2022-06-08 Meeting notes

Training / Workshop Recordings

Follow-up on creating a landing page in Confluence for trainings/workshops

10 mins

Mallory / Caitlin

• Caitlin was going to check with Gem and Alison about the publicly accessible Google Drive folder and then follow-up with Mallory after getting their feedback

  • After this, Caitlin and Mallory were going to create a landing page in Confluence where we can link the Google Drive folder for publicly accessible trainings/workshops

• Any update on this?

  • Gem and Alison are on board with the Public Materials Folder

• All Chairs also approved the policy for adding non-cohort staff to Google Folders

  • The person who authorizes the non-cohort member to join receives a blurb, and the person receives view-only access

• Next Steps:

  • Caitlin will write up SILS-Cohort communication for public materials folder and non-cohort access to GDrive

  • Caitlin and Mallory will peruse Confluence after today’s meeting to determine how to add the Public Materials folder to the documentation hub in Confluence

Slack Channel for Reporting / Analytics

Discuss creating a Slack Channel for Reporting / Analytics and who would have access to the channel i.e. SILS Cohort members and Non-SILS Cohort members, etc.

10 mins

Caitlin / Team

• Follow-up per OT Slack Channel conversation

• 108 attendees at the peak of the training

• Caitlin is working with Sharon Shafer (UCLA) and Lisa Wong (UCSC) on creating Office Hours - Not under the umbrella of Operations Team, but somewhat taken care of already

• The other request was to have a Slack Channel dedicated to discussing Reporting / Analytics

  • Need to determine whether we would open this channel to Non-SILS Cohort member

    • Folks will then have access to all of the SILS channels in Slack

• This discussion should go to the full OT for further discussion and voting

  • UC-wide tools need to be developed, but in the meantime, SILS is the best group to assist with providing these tools

• Is there a need to discuss this as a larger policy of adding Non-SILS Cohort members to Slack Channels created for specific reasons? Or should we discuss it on an as needed basis?

  • If there is not a strong need for other groups/topics right now i.e. Dev; then let’s just address Analytics for now

• Next Steps:

  • Caitlin will create an Analytics Channel in Slack right now for SILS Cohort Members, and publicize the Channel to the Cohort

  • Mallory will add this topic to the agenda for next week’s OT Meeting

NERS Enhancements

OT-SC approval for the new process

10 mins

Caitlin

• Proposal Document

  • Can be turned into a more official decision page, if needed

• Fundamental Proposal:

  • Given that we have 600 votes in total, and that would make a difference for one enhancement, proposal is to put all 600 votes into one enhancement

    • Seeing the outcome of this would help inform future voting

  • Asking the All-Chairs group to make a suggestion on which enhancement to support

    • Not taking wide feedback into account, and that’s okay for this year

    • Once we get more info based on this year, next year can be wider

  • All-Chairs met yesterday and are on-board with this

    • Next All-Chairs meeting is in 2-weeks and it will be a working meeting to figure out which enhancement to put all of the votes towards

• Caitlin is looking for tentative approval from OT-SC today

  • Can do full approval at OT meeting on June 15; however if OT isn’t onboard with it, the other options are:

    • Campuses use their votes themselves

    • We create a Google Form for voting

    • We don’t vote

• Consortia votes get mashed into the same group, with only 100 votes

• Next steps:

  • Caitlin will clean up the NERS Enhancements Proposal Document and will send it out via email and Slack to OT and All-Chairs to see if anyone has feedback about the proposed process

Annual Review

Outline what kind of info we want to gather for the annual review: user accounts, tickets, etc.

20 mins

Caitlin

• Tracking the Alma accounts distribution: UC Alma user counts

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

• As SSM, Caitlin is trying to conduct investigation into how we’re doing, in conjunction with LG, OT, etc.

  • When this idea was brought up at All-Chairs, people saw the value in it, but there was concerns that a potential risk would be that the process would be demoralizing, and folks wouldn’t have the time to do this process

  • So SILS Ops Center is trying to take on some of that weight, and bring information back to All-Chairs, LG, OT, etc.

• OT is responsible for certain assessment such as user accounts; that is included in the OT charge

• What kinds of things, do we want to investigate under the umbrella of annual review?

  • This year, we aren’t renewing, but there is potential to renegotiate

    • Should be armed with data for any negotiation that may occur with ExL; we should run our own numbers, do analysis on tickets - resolved rate vs. unresolved rate, etc.

  • Also going back to the original RFP and trying to figure out whether we are hitting the mark

    • Which brings us back to analytics

• Bringing this discussion back to OT would be helpful; and seeing what members of OT would like to highlight / focus

• Caitlin is looking for:

  • What things do we want to take into account

  • Designate that the SILS Ops Center can proceed and ask for help as needed; OR, if this should be a more formal working group with representatives from SILS Cohort

  • Either way, info will be taken back to OT, LG, OSTs, etc.

• Reviewing the RFP will be important, for sure

  • Would be good to run numbers sooner rather than later, in preparation for the invoice in July

  • Good to start having this discussions annually now, so they can expect that we’ll have these conversations going forward and set that precedent

    • Signature Success Program:

      • Monthly meetings to assess how we’re meeting goals, and quarterly meetings to develop what the goals would be

      • Can have these discussions quarterly, not just annually

• Push for annual review is coming from SSM and OT

  • LG should be leading the strategy of SILS, so they should be part of the quarterly business reviews

  • What are the roles of SILS Ops Center, LG, and OT in planning operational and strategic needs for SILS?

  • Tom could share this feedback with LG and let them know that OT-SC thinks it is important for them to be part of this strategic planning, visioning, goal setting, business review, etc.

• Next Steps:

  • Caitlin will draft a paragraph/blurb about this annual review process to share with OT-SC

  • Tom will write to the LG Chair, Vice Chair, and Support Person to request that Caitlin be invited to this week’s LG meeting, so that Caitlin can discuss the annual review process at this week’s LG meeting

Digital Collections Project Team

Discuss updates from Digital Collections Project Team

10 mins

Jackie / Team

• Digital Collections Project Team

  • Have we heard anything since the email regarding the survey that they were interested in sending?

    • No we haven’t heard anything since that email

  • Charge goes through June 30, 2022

  • They asked OT to distribute it the survey in May, but they didn’t send the link to their survey with the finalized questions

    • They didn’t respond to Tom’s follow-up asking for the finalized questions, or his suggestion for sending it to the OT Listserv so that OT members could send it out to the appropriate folks from each respective campus

• HT folks might be coming to OT to get some traction

• Is there outstanding work for the Digital Collections Project Team?

  • If there is, are they willing to stay on?

• If they’re preparing their final report, OT should know more about what’s going into that final report before it’s completed and submitted

• Next Steps:

  • Tom followed-up on his last email to Madeline and included Jackie and Caitlin on that message during the meeting

    • Madeline responded while we were meeting

  • Tom will let Madeline know we meet Wed. at 9am alternating with OT-SC and OT, and determine when the Digital Collections Project Team can meet with either OT-SC or OT

  • Caitlin will investigate further about the Digital Collections Project Team wrapping-up and will report back to OT-SC

  • Mallory will add an agenda item to the next OT-SC Meeting to discuss following-up with Project Teams / Working Groups

Build agenda for next OT meeting

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

5 mins

Team

• See proposed agenda here

  • Reminder - Mallory will not be at this meeting; Caitlin will take notes and Jeremy will start the Zoom meeting

    • Jeremy can appoint someone else as host once he starts the Zoom meeting

    • Whoever is appointed host will record the meeting

Parking Lot

Capture important topics for future discussion

65 mins