2020-07-17 Meeting Notes

Date: Jul 17, 2020

Expected Length: 12:30-2pm

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

Attendees:

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

Not attending:

Prior to Meeting:

Have schedules ready to be able to find a weekly, 1 hour meeting time
Read the information at: https://docs.google.com/document/d/12MXdBCjbaqTrpA00-8kAQvXcTE4dBHjR7nDYFFao0zI/edit#
Read the information at: https://docs.google.com/document/d/1s5pud6_DqS9dmOrg5rxk9bJnD0ndp1EC4qnEkUoK0NI/edit

Agenda

	Item	Desired Outcome	Time (mins)	Who	Notes	Decisions	Actions

	Item	Desired Outcome	Time (mins)	Who	Notes	Decisions	Actions
1	Recording Consent		5	All		Not needed
2	Feedback from TOC and SILS leadership	Share information about structural changes that may be taking place in order to better meet our needs going forward Adjust to a weekly meeting schedule Shift from word documents for training communications to Confluence	20	D. Turnbow, C. Busselen, B. Hain-Anderson	Preparation: Bring some weekly 1 hour meeting times that work for you to bring to this discussion Confluence example: Week 3: Resource Management #1	Meet weekly, Fridays 1-2pm Some team members will be involved in creating the Confluence pages	@Turnbow will adjust calendar invitation
3	Expectations for Internal Training	Review charge and determine specific deliverables, dependencies, and how they fit into overall timeline Delegate/Assign specific tasks to be accomplished weekly for the Vanguard training	20		Dominique and Catherine will begin working with Neil and Caitlin to start a work plan The entire IT group will be involved in further developing that work plan We are tabling most of the this agenda item to next week following the initial work plan outlining that will be done by the IT Steering Group	Move to next week’s meeting. Peter, Brian, Dominique, & Catherine will help with moving training from basecamp to confluence; need to find out from Neil the best time to move stuff over (see above); specific schedule TBD	@Turnbow and @Catherine Busselen will work with Neil to determine best timing of the work of adding Basecamp information to Confluence each week @Catherine Busselen will move this to next week’s agenda
4	Upcoming Configuration to-dos with training component	Determine if IT has a role in communicating and/or tracking this type of training If IT does feel that this falls within our area of responsibility, assign communication and/or tracking tasks	10		Preread: https://docs.google.com/document/d/12MXdBCjbaqTrpA00-8kAQvXcTE4dBHjR7nDYFFao0zI/edit# This seems pinpointed to the ICs to be able to complete the baseline configuration form for their specific vanguard IZ initial setups Most if not all of the tutorial videos and training aspects provided here are also incorporated in the Alma Certification training so it seems like those who will need this for their general work will get that as part of the overall training outline	IT does not need to be involved in this particular type of coordination/communication as it seems to pertain specifically to preparing configuration forms and not as a fully fleshed out configuration training for a more general audience	@Catherine Busselen will update Caitlin and comment on the drive with our decision
5	ALMA Vanguard Training Plan Feedback	Create document for gathering feedback about the vanguard training plan for our internal use Begin documenting current feedback on the vanguard training, communication, etc.	20		Redundancy is happening across the board; acknowledgement that Basecamp to GoogleDrive to Confluence and back again is problematic; what should be the timing to post to Confluence? The messaging really needs to be streamlined. Right now two messages are created (one for chairs and one for local campuses). The local campus gets created by one person, then that is passed onto the IT chairs who then pass it onto the ITS who then pass it onto their local folks. This is inefficient and there is also a risk that an address gets dropped somewhere along the line. Should we be getting feedback from FG in terms of the current training? Errors being found in exercises and outdated screenshots	We should reach out to Reach out to CSUs and Jennifer from Harvard and CARLI to find out how they managed the Basecamp training. How did they manage the redundancy with Basecamp and their own project management/training communications? Would like to streamline messaging so that a single message can go out (would require that access to the login/passwords not have to be managed at each campus); can we investigate a listserv or something else that would provide the ability to have a single message sent out to everyone that needs it.	@Catherine Busselen will reach out to Jennifer K. who worked for both Harvard and CARLI as a training coordinator in their migrations @Catherine Busselen and @Turnbow bring question of whether or not non-SILS Cohort folks could be given access to the logins/passwords page or folder @Turnbow and @Catherine Busselen will bring the recommendation to streamline the messaging back to the Steering committee
6	Train-the-Trainer/Go Live training information from ExLibris	Review documentation provided by Ex Libris on the “train-the-trainer” sessions Determine what we need to be doing to prepare for this and when	10		Preread: https://docs.google.com/document/d/1s5pud6_DqS9dmOrg5rxk9bJnD0ndp1EC4qnEkUoK0NI/edit	Revisit at next week’s meeting with update on deadline to determine when we need to idenify folks to participate in these trainingsl	@Turnbow and @Catherine Busselen will ask Neil about a deadline for determining who needs to be a part of these trainings from each campus.

Future agenda items

Determine what we need to be doing to prepare for the Train-the-Trainer sessions
Non-vanguard Alma Essentials/Alma Fundamentals training preparations