2022-04-06 Meeting notes

The meeting recording is available for download in the OT Shared Google Folder, which you can access using this link: https://drive.google.com/drive/folders/1WdF364I_8mGZ9B8aLYrxc4mCZWhYOC5j?usp=sharing

Updates - from All-Chairs, Leadership Group, etc.

Provide updates from other SILS meetings

10 mins

Tom

• Leadership Group - Talked about communication, which is something we’ve been talking about in OT as well

  • Townhall idea for the cohort and externally - LG felt that those kind of communications should come from them

    • Tom’s updates to LG, as well as info they get from All-Chairs and DOC, will inform what information LG shares at these Townhalls

    • Not sure if LG is taking over SILS-News and other communications; still hashing this out

      • But the Townhall is something LG wants to do for sure

      • SILS-News might still be on OT; but depends on what has been going on and what there is to report

  • Communication stream between LG and OT - needs to be maintained

    • Would be good for Jackie to serve as back-up to Tom, in case he can’t make the LG meetings

      • Jackie is willing to do this

  • There was a meeting between LG and DOC yesterday to talk about the expectations for communication and strategy

    • Tom wasn’t able to make the meeting, but will share the notes from this meeting with OT before our next meeting

    • The discussion that took place at this meeting will help inform what we do with SILS-News and other communication

    • Discussion was also supposed to be about how we see communication functioning among the cohort

      • Tom shared with LG that he sees two streams of communication: one through All-Chairs, representing the subgroups, and one through the campuses which comes through OT, since OT is representative of all of the campuses

        • Tom hopes this strategy was communicated back to DOC in the meeting that took place yesterday

• All-Chairs - Still trying to sort through the charter

  • At a good spot, getting pretty ironed out

  • Also shared back info from the ExL support call

Q & A Session - Including Questions on Slack since last meeting

Any questions from the team?

Questions from Slack?

10 mins

Team

From Slack:

• Was there some kind of SILS-wide decision regarding UC dissertations in Proquest?

  • Pre-SILS we were getting these from the PCI, but it doesn't look like we are getting any records anymore (collection in CDI is turned off).

  • Digital Collections Project Team is managing the digital ones, but not the ones handled in Proquest

    • Confusion - thought they were all in Proquest now, for the last 10 years or so

    • Also some in Merit

    • Maybe portfolios need to be created in the NZ, to link to some of these other databases

  • Should we add this to the OT Work Plan, so we can do some more research? Or hand it off to a Subteam, and if so who?

    • Jeremy and Jackie will work on a write-up to explain this question and what information we’re looking for, and then OT will see if we can hand this off to another Subteam

Discuss OT Workplan

Review OT deliverables and prioritize what tasks needs to be completed first; identify items that should be handed off to an operations Subteam

30 mins

Team

• https://uc-sils.atlassian.net/l/c/0JgaY8P8

• Phase 4 Work Handoff items for Operations Team

  • Data Privacy is in-progress; Caitlin is working on this

  • Training Documentation Hub - this has been created

    • https://uc-sils.atlassian.net/wiki/spaces/TRAIN/overview?homepageId=1194263895

    • How do we want to push this out; just an update from OT asking other groups to populate it?

      • Who has access to it?

        • There is still a training listserv, but not sure if this has continued in the new SILS governance structure

          • Doesn’t seem like there is a specific team assigned to training in the new structure

        • None of us can edit this page in Confluence; maybe it is part of Phase 4 and that’s why it is locked down?

          • Caitlin can look into why the Training Documentation Hub is locked down and report back to OT

      • Who is managing this page now?

        • Doesn’t seem like anyone has managed itsince Phase 4

        • Seems like Subteams should be responsible for providing training in the new SILS governance structure

    • Right now, we don’t need this page as much, so perhaps we should put this on the backburner for now

      • Until someone on OT or someone on a campus brings this up as a more urgent need

  • Decide whether to refresh the Training Documentation Hub or create a new space

    • This is related to the previous item

    • Decision - combine these two items and add them to our workplan

  • Graphic Assets Folder (e.g. Wordmark, etc)

    • Caitlin will check this folder, find out if there are usage guidelines in it

      • There are non-cohort people asking for access to these images, so there is already a minor need

      • As long as the usage guidelines don’t say anything about not making it public, that should be fine

    • Add to the workplan is in progress

  • Migrate UC Library Search end user site: Current website:

    • Keep this in the Workplan, but lower priority; just a reminder to follow-up once the migration by the CDL Website Dept. is complete

  • Confluence wiki - this is being taken care of by SILS Ops Center, do not have to move this to our work plan

  • Publications and presentations - seems like this would be a combination of both OT and LG

    • Right now, there isn’t anything on that particular page;

    • Do we need a group that is responsible for coming up with the communication strategy, which is related to this topic?

      • Is that group OT?

        • OT seems primarily responsible for internal communication with the cohort; but who is responsible for external communication and coming up with the strategy for external communication?

    • For External Communication we can ask LG is they are willing to take that on, or if there should be a group charged with External Communication and External Communication Strategy

      • Tom will follow-up with LG on this

      • SILS Communications matrix and diagram might be a good document to look at for this discussion

    • Hold off on adding this to the work plan for now

  • Confluence, Slack, Google Shared Drive, and Listservs

    • These are all managed by SILS Ops Center, and the OT is responsible managing the policies for these tools

    • Managing the policies will be ongoing; do not have to include this on the work plan

  • Regents IT project reporting

    • This is basically Caitlin in her role as SSM

    • This does not need to go on the OT work plan

    • Caitlin will report back to OT on this topic

  • Archived decision pages from phase 4

    • This is something for All-Chairs

    • Tom will move this to the All-Chairs agenda, so OT can hand this off to them at the next All-Chairs meeting

    • This does not have to go on the OT work plan

UCOP Statistics and Analytics

Review and discuss; determine next steps

13 mins

Team

• This was Danielle’s suggestion / recommendation:

  • For the summer 2022 annual stats, what is being collected will remain unchanged.

    • Could we harness the experience of those campuses that were previously on Alma?

      • Davis comes to mind, as the campus with the most Alma experience.

      • Could we engage them to see if they have IZ-level Analytics reports for their annual systemwide stats that could serve as a template for all campus submissions?

      • This should achieve time-savings for ILS-related data collection.

  • Even for already Alma campuses, the data looks weird because of the migration

• Nobody knows why we are collecting these statistics, or who we’re reporting them to

  • Wondering if we can ask LG to work with DOC to find out who these statistics go to and find out which ones matter and why?

    • Then, could we just report on those statistics that matter?

    • Or, can we get a pass this year, considering the migration, etc.?

  • How do we ask these questions? Do we go through Danielle?

    • Would ask Sarah Troy, who is the DOC liaison on LG

    • Also ask Danielle, and let them each know we asked the other; or put them in contact with one another

    • Ask them who is the decider on this, and then follow-up with the decider

• Perhaps someone from OT-SC could respond to Danielle in the thread that is already established on this topic, and add Sarah Troy, to ask who these statistics go to and find out which ones matter and why

• Will individual campuses be responsible for gathering these statistics?

  • That seems unclear right now

  • At the CSUs, there was a committee responsible for gathering the reports across all campuses

• Need to discuss this further at our next meeting; high priority agenda topic

  • Also, everyone can share feedback on Slack before out next meeting on this topic

Taking the Temperature Survey

Discuss Responses from Survey, particularly the What worries you? and What are you most excited about? sections

0 mins

Tom

Didn’t Discuss - Tabled for Next Meeting

Communication with Subteams, Cohort, and Campuses

Discuss how we want to provide updates to the cohort and to campuses

0 mins

Team

Didn’t Discuss - Tabled for Next Meeting

Topics or questions for the Ex Libris Support Meeting

Any topics or questions that should be addressed at the next monthly Ex Libris Support Meeting?

0 mins

Team

Didn’t Discuss - Tabled for Next Meeting

Discuss System/Component Down Communication Path

Review and discuss notes from document and updating format to decision tree

0 mins

Team

Didn’t Discuss - Tabled for Next Meeting

• System/Component Down Communication Path

Executive Session

Private discussion as needed

Parking Lot

Capture important topics for future discussion

• Proposal for a SILS GitHub from the Discovery OST/SILS Ops Center

• June NERS Voting - Need new committee to discuss next steps

• Communication with Subteams, Cohort, and Campuses

• Taking the Temperature Survey

• Need to create a page for System Down Reporting

• Internal Training / Training Documentation Hub

63 mins