2021-4-16 IT Meeting Notes

Date: Apr. 16, 2021

Time: 1-2pm

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

Attendees:

@Erika Quintana (Riverside) (Step B+)
@Antoinette Avila (Unlicensed) (Irvine) (Step B+)
@Catherine Busselen (UCSB) (Step B+)
@Brian David (Unlicensed) (CDL; co-chair)
@Elizabeth McMunn-Tetangco (Unlicensed) (Merced) (Step B+)
@Peter Soriano (Unlicensed) (Berkeley)
@Bonnie Hain-Anderson (Unlicensed) (Davis)
@Josephine Tan (Unlicensed) (San Francisco)
@Katie Ritchey (Unlicensed) (Santa Cruz; co-chair)
@Sylvia Page (Unlicensed) (Los Angeles)

Not attending:

@Caitlin Nelson (SSM)
@Joanna Kang (Unlicensed) (PM)
@Turnbow (Co-Chair; San Diego)

Agenda

	Item	Desired Outcome	Time (mins)	Who	Notes	Decisions	Actions

	Item	Desired Outcome	Time (mins)	Who	Notes	Decisions	Actions
1	Consent to Record		2 min	All
2	Volunteering Availability (Standing Item)	Track who is available to volunteer to work on tasks outside of meeting over the next week.	FYI	All	Members please prepopulate with your availability. BD - Wed and Thurs PS - Mon afternoon KR - None, I’m swamped! JT - Tue/Thu afternoon EQ - Thurs afternoon/Fri morning SP- Thursday afternoon EMT – Tues & Wednesday mornings
3	Upcoming Events (Standing Item)	Create awareness around upcoming tasks/events	FYI	Chairs	Updated Work Plan: 4/22 - Fiscal Period Close 4/29 - UC-led live demo of OCLC Gateway and Metadata Editor
4	Announcements (Standing Item)		5 mins	Katie	ICs are being a provided with a workshop feedback form to submit for their campuses. Connect with your IC to share workshop feedback. PM Update
5	UC Wide Public Service Primo Training		20 mins	Katie	“First Look: UC Library Search Overview” audience: Public Service staff / Primo VE users Goals: Front end: How to use it Back end: How it works Examples: By CARLI - Know Before You Go (Live): Advice for Creating Primo VE User Guides - BowersSharpe_Norton_Phares_CreatingUserGuides Also by CARLI - Getting ready for Primo VE Next steps reaching out to EUO and Discovery	Sounds good, lets reach out to other teams and see if they’re on board	@Antoinette Avila (Unlicensed) will share what she has worked on on monday Co-chairs to contact chairs of EUO and Discovery
6	Primo VE Configuration Workshop Discussion		20 mins	Katie	Primo VE Configuration Workshop Schedule - Approved schedule with training recommendations Potential Participants List Feedback that campuses are wanting to invite broader ranges of staff - how do we accommodate this with zoom limits? Could update to a webinar license and just share more broadly and let people self-select Could share broadly and continue tracking participants on the participants list so that we can adjust license if we get close to 300 Questions Document Hosting Sign up Sheet Primo VE environment: tentatively UCSD Questions for future consideration: How to do zoom link? [Update] Lena has created one zoom link for all of the sessions and there will be a CDL staff member be the co-hosts/backup hosts to record. Still working out who will record each session. Need to be cognisant of recording / transcripts / etc How to manage questions?	IT members aren’t hearing that many other people are interested in attending. Currently about 150 on the participants list. We’ll still investigate the webinar answer from Lena, but for now we’ll just keep tracking those who are interested in attending and adjust if we get close to the limit
7	Subgroup Round-up	Hear from each of the subgroups	5 mins	All	Training Documentation Hub Update: Communications Report Drafty Primo VE Email Local Training
8	Spring workshop Recaps Each campus has it’s own space to post Questions/Action Items in Basecamp: Merced Berkeley San Francisco San Diego UCLA UCSB & UCD UCI, UCR, UCSC 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 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		5 mins		Los Angeles debrief Tracking who does what on the campuses - who is your counterpart (specifically who is systems IT and configuration people at campuses)
9	Round Robin	Add local updates here for others to read	FYI		UCSC: We will be doing a brown bag on the 19th showcasing the difference between our old system and new system. It will be recorded, I don’t know how broadly it can be share but I have gotten the OK to share with at least you all in case you’re interested in doing something similar on your campuses. Topics we’re covering include: Searching in the IZ vs. the NZ Different MMS IDs Title on order How to tell if something is from CDL Automated Fulfillment Network for US&RS staff & walk in patrons Discovery Differences
10	Open Discussion
11	Parking Lot from this meeting
12			60/60 min

Future agenda items

Review/signoff on final work plan being