2020-09-18 Meeting Notes

Consent to Record

2 min

All

New Chair(s)

Notify and ask for volunteers

DT

Catherine Busselen will be stepping back; Dominique will be reducing her time.

Call for volunteers:

• Attend steering committee meetings

• Strategic planning for IT team

Training documentation expectations discussion

Make sure the team / PMs are in agreement about (1) the desired work, and (2) the appropriate scope of the work

Caitlin (facilitator)

Seems like there a different expectations on work scope.

Looking to get agreement on scope, and verify work load can be dealt with with current time constraints.

Assumptions:

• in order for staff to do their jobs at go-live, they need to understand the system

• someone needs to train staff

• EXL does not perform staff training

• We have taken it on ourselves to provide that training

Katie: as a campus that has already gone live, don’t need as granular training.

There is an assumption that local trainers at local campuses will be identified and handed materials. Who prepares these materials and what will those materials be?

Previously, some campuses received materials that could be directly used in training from EXL, that is no longer true. EXL now stores information in the lib guide pages and recorded trainings. There are also trainings from other consortia. It is on us (the UCs) to put together our training documents.

What needs to be done to create materials for the UC system?

Josephine: when you get to the level of this material, in what format will it be? Who makes it? The IT team is empowered to make these decisions.

Dominique: concern is that this team is not content experts on these materials. Not in a position to create them either.

Peter: am only an expert on how Berkeley does something, uncomfortable speaking for all campuses.

Katie: impression is that we would be managing training materials but not creating them ourselves. At our campus, often have one or two people doing a specific task so building these materials doesn’t make sense for that campus.

Josephine: UCSF has already been trained. Would expect people already familiar with Alma and Primo to create trainings, but they are already booked up on time.

Assume some documentation will exist. There is an implied need to create and vet those materials. Technically possible that creation of documents via in-expert hands could be done, and vetting the materials can be split out.

Who needs to know what? What level of training needs to be provided? How much divergence can we allow between training materials and the reality of the system setup for the UCs?

What about going to local department heads to determine how many staff will be working in alma / primo, what they expect in terms of support for training.

Elizabeth: our campus is small, and our people are already stretched thin on working on SILS. Important to think of a way we can develop things without pushing off the work to people who don’t have the time to deal with it.

Catherine: might be a good idea to take stock of what is needed day/week/month 1 for staff work - what is the most important information for them to know.

Dominique: a lot of people at my campus have gone through a lot of training already due to the SILS cohort - might be a good idea to take stock on where the gaps in training area.

Katie: Why not use pre-existing material from other campuses, such as: https://drive.google.com/file/d/11wCiZ3Zb71Lbqy2lQ9WUYJjBVY6RNwqX/view

Needs inventory is a popular potential starting point.

Josephine: like the idea of going with the needs inventory. Collect best practices.

Peter: should the FGs inform IT on what should be on the inventory list? Caitlin’s response: gut reaction is yes at first glance that is more efficient, but the functional groups cannot prioritize the work.

For below (isn’t letting me edit the line) should be its own document.

Caitlin: Drafty draft tab the for “Needs Assessment”: https://docs.google.com/spreadsheets/d/13CSVYsPVnWvg_Lqw2LrAEhmsWn6H6IPK9299QAt9vAA/edit#gid=1232867157

IT will create a Task Inventory of the types of tasks that people will need to be able to complete on Day 1 (in order to create training materials to fulfill those needs) (all 4s and 5s)

Check-in on October Vanguard Training

FYI

5 min

Notify local teams

Has anyone received any questions?

Spring Workshops

5 min

EXL is working on a writeup for us, but in the meantime we can work with the following goals:

·   Revise and expand staff understanding of Alma functionality
·   Prepare to define and train on local workflows using Alma
·   Identify areas for tuning configuration
·   Identify areas for more detailed later discussion

Trainer identification

Discuss next steps for making sure we have all trainers needed at each campus

Training Documentation check-in

20 min

All

Review the inventory document: https://docs.google.com/spreadsheets/d/1Gh4tPWinptKcnLcuCCirXIr1yF4IipXXrJacFg1FIUM/edit#gid=0

Discuss next steps

Workplan review

20 min

All

https://docs.google.com/spreadsheets/d/13CSVYsPVnWvg_Lqw2LrAEhmsWn6H6IPK9299QAt9vAA/edit#gid=1171497637