2020-10-29 IT-SC Meeting Notes

SDate: Oct 29, 2020

Expected Length: 9-10am

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

Attendees:

@Turnbow (San Diego; co-chair)
@Neil Weingarten
@Caitlin Nelson
@Katie Ritchey (Unlicensed) (co-chair)
@Brian David (Unlicensed) (co-chair)

Not attending:

Prior to Meeting:

Agenda

	Item	Desired Outcome	Time (mins)	Who	Notes	Decisions	Actions

	Item	Desired Outcome	Time (mins)	Who	Notes	Decisions	Actions
1	Check-in / Items to add to agenda? (recurring)		5	All	Review the previous action items: 2020-10-27 IT-SC Meeting Notes
2	Ex Libris report (recurring)		5	Neil	Report from Tuesday meeting (https://uc-sils.atlassian.net/wiki/spaces/ExL/pages/868647005 Notes) and ask any questions for Thursday Fall training update: Only questions for User Management module. Spring training update: see below.		@Neil Weingarten Email Marci to ask for schedule for analytics & Primo workshops / ask about missing 2 training blocks @Neil Weingarten to report to ExL: (1) we’re moving forward with ranking the 5 new inst. (2) we will have 2 workshops for current Alma campuses.
3	Calendar & Timeline check-in / Communications (recurring)	Know what’s coming up and what communications need to go out	10	Team	Timeline / Work Plan: https://docs.google.com/spreadsheets/d/13CSVYsPVnWvg_Lqw2LrAEhmsWn6H6IPK9299QAt9vAA/edit#gid=1864386615 Katie can fill out some dates on P4 Service tab (emails etc.) Brian’s calendar = confluence public calendar → audience is everyone so they know what we’re working on and visibility into IT work / upcoming events.		all - review work plan to update tasks and dates, etc
4	Upcoming Events (recurring)	Know what’s coming up and assign work	5	Brian (and team)	Monday Q&As: Neil when there are training ones Town Hall: monthly SILS Chairs: bi-weekly (Wed 9am) Coordinators mtg: maybe this would be useful once they start meeting? Invited to slack channel
5	Fall Trainings	Understand what needs to be done for fall trainings	5	Team	Will Week 1 include only User Management questions? YES Who does the transferring of questions from forms to Basecamp? Neil: I usually do this. Katie willing to learn about this. Brian question: Primo configuration training - is meant to be completed just before the Primo forms are completed. No Q&A for that one. Takes it out of this fall training and makes it separate. Previously we “winged it” and delegated to FGs mostly Brian: pull it out from the confluence site for now postpone this for future meeting		@Brian David (Unlicensed) pull primo configuration page from trainings list for time being
6	Questions about Fall Training emails		10	Katie	Document with draft emails is in drive. When do we want to schedule these to go out? Katie put tentative dates on the document. Went for Tuesday morning for consistency, but they’re a little all over the place because of holidays. We trust Katie, and also add a post-holiday reminder. Should we include a link in the email to the spreadsheet with recordings of previous sessions? YES - wait for Caitlin for the link. Outstanding questions about Primo emails - DONE		@Caitlin Nelson check with Lena and Christine about the recordings spreadsheet for the new phase. @Katie Ritchey (Unlicensed) create reminder emails for lengthy time slots over breaks @Katie Ritchey (Unlicensed) schedule emails that are ready to go out
7	Spring Workshops	Understand what needs to be done for spring workshops	15	Team	ExL is holding these weeks for us. The workshops should begin on Mondays (corrected dates) 3/1/2021 3/8/2021 3/15/2021 4/5/2021 4/12/2021 4/19/2021 4/26/2021 5/10/2021 Next step: Decide which 5 “new institutions” go when → Needs to go to ExL ASAP People decided they wanted to be able to rank top five choices, and collate it from there. Process: give the IT reps the dates to rank, What is the deadline - one week. Remind people that they are authorized to make a decision without massive feedback. Decide how to break out the 5 current Alma institutions (if we do one or two workshops) Two workshops. Real IT discussion about how to break them up. Get clarity on the CDL / Network Zone proposal if needed: are we accepting their offer for this? YES Question for ExL: what is the content here, is it really for NZ staff, or general? Did we ever get answers from Megan about Analytics and Primo sessions? Neil followed up 10/29 How else do we want to use our 2 remaining workshops? 1 Primo and 1 Analytics UC Davis Law question - do they get their own workshop? How do we prioritize UC Merced? What other topics or timing do we want? Extra one for current Alma campuses if needed?	Two workshops for current Alma campuses.	@Neil Weingarten will send dates to IT team in advance of Friday meeting. @Turnbow to make draft ranking form
8	Agenda for IT	Get the agenda drafted and published for members and chairs to be updated	5	Neil / Team	This week’s meeting: 2020-10-30 IT Meeting Notes QA invites - IT members can change when they send out locally. Talk about the “documentation gathering” at each campus. UCSD having a hard time getting input UCSC not so much - already on Alma/Primo Can we start creating a master list to look at? Add recurring item for WorkPlan / timeline review and Upcoming Events as well. Pull out the relevant pieces of info for folks Reminder that whoever volunteers has the support of the SC Clear action items? Examples? Add a recurring covid / availability check-in Bring the Spring training form to the group, set deadline for one week. Bring up the work plan for bringing stuff over from Basecamp to Confluence, and get volunteers for doing that.
9	Parking Lot				Nov 6: Two workshops for current Alma campuses: discussion for how to split them up. What to do about future “one off” trainings like Primo Certification or Fullfillment network, etc?
10			TOTAL	60 / 60 min