2021-5-6 IT-SC Meeting Notes

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

5

All

Review the previous action items: 2021-4-29 IT-SC Meeting Notes

Katie vacation upcoming: May 19-31. Will designate someone from UCSC who can be the contact for anything that comes up around the Primo VE or Analytics workshops

In general is this still a good meeting time moving forward?

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 (Le, Ping and Svetlana)

• 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

All

Report from last Thursday (https://uc-sils.atlassian.net/wiki/spaces/ExL/pages/1436581936 ) and Tuesday meetings (https://uc-sils.atlassian.net/wiki/spaces/ExL/pages/1439760756 ) and ask any questions for Thursday

• Note, Marci is on the PM email list, so she will receive anything sent to that list

Questions/Updates for Ex Libris

• Confirm that we’re ok with May 24th-25th for the Analytics workshop. Make sure that it will be recorded.

• Ask PMs if we can have access to the webinar of zoom for this (see below)

• Confirm if recordings have been sorted out for Primo VE Workshop - confirm steps and location for these to be uploaded after the fact

  • transcripts

• Ask ExL about fall analytics workshop date -still waiting to hear these

• [standing] Post to EXL/UC PM notes or 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?).

Upcoming Events (recurring)

Know what’s coming up and assign work

5

Brian (and team)

Updated Work Plan

• 5/6: Ex Libris special meeting on Cutover Plan Review

  • KR Can’t attend, will ook over notes after but wonder if someone is going and can capture relevant notes for our group?

• No meetings with ExL 5/10-5/14

• Primo VE Config Workshop 5/17-5/21

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

Subgroup Check-in

Notes from each of the subgroups

10

Brian, Dominique, and Katie

Training Documentation Hub Subgroup meeting notes:

• wondering if some of the special meetings with ex libris would be useful on the training hub? For example, the recent one on use tax and work orders.

Communication Subgroup

Local Training

Analytics Workshop

5 min

Brian

Ex Libris is double-checking whether the tentative date for the workshop (8/16-8/20), but even if it is available, there is some concern about the date.

Confirm dates with ex libris

Pre-Go Live Analytics Webinars

1. Agenda - Session 1 (1 hour)

   1. General overview of "What is Analytics"

   2. Roles, Analytics consumers and analytics designers

   3. Folder structure and use

   4. Using out of the box reports and dashboards

   5. Creating reports

   6. Adding prompts to reports

2. 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

5 min

Brian

ExL willing to provide 2, one hour sessions on analytics before go live.

Tentatively set for 5/24 and 5/25 from 9-10am.

These feel useful enough that we should ask the PMs if we can have access to the webinar version of zoom? Maybe whoever does the Town Halls can do it for us?

Would be great to publicize as broadly as possible

UC Wide Public service primo training

Debrief from yesterday’s meeting and gather salient points for tomorrow’s meeting

Discuss feedback from Discovery FG and EUO, plan next steps.

Notes from KR for tomorrow’s meeting - checking for understanding

Recap from meeting with Discovery and EUO

• Concerns voiced (which system, questions answered)

• EUO trainings

Plan for moving forward

• Will check in about a first look again after Primo VE workshop (first workshop session may cover most of the same topics and could be shared broadly instead)

• Will be cognisent of need for greater communication moving forward

• Re-invigorated TOC slack channel - to use for information sharing across groups

  • Asked for notification about decisions from discovery and EUO training planned

  • We will share specifics about what questions we’re getting so that we can give people updated information

  • Will use the training hub as a place to capture useful links related to Primo VE (FAQs, things from resource lake, decisions, ect.). The more locations things are the better

Planning for Primo VE Workshop on week of May 17th

[Left for lingering questions, next steps]

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?

  • Questions Document

  • Reminder that some questions will be answered live and some will be answered in Basecamp, asynchronously.

• Need to pick host for each session

  • Identify & write script

  • Maybe two assigned to each session to handle questions

Things we need to do

1. Primo VE Workshop Schedule - Approved

   1. UCR will be the environment

2. Finalize zoom plans/links; recording

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

3. Potential Participants List

4. Invitations sent out on local campuses

Primo VE environment: UC Riverside

Session attendance breakdown by ex libris

• Draft email for local campuses to disperse

Expertise Map

15 min

All

Any follow up needed on this?

email IC team to see if we can partner

Agenda for IT

Prepare agenda for this week’s meeting

0

Team

2021-5-7 IT Meeting Notes

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

• 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