2021-5-7 IT Meeting Notes

Date: May 7, 202130,

Time: 1-2pm

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

Attendees:

@Catherine Busselen (UCSB) (Step B+)
@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)
@Katie Ritchey (Unlicensed) (Santa Cruz; co-chair)
@Antoinette Avila (Unlicensed) (Irvine) (Step B+)
@Erika Quintana (Riverside) (Step B+)

Not attending:

@Caitlin Nelson (SSM)
@Turnbow (Co-Chair; San Diego)
@Brian David (Unlicensed) (CDL; co-chair)

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 - workshop week EMT – jury duty – may have lots of availability, or may have basically none! SP- Monday morning, Tuesday Morning, all day Weds CB - Monday, Friday morning EQ - Friday morning BH - Mon PM, all day Wed JT - Thurs PM AA - Tues & Thurs 10-12
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)		5 mins	Katie	Reminder: 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
5	Analytics Overview Sessions		5 min	Katie	Set for May 24th and 25th at 9am Will be using standardized environments (Ex Libris environments) to avoid data privacy issues. IT members should be sure to set expectations when providing invitations/calendar reminders about the event. Zoom link to be provided 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
6	Primo VE Configuration Workshop Discussion	Final review of the invitation.	5 mins	Katie	Primo VE Workshop Save the date - Early March - for campuses to send locally From previous meetings: 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 Discovery FG will collect unanswered questions for followup by Ex Libris - Let’s get the chat transcript from Lena Primo VE Configuration Workshop Schedule - Approved schedule with training recommendations Potential Participants List campuses can 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 lots of question marks - can everyone confirm Primo VE environment: UC Riverside 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. Need to be cognisant of recording / transcripts / etc
7	Primo VE “first look” Update		15 mins	Katie	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 UCB is doing a 90 mins first look for Alma / primo soon. Not sure if it’s being recorded	Josephine will share some useful links
8	Open Houses		20 mins	Katie, Erika, Catherine, Antoinette, Bonnie	Recap from current alma campuses: Think it makes sense to host 3 workshops to start - Tech Serv, Fulfillment, and Cross Departmental Probably in early June - what does everyone think about dates Specific questions about topics (from campuses or attendees) in advance is super helpful Topics: Tech Serv (Catherine/Erika): SUSHI accounts and “collections” for print and electronic Fulfillment(Bonnie/Katie/Antoinette): TBD - lots of ways they could overlap. Need more info from new campuses about what is needed. See questions on topics document Cross department(all): On the fly, work orders, lost/missing/searches/claims returned. This one will probably end up needing to be longer than 1 hour. Maybe 2? Other: offline circulation (part of something? Separate? Mainly a sharing session about pitfalls to avoid as actual use is sort of straightforward) Let’s think about expectation setting: We’d be sharing how our campuses currently do things, but may not be fully up on new decisions being made by FG. With the more basic workflows, this may not be an issue We may want to run general topics/info past FGs somehow to see if they spot an egregiously wrong info. Open House Potential Topics document Previous notes: 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. Reactions: Campuses are reevaluating workflow development and training timelines, so we don’t want to do all of this if it is too late to be useful Running Jobs - is something that isn’t accessible in test	More informal sessions will work better for people’s timelines. will do just generic open houses where people can ask questions. Communications team will work on drafting language for announcement	@Catherine Busselen and @Erika Quintana will set times for tech serv open houses @Katie Ritchey (Unlicensed) , @Bonnie Hain-Anderson (Unlicensed) , and @Antoinette Avila (Unlicensed) will set dates for fulfillment open houses
9	Subgroup Round-up	Hear from each of the subgroups	5 mins	All	Training Documentation Hub Update: No meeting this week. Communications Report No updates 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