2022-05-25 Meeting notes

ExL Signature Success Program information

Discuss the ExL SSProgram offer from Adriana

25 mins

Team

• Adriana from ExL reached out to Sarah Houghton via email, which led to Caitlin meeting with Adriana to discuss their Signature Success Program

  • Adriana is pretty high up, she manages the project managers

• ExL is offering us, through their Signature Success Program:

  • More meetings

  • Knowledge Acceleration Programs

  • Adriana as our new point person; Alon stays our support contact for ticketing issues and first-line customer service

  • We are invited to this program at no cost

• Caitlin said yes to us joining this program, pending a discussion with OT-SC to discuss the pros and cons

  • From Caitlin’s perspective:

    • Pro: More access to advocacy seems good

    • Con: This might be ExL providing us with more meetings, but nothing really gets done as a result

      • Makes sense to try it, but after a certain amount of time (9-12 months), we should assess whether we actually achieved more results as a result of this, of if we just attended more meetings

  • Tom’s perspective:

    • Tom thinks it’s a great idea

    • More of the pros are on the ExL side; they’ll have a better understanding of how consortial libraries are working and their needs in the long run; but how this will help us in the long run is hard to say

  • Jackie’s perspective:

    • What’s the ROI with our time?

    • Having additional advocates is super, but will that translate into the kind of change we’ll need to see with the amount of time we’ll need to explain what we’re going through

    • A time, band-width concern

  • We should participate with the understanding that this probably won’t dramatically change things for us but that there will be some positives, but there are really more positives on ExL’s side, long term

    • We are in it for the long term too, in a way

    • Might not see things in a 3-month turn around, but if they can implement by the time we would be looking into renewal, it would be worth it

  • All on-board with participating in this program

• Next steps: determining the who/when for the meetings that Adriana is offering

  • Adriana will sit in on the meetings with Alon

  • Adriana is also ready to meet with whoever, on a monthly bases

  • And in addition to that, there will also be quarterly meetings

    • There might be a role in LG at these quarterly meetings

• Action: Caitlin will write up her thoughts about the ExL Signature Success Program meetings and will email her thoughts to Tom and Jackie so they can asynchronously determine when to have these meetings with Adriana, and who should be in attendance

Posting Training/Workshop Recordings

Determine where we should post Training/Workshop Recordings such as the Boundwidth Session and the Analytics Training

5 mins

Mallory / Team

• Where should we put recordings of trainings/workshops, such as the upcoming Analytics Training?

  • We should put the recordings in Google Drive, and link the recordings somewhere in Confluence

  • Should create a folder that is titled “Publicly Accessible Materials” so that we can set the access for that folder to be “anyone with link can access,” so the contents can be shared with those outside of the cohort as well

• Action: Caitlin will work with Mallory on creating the Google Drive folder, and also the landing page in Confluence for trainings/workshops to be shared with the cohort and beyond

  • Once we have the location, we can make an announcement to the Cohort so that folks know they can add their recordings, etc. to that folder

UCOP Statistics and Analytics

Discuss updates from group working on converting “ask” document into a declaration document to set expectations

20 mins

Tom / Team

• We need to get something up to DOC to ask them to provide relief to their local people and explain what’s happening

• Based off what Caitlin is hearing, it seems like people want someone to walk through the schedules and explain what each of them means; without knowing what the report is asking for, it’s difficult to know what the query should be in Alma

• There is still a potential for an ask, and perhaps it’s pushback on the UCOP date so that it aligns with the later ARL/ACRL dates

• Tom, Caitlin, Todd, Sarah, and John will be working on rewriting the “ask” document

  • Will probably not be able to get it in for this week’s LG meeting; but Tom will be sharing an update with LG and let them know we will be working on a new document

• There may need to be a discussion down the road about a separate data lake

  • Data lake is a data repository - all the information goes there and makes it easier to do reporting

Question re: Systemwide guidance on integrating Alma into financial systems

Discuss how to address this topic at a later date, as it will continue to come up

2 mins

Tom / Team

• Tom’s answer to this question locally was there isn’t OT guidance because everyone is on different systems, but that he has talked to their local team and have figured out what needs to happen but they haven’t gotten there yet

• There is information out there; perhaps we need to pull that information together in a documentation hub

• This will go to LG, and then back to OT, most likely

ALMA Publishing Profile Registration - UCSF

Determine next steps in identifying if a campus specific problem or if it is affecting other campuses as well.

3 mins

Jackie

• Zach reported that Third Iron recognized a significant loss of record numbers in their data

  • However, there were not identifiable changes in Alma that should have precipitated that loss

  • ExL troubleshooting and workarounds are not reasonable and the issue needs escalation

    • Possibly documentation demonstrating identification as either local or systemwide affect.

• We should discuss this more at our OT meeting next week

  • If we can identify specific records that everyone can test with, we can identify if its a systemwide issue instead of a local issue

    • Jackie checked and UCB isn’t experiencing what UCSF is experiencing

  • ExL isn’t providing any actual support for them; the workaround isn’t great

Discuss potential away dates

Make sure we have meetings covered

5 mins

Team

• Perhaps we should create a page for away dates

  • Should it be for all of OT, or just OT-SC?

    • Should be all of OT

    • Action: Caitlin will help Mallory find a template and they’ll create a page in the OT Confluence space for away dates

• Jackie will be out all of next week; May 30 - June 3

• Tom will be out June 7-June 10

• Mallory will not be at the June 15 OT meeting

Build agenda for next OT meeting

Build and finalize the agenda for next week’s OT meeting

0 mins

Team

• See proposed agenda here

Parking Lot

Capture important topics for future discussion

• Tracking the Alma accounts distribution:https://docs.google.com/spreadsheets/d/1aeQaaBFGazylFCqVqRI3dWoocYfcratbFrZ2bzMTU2w/edit#gid=0

  • Determining how we want to address these accounts as part of an "annual review" before our Ex Libris bill comes due this summer.  

• Adding a page in Confluence to note in/out vacations for OT members

60 mins