| 1 | Local Resource Type Issue handoff to the Discovery Operations Subteam | Review and discuss SILS Local Resource Types Task Force Write-up and determine priority and next steps for handing it off to the Discovery Operations Subteam | 16 mins | Team | | | |
| 2 | UCOP Statistics and Analytics | Follow-up discussion from meeting on 3/23/22 | 24 mins | Team | Caitlin talked with Danielle, and Danielle asked if there is a way to churn out statistics based on what the campuses who were already on Alma prior to SILS were doing for gathering their statistics? Possibly, but even the already Alma campuses will have a different target than what they did prior to SILS Danielle will likely send out an email with an update regarding the expectations for the UCOP Statistics, and Caitlin asked Danielle to include Tom and Jackie on any emails she sends regarding the UCOP Statistics
Danielle confirmed that CoUL and DOC will reassess the UCOP Statistics next year The analytics help to show the value of the Libraries and helps to determine funding; but the data for this year is imperfect because of the migration Who is calling for these statistics and can we have a discussion about reducing the scope for at least this year, with the entity who is responsible for calling these statistics? We also need confirmation on the deadline Should this be bumped to the Leadership Group? Decision: We’ll wait to hear from Danielle first, and then bump it to LG with a recommendation from OT
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| 4 | SILS Privacy Forms Update | Decide if this needs more discussion or if we can make a decision now regarding the 2nd main bullet point in the notes | 0 mins | Caitlin / Team | TABLE FOR NEXT OT-SC Meeting From Caitlin’s Email to the OT on 03/29/2022: | | |
| 6 | Discussion regarding Alma NZ concerns | Review, discuss, and determine next steps | 60 min | Team | Find out the pain points, and if there is a place where any of the SILS Teams would help, where would that be and what would that look like? A lot of pain points that don’t have anything to do with the system functionality; staffing issues, down on key positions, and learning curves with the system functionality From the perspective of ExL being involved, the licensing functionality is still not working Lisa and Michelle, as well as a few others, met with a few members from ExL to discuss this topic on March 10 The way that CDL does recharges, and how they change every year based on FTE model changes, etc., and the way the negotiated licensing is set-up, the system doesn’t really work for us During this meeting, outlined their case and how Alma would need to function in order for our processes to match the system
It’s a very complicated process, and the part of the process where campuses pay CDL for resources, can’t be figured out in Alma Issues Would be helpful to do a Needs Assessment Can we use Alma to track and do the accounting, but not have the actual exchange of money go through Alma? Not sure; Here’s an explanation of the current process: Spreadsheet is created at the beginning of the FY, it’s broken out for each campus, and each campus gets a copy so that they know what to expect At the beginning of the quarter, each campus' spreadsheet is further filtered down to show what’s due that quarter Every month, whatever has been paid, gets documented on a separate version of this spreadsheet, and these are sent to campuses so they can document for themselves what was actually paid Spreadsheet method has been in existence for 12-15 years First-step: CDL being able to pay vendors through Alma Second-step: Figure out a way to convey to campuses, within the collection level, what portion of things need to be paid Third-step: Being able to handle recharges through Alma; documenting what is coming in and what is going out
How can we as the SILS governance be of help and support this team? We could re-do our whole system, but now is not the time What makes us different as a consortia is the way CDL distributes the costs across campuses, and needing to be able to document that year over year, and being able to adjust that year over year Would it be helpful for the OT put together a taskforce to look into this further? Would love to see a taskforce who can figure out what we can do in the system What would be the scope of this taskforce? Try to identify where workarounds might come into play, and where we can address the immediate needs for this group and for campuses that are major stakeholders Would like the taskforce to have a goal of operationalizing CDL acquisitions within Alma Organizing the steps that need to happen and the training that needs to happen along the way, including guidance and liaising from/with ExL and other experts A taskforce that can not only help scope this whole thing, but also has access to the NZ, so that they can all be in there and figure it out together
What’s the difference between CDL acquisitions and the issues happening with the e-resources? Not sure what the perspective is on the issues with e-resources Everything described previously is very acquisitions focused All collections migrated as activated, but some of them migrated as suppressed Those that needed to be unsupressed have been unsuppressed Clean-up is to ensure the right thing got migrated and activated, then passing it onto SCP for further cataloging inspection Just learned that not all of our collections migrated with licenses attached; not sure why this is
Is an e-resources taskforce needed, or something else needed, to help resolve the e-resources issues? What campuses can see vs. what CDL can see, each party might not know what the other party is seeing Also, there is another point where campuses want to create order records for things that they’re being recharged for, and not sure exactly how this can happen Is this kind of investigation and collaboration something that can happen on the E-resources Operations Subteam? Or do we need a special taskforce? Would have people who would volunteer, but questions about logins, how many per campus, etc. have come up This is work that should be happening in the E-resources Operations Subteam, it’s within scope
San Diego IZ hasn’t been able to connect with Oracle yet, waiting on this before CDL can replicate what they’ve done This is also something Caitlin and Jackie can take to ACAG (Alma Consortial Advocacy Group) Next Steps: Look into creating a taskforce to operationalize CDL acquisitions within Alma Have E-resources Operations Subteam work on an overall needs assessment, as well as issues with licenses and orders OT will follow-up with ExL about the conversation Michelle and Tamara initiated with ExL (March 10 Meeting) regarding the licensing functionality
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