potential Participants List

Primo VE environment: still being decided by ICs, have until 2 weeks before workshop to decide (deadline May 3)

Training is on May 17th

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.

    • Include link to spreadsheet in invitation for each session

• 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

  • Campus (drop down-names), name, email, sessions (checkboxes)

• Have general processes in place by time of registration

• Need to pick host for each session

  • Identify & write script

  • Maybe two assigned to each session to handle questions

Spring Workshop Debrief

UCSC Update

UCSD Update

Agenda for IT

Prepare agenda for this week’s meeting

0

Team

Suggestion: Round robins?

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