2022-06-29 Meeting notes

Attendees

  • Thomas Bustos, Chair

  • Jackie Gosselar, Vice Chair

  • Lakshmi Arunachalam

  • Ramon Barcia (out)

  • Greg Ferguson

  • Jeremy Hobbs

  • Sarah Lindsey

  • Caitlin Nelson

  • John Riemer

  • Zach Silveira

  • Neil Weingarten

  • Todd Grappone, Past SILS Leadership Group Chair

  • Mallory Gianola, Support Member

Meeting Recording

Meeting Recording

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/1-FNU3ZgRYorq-icwzceh67ENq-g-amkt?usp=sharing

 

Item

Desired Outcome

Time

Who

Notes

Decisions

Actions

Item

Desired Outcome

Time

Who

Notes

Decisions

Actions

1

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

Provide updates from other SILS meetings

5 mins

Tom

  • Got the townhall meeting done

    • Any input from anyone?

      • People were happy to hear about what has been going on

  • Update from All-Chairs

    • All-Chairs voted on the one enhancement they want to cast votes towards

    • Did a Fist of Five vote and decided on Item 11, Improve Letter editing functionality

  • Project Proposal that is being forwarded to us from LG

 

All of OT should read through the CMCKG Project Proposal: Recommendations for
Ethical and Inclusive Metadata Practices
in UC Library Search and think about where it might fit in, and come up with recommendations on who might be involved, to discuss at the next OT meeting
2

Updates from the Ex Libris Support Meeting

Report back topics and questions that were addressed at the 6/27 Ex Libris Support Meeting

10 mins

Tom, Jackie

  • Support call with Ex Libris on Monday

    • Wasn’t a lot that came out of it other than noting known issues; difficulty getting answers from development in a timely way

    • Support knows this is a problem, and they’re doing what they can to move things along

    • Doesn’t change the fact that it’s continuing to be an issue for everyone

    • While we’re trying to raise the issue in the support calls, there doesn’t seem to be a way to escalate it on the support side

      • Seems like they have a plan on how they want to move forward, and while it matters to them, it doesn’t seem like there willing to change how they’ll move forward

    • Tom brought up Greg’s concern in terms of slowness of jobs and prioritization; asked if they would tell us how jobs are prioritized

      • The answer was basically that the folks that do development watch over all of the servers and make adjustments there, but didn’t say what those adjustments are

      • They said they don’t like to share out this information because this might change how folks use Alma/Primo in a negative way

        • Sounded like they’re treating folks with kid gloves

      • Mentioned they knew this was an issue, but they haven’t communicated that to us and that there are no mitigating measures

        • Want to keep it pretty “black box” with what they do

  • Greg has a ticket that is nearing 7-months old, it’s in the sandbox, the group working on this case with them is seemingly throwing things at the wall to see what sticks

    • They are communicating - try this, try this, try this

      • They’re not trying it first to see if it works

      • Greg’s team is spinning their wheels trying these different things, and nothing works

      • And now Greg’s team is getting repeat recommendations and having to remind ExL that they’ve already tried those things

      • Not sure if other folks have experienced this, but it’s really frustrating

      • Greg expressed frustration, and they’ve apologized

      • But seems silly that they have access to the sandbox, and are instead asking Greg’s team to try these solutions instead

        • If we do want ExL to go into our sandbox to do things, we should be explicit about it because they’ve been asked not to go into sandboxes

          • You would still think they would have some test environment where they can test things, without making us having to try things repeatedly that fail

    • What can we do to help with this?

      • Greg has already sent this to Tom; Greg’s team wants to give this a bit more time to see if ExL can come up with some sort of positive movement

      • But is there a place where we have listed all of the things we’ve escalated and a current status, within the OT group?

        • The ones that we’ve brought to the support meetings are scattered in our notes

        • But would make sense to create a spreadsheet to track this

 

@Mallory Gianola will include on the agenda for next week’s OT Steering Committee meeting, a topic to discuss creating a spreadsheet to track all of the tickets we’ve escalated and their current status
3

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

Any questions from the team?

Questions from Slack?

10 mins

Team

  • Question from Sarah

    • Analytics Slack and opening it to outside of the Cohort

      • Sarah tried to add someone outside of the Cohort to the Analytics Slack and it didn’t work

    • There isn’t a way to open it to everyone; people have to be invited and then Caitlin, Gem, and Alison have to approve it

    • @Caitlin Nelson will take this back to SILS Ops Center to check-in

      • @Caitlin Nelson will write up a communication explaining how to add non-cohort people to the Analytics Slack Channel

  • From Jackie

    • Updating one role in a user account now changes the status date for all roles on a user account

    • Jackie plans to submit a ticket tomorrow, but wondering if other folks have seen it

      • Tom will look into this on his end and get back to Jackie

      • Jeremy tested this and he is not experiencing the same issue

      • Zach also isn’t experiencing this behavior but seconds that the status date is important

      • Greg isn’t seeing this issue

      • Lakshmi also isn’t seeing this issue

    • What is the risk in this?

      • We can’t accurately track when roles were assigned to folks

      • Can get it from the history, but this is harder to read through

    • Jackie will do some more investigating, looks like it’s a UCB problem; thanks all for checking

      • Saw it in both the manual and API setting

      • Jackie will update folks on Slack after doing more testing

 

 

@Caitlin Nelson will follow-up with the SILS Ops Center about the procedure for adding non-cohort folks to the SILS Analytics Slack Channel
@Caitlin Nelson will write up a communication explaining how to add non-cohort people to the SILS Analytics Slack Channel and send it out to the Cohort
4

Following-Up with Project Teams and Working Groups

Discuss plan for OT / OT-SC following-Up with Project Teams and Working Groups; determine process, calendar, etc.

10 mins

Tom

  • Jackie and Tom discussed this topic at last week’s OT-SC meeting; discussed whether a schedule would be helpful and how to do that schedule

    • Explored a quarterly meeting

    • Or regular written updates

  • Currently have three groups, might be adding a fourth

    • If we want them to report to OT to give updates, we could schedule this across three meetings

  • What do folks think?

    • Did we talk about having them come to All-Chairs?

      • Since they’re reporting to OT, it would make sense for them to come here

      • They’re working with some of the Subteams, so it would end up going to All-Chairs anyway

    • Written Updates would be the path of least resistance, but since we aren’t doing many updates, talking in person might be more useful

      • See how things are going, get an idea of affect

    • What about something between these two?

      • A monthly written update and a meeting

        • This could help meetings be shorter too

    • Would be nice if there was a template for the write-ups

      • Template could include milestones, etc.

      • Then when they meet with us, it would be more of a temperature check and only be like 10 minutes

        • Wouldn’t be too much of our meeting time, and would make it so we can see them fact to face

      • @Caitlin Nelson will find a template that might work for these updates, and share it out with OT to see if there is anything we would want to add/change

        • Quarterly should also be good

  • We should make it clear that if they want to meet with us, they can always ask for that

    • We are an escalation point; they shouldn’t have to wait for the quarterly meetings if they need to/want to meet with us

  • We also don’t want these reports to be duplicative work

  • Next steps:

    • We’ll look at the template that Caitlin provides, and then go from there

 

@Caitlin Nelson will find a template that might work for the Project Teams to use as a quarterly write-up update, and send that template to OT so the group can determine if there is anything we would want to add/change
5

Digital Collection Project Team report and conversation with Madelynn Dickerson from DCPT

Discuss https://docs.google.com/document/d/1xbz5jLcUFmsJwsOGuPaYYqeYmBSZmmg-J6oAUEFZrDY/edit

Follow-up questions for Madelynn

15 mins

Tom

  • Today is the last day that the DCPT will be meeting as a group

  • Did folks get a chance to read the report? Any questions or concerns that we need to take back to Madelynn?

    • There are some action items that will come out of the report that we will need to consider

  • The recommended next steps:

    • They’re encouraging that we create another team for sustained engagement in this area

    • They’re also asking for responses in the appendix area; questions they want to get some answers for

      • Was going to be a survey; recommending that we do still send out the survey and collect that information for whatever team decides to move on with this work

        • This would be a 5th project team

        • But we’re not on an implementation schedule, so doesn’t need to be a rushed job

  • Any thoughts on the report?

    • Are they recommending a whole new team, or are they willing to stay on?

      • Only had a 6-month charge and typically project teams have a 1-2 year commitment

      • Do we need a whole new team with a new charge and new roster? Or could this team continue this work for another 18-months?

      • Sounds like they were expecting another team to be spun up outside of them; some are willing to continue on though

      • Another part of it is changing the Charge; this was looking into the issues and figuring out the next steps

        • The new team would be enacting those next steps

      • It might end up being largely the same group of people

    • If they’re recommending a series of next steps, do they nominate anybody to do that work? Or does it come back to OT to determine who would be on the new team?

      • Madelynn might have a list of people who might be interested in continuing, but it’s not in this report

    • Who picks-up the ball, and is that OT? If it is OT, how do we make sure that ball is carry forward?

      • Tom would recommend spinning up another taskforce and project team that is more long term

      • DCPT is really hoping this gets intertwined into the existing structure

      • But who writes this charge, and puts together the structure for this new project team?

        • Is it a Subteam from OT who does this work?

        • This is a good question; would either be OT or LG, or both

        • This is something Tom or Todd can bring up to LG

          • It is a good idea to socialize this report with LG

          • This group was charged by Leadership in Phase 4

          • Would be good to have a couple of discussions about this report at different levels

          • Would be a good idea to notify LG that this report is coming out

          • Is possible LG will kick the report down to OT

          • Unless there is a sense of urgency from OT to do something quickly with the report

            • There was some discussion with Phase 4 Leadership about the extent and size of the issue

            • LG would be interested in learning what the outcomes were of this group

        • @Tom Bustos will send this report to LG via their Slack Channel today and have them look through it and have it on their topics to discuss at this week’s LG Steering Committee, and also discuss it at next Friday’s all LG meeting

          • There are notes on the Wiki about forming this group

          • There is history here worth noting; not sure if anyone in LG Steering Committee was part of Phase 4 Leadership

 

@Tom Bustos will send the Digital Collections Project Team Final Report to LG via their Slack Channel today and have them look through it and discuss it at this week’s LG Steering Committee meeting, as well as next Friday’s all LG meeting
6

Discuss System/Component Down Communication Path

3 mins

Jackie / Caitlin / Team

  • Jackie put together a decision page for this in our Confluence

    • It is a draft, we can make adjustments to it

    • Would be good to finish up the decision page

  • Are we at a point where we are ready to vote and finalize this?

    • John gave some feedback on Slack from UCLA on June 14; has this been integrated?

      • From John:

        • Report is somewhat unclear. Some specific comments:

          • The first two headings in the Table of contents don't work.

          • Under "When to use it," I don't totally understand the difference between the two bullets. One says "If you suspect a local SILS-related component may be causing issues at other campuses," and the other one says "If you suspect a local SILS issue is also
            happening at another campus." How would most people know the difference? Are these the only two possibilities? (It seems framed as an either/or.)

          • The Example timeline of issue reporting is helpful–it would be nice to have something
            higher up in the document (in the tiered technical communications section maybe?)
            giving some guidance for what kinds of situations are level 1, 2, or 3.

    • Not sure if Jackie has integrated this feedback

    • @Caitlin Nelson will follow-up with Jackie on whether John’s feedback has been incorporated

  • We’ll hold off on voting for now

  • Everyone should take a look at the decision page to see if there is anything folks would want to change there

    • Any other notes folks have, feel free to add it to the Google Doc

      • Caitlin copied John’s feedback as a comment on the Google Doc

 

@Caitlin Nelson will follow-up with Jackie on whether John’s feedback has been incorporated into the System/Component Down Communication Path document
All of OT should take a look at the decision page to see if there is anything folks would want to change there; and if folks have any other notes they should add it to the System/Component Down Communication Path Google Doc
7

SILS Ops Center Housekeeping

Determine how to clean-up issues with some email addresses on the SILSNEWS-L

2 mins

Caitlin

  • On SILSNEWS-L, Caitlin has about 15 email addresses that are having issues

    • Can Caitlin send OT this list and ask folks to verify whether these folks have left, etc.?

      • Yes, everyone is okay with this

    • @Caitlin Nelson will send this list to OT so folks can give feedback about whether those employees are still at their respective institutions

 

8

Executive Session

Private discussion as needed

 

 

 

 

 

9

Parking Lot

Capture important topics for future discussion

 

 

  • Taking the Temperature Survey

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

  • Communication with Subteams, Cohort, and Campuses

  • Need to create a page for System Down Reporting

 

 

10

 

Total

55 mins

 

 

 

 

 

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