2021-4-30 IT Meeting Notes

Date: Apr. 23, 202130,

Time: 1-2pm

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

Attendees:

@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)
@Sylvia Page (Unlicensed) (Los Angeles)
@Turnbow (Co-Chair; San Diego)

Not attending:

@Caitlin Nelson (SSM)
@Joanna Kang (Unlicensed) (PM)
@Katie Ritchey (Unlicensed) (Santa Cruz; co-chair)
@Antoinette Avila (Unlicensed) (Irvine) (Step B+)
@Erika Quintana (Riverside) (Step B+)

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 - limited EMT – Tues between 10&1 and then after 3 SP-- Tuesday JT - Tue after 1pm AA - Thursday
3	Upcoming Events (Standing Item)	Create awareness around upcoming tasks/events	FYI	Chairs	Updated Work Plan: 5/6 - Ex Libris special meeting on Cutover Plan Review 5/10-5/14 - No ExL meetings, including Monday/Thursday meetings 5/17-5/21 - Primo VE Configuration Workshop
4	Announcements (Standing Item)		10 mins	Brian	Feedback from already Alma campus workshops IT members can email feedback to SILS-EXL-UCS-PM-L@LISTSERV.UCOP.EDU, Marci, Lena, and Christine will all receive it Local training timeline update First Look: UC Library Search - chairs meeting with chairs of Discovery and EUO next week
5	Analytics Overview Sessions	A decision from IT about whether or not to offer the 2 hour workshop.	10 min	Brian	Option to have two one hour analytics sessions in ~May. A one hour overview was declined, but IT is being asked to determine whether or not to have two one hour sessions, depending on local desire/utility. Agenda - Session 1 (1 hour) General overview of "What is Analytics" Roles, Analytics consumers and analytics designers Folder structure and use Using out of the box reports and dashboards Creating reports Adding prompts to reports Agenda Session 2 (1 hour) Analytics Objects - Scheduled reports Analytics Objects - Widgets Analytics Objects - Reports Allowing member institutions to run reports created in the network zone institution Allowing member institutions to access electronic resource data in the network zone institution	Yes, we would like this session
6	Primo VE Configuration Workshop Discussion	Final review of the invitation.	5 mins	Brian	Invitation update https://docs.google.com/document/d/1j73p2OWXwox6b2ULfdmupo4jJ0ZxALUkJCNfb5M4RKQ/edit - for campuses to send locally From previous meetings: What is the process? How to send invites? Who should receive them? What to include in invitations? How to manage questions? NOTE: How to moderate “live” questions during the Primo VE workshop? Discovery FG unlikely to want to moderate questions during the session Idea tabled about private Slack Channel or other method to handle live questions 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?	Line i
7	UC Alma Experts (Expertise Map)	Can we use this? If yes, what would be our next steps?	10 min	Dominique	What are the next steps? Existing list, create an IT list?, where to place it
8	Open Houses		10 mins	Dominique	Next steps? Open House Potential Topics document Brown Bag ideas: work orders, offline circulation May 17: Ex Libris Work orders Workshop Possible Virtual Brown Bag the week of May 23 showcasing local practices. Virtual Brown Bag about offline circulation before end of May.		Already Alma campus representatives to meet and discuss first offerings
9	Subgroup Round-up	Hear from each of the subgroups	5 mins	All	Training Documentation Hub Update: No meeting this week. Communications Report Local Training No meeting this week.
10	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
11	Round Robin	Add local updates here for others to read	FYI
12	Open Discussion
13	Parking Lot from this meeting
14			60/60 min

Future agenda items

Review/signoff on final work plan being