2020-11-12 IT-SC Meeting Notes

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

5

All

Review the previous action items: https://uc-sils.atlassian.net/wiki/spaces/IT/pages/897515599

What about meeting recordings? It would be better to know exactly what people are looking for and support them getting that, rather than digging through recordings…

PM update

Get caught up on PM stuff

5

Caitlin

Joanna Kang will be onboarding next week.

PMs would still like a work plan of some sort going forward. Go with the one Neil started for now - update it with new visioning ideas.

Will review workplan next SC meeting and adjust items/dates

Ex Libris report (recurring)

5

Caitlin

Report from Tuesday meeting (https://uc-sils.atlassian.net/wiki/spaces/ExL/pages/893223153 and https://uc-sils.atlassian.net/wiki/spaces/ExL/pages/912064596 Notes) and ask any questions for Thursday

Outstanding Questions [status: waiting for response from Megan and training team]

1. Dates for Primo VE workshop (pre-go live) and analytics workshop (post-go live)

2. Will consortial resource sharing and consortial fulfillment be part of the standard workshop schedule?

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

Note: new alma campuses are working on creating their spring workshop schedules

Upcoming Events (recurring)

Know what’s coming up and assign work

5

Brian (and team)

• Fulfillment (Week 2) Implementation questions due 11/11, Q&A session on 11/16

• Send out Resource Management (Week 3) info by 11/17

• SILS Town Hall on 11/17

• Training documentation needs survey complete by 11/20

Fall Trainings

Understand what needs to be done for fall trainings

5

Team

Q&A sessions. Who can attend to report back and make note of any follow up actions? → Brian?

• is there utility in someone attending these sessions? Yes for now, need to check with PMs / IT team.

IT-SC questions

1. Who, if anyone, should cover the Monday Q&A portion?

   1. LZ: Don’t see how this is a priority task. It’s okay if no one does it and people are responsible for their own questions. ExL does a good job facilitating that part of the meeting.

2. Who (between IT / PMs) should wrangle “special topic” meetings or trainings?

   1. For one-off ExL meetings, PMs are responsible for announcing meetings and Basecamp links for questions. Other than that people can post their own questions on BC.

      1. PMs work: How to get the word out about new ExL meetings
         Lena to update calendar invite with meeting topic when known
         Add to Confluence meetings page
         Add to meetings spreadsheet
         Slack SILS Chairs, PPC & IC channels with deadline for posting Q&A
         Marci will advertise in the Project Status Meetings on Mondays in the upcoming meetings section.

   2. For Special Meetings, usually whoever requested it takes ownership of wrangling questions.

   3. → all of which is to say unless IT is dying to handle these a special way PMs think they are covered.

Spring Workshops

Understand what needs to be done for spring workshops

10

Team

ExL is holding these weeks for us.

• The workshops should begin on Mondays (corrected dates)

  • 3/1/2021 - Merced

  • 3/8/2021 - Berkeley

  • 3/15/2021 - San Francisco

  • 4/5/2021 - Los Angeles

  • 4/12/2021 - San Diego

  • 4/19/2021

  • 4/26/2021

  • 5/10/2021

• Primo VE workshop pre-go live (date TBD)

• Analytics workshop post-go live (date TBD)

• Possibility for CDL staff to attend UCSD training

Next step:

1. Decide how to break out the 5 current Alma institutions

   1. Two workshops.

   2. Real IT discussion about how to break them up.

2. Get clarity on the CDL / Network Zone proposal if needed:

   1. Question for ExL: what is the content here, is it really for NZ staff, or general?

   2. Clarity on who is the intended audience - CDL staff / anyone working in the NZ.

      1. May need a registration process so we make sure we don’t overbook

      2. Consider giving priority to CDL staff Questions

         1. possibly slack channel

      3. What is the Zoom limit?

         1. UCOP = 300?

         2. UCLA = 500?

Agenda for IT

Get the agenda drafted and published for members and chairs to be updated

5

Team

This week’s meeting: https://uc-sils.atlassian.net/wiki/spaces/IT/pages/897319375

Visioning Exercise

• start with what we have - work plan, etc

• Discuss documentation or other ways to move forward

• Review team charter

• What is the overall goal: support our campus staff in using Alma/Primo?

  • But what does that look like for each campus?

• We haven’t taken the time for campuses who have gone live to talk about that - would that be useful? What training did you do and how did it turn out?

• How else can the current Alma/Primo campuses help out.

• Maybe reach out to FG and have them give us a “top ten” or “top five” training list

• Messaging about need for comfort with ambuguity; you can’t be trained 100%; reassurance about how incomplete you might feel.

• What are the goals of the visioning exercise: get the calendar and deliverables; get everyone on the same page with buy-in on the vision.

• Tomorrow - getting specific deliverables would be challenging; but can we let people have an idea of our general method as the Team (do we want to do docs? do we want to be available for questions?) what are the ways we want to meet the objectives.

Discuss workshop split for current alma campuses

Confluence calendar project check-in

Discuss Network zone workshop - Future meeting

Parking Lot

• What to do about future “one off” trainings like Primo Certification or Fullfillment network, etc?

  • who is in charge of inviting / logistics for special topics?

    • → PM question

Primo VE trainings

• Need clarification about who attends which Primo training session

Alma / Primo VE Certification

• Need to draft emails and pick dates

TOTAL

60 / 60 min