2022-07-13 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/10CXxBv6fvossn3buuK6Z2ciBiF4wdXSa?usp=sharing

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

Provide updates from other SILS meetings

23 mins

Caitlin

• Update from Caitlin re: 2022 SILS Annual Review

  • Caitlin brought this up to Leadership Group at their meeting last week

  • From SILS Ops Center, annual review activities that SILS Ops Center wants to do

  • This was an FYI To LG, that these are the things that SILS Ops Center will be doing within their scope, and reporting back to LG and OT

  • Caitlin’s overview of the document:

    • Contract review - so far so good, and in alignment; anticipate paying on July 28, 2022

      • Renewal year will be between year 3 and year 4, between 2023 and 2024

    • Fiscal review - split the invoice by Cost Share Agreement, each campus is recharged by CDL

      • This happens by Sept. 2022; audience is: the campus and CDL fiscal contacts

    • Operational Overview - SILS Ops Center will author this, but Caitlin would like it to be reviewed and endorsed by OT and LG

      • Narrative summary that accompanies the bill

      • Here is what we accomplished, here is what you’re paying for; also include “areas of advocacy”

    • OPs/Strat review -

      • Comments from LG - strategic stuff is in the LG Charge / Workplan

        • Yes, but SILS Ops Center will likely do some strategizing as well around September

        • Concern about not adding work to people’s agendas, but SILS Ops Center will be pursuing some amount of analysis and assessment, which will involve OT and the OSTs to a certain degree

      • OPs / Strat review is more about how we’re doing with our committee work

        • A lot of overlap here with OT

    • Strategic Overview - more about are we on a good path and are we prepped for the desirable future

  • After July, SILS Ops Center will be reaching out to do some of the checking-in described above, and it will be more of a discussion at that point

  • LG said thanks for the FYI and noted that they’ll address some of the strategic pieces in their work plan

    • LG has been trying to figure out where exactly their strategic roles can fit, so this was probably very helpful for them and why they’re interested in picking it up

  • SILS Ops Center did a pilot with the Resource Sharing Group for the Ops/Strat review

    • After a year in production, there is an opportunity to review implementation decisions and either lock down the decisions we feel good about or consider other options

      • Wouldn’t necessitate immediate homework, but getting those things on the work plan for an appropriate place and time

        • Don’t have to be reactionary and jump on things right away, this is a long process

        • Don’t want to do so much assessment that it’s burdensome, but want to do enough so that we are staying abreast to our decisions

    • Was a successful process; would be nice to bring this to the other OSTs to see if they want structural support to do decision review

    • It is strategic, but also granular and about configuration, etc.

    • Would be useful to have some of these conversations at All-Chairs as well

• Update from the rest of the LG Meeting:

  • Not much to report to LG on Friday from OT

  • LG talked about DOC membership change over, mostly logistics conversation

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

Any questions from the team?

Questions from Slack?

5 mins

Team

• Lakshmi- Hi All, Does any of your campuses do TouchNet Online Payment for Patron fines/fees through PrimoVE? If so, please let me know, I have a question related to PCI.. We have implemented it using this connector.(GitHub - ExLibrisGroup/exl-touchnet-connector: Connector between Ex Libris Alma and Primo and the Touchnet payment system)

  • Nobody got back to Lakshmi on this, but it seems like other campuses aren’t doing this

    • Ramon will check with his campus, just in case

• Zach - Anyone know if Let's Encrypt is an option for handling Primo custom domain certificates?  (or anyone already using Let's Encrypt?)

  • Zach opened a case with ExL, but hasn’t heard back

  • The more Zach looked into Let’s Encrypt, it seems like ExL might not allow this

  • Zach will report back response from ExL in the OT Slack

Topics or questions for the Ex Libris Support Meeting and follow-up to request about tracking tickets

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

Discuss proposal for following-up on tickets that OT-SC is escalating with ExL during monthly support calls

Ex Libris Support Meeting Agendas & Notes

9 mins

Team

• Support Meeting with ExL is coming up next Monday

• Any topics or tickets that need to be escalated?

  • Do we know what the results of the NERS June voting was?

    • Alison sent an email out; Caitlin will forward it to OT

  • Lakshmi escalated two tickets previously, but she wasn’t sure what the result of this discussion with ExL was

• Discuss proposal for following-up on tickets that OT-SC is escalating with ExL during monthly support calls

  • Everything is in this document: Ex Libris Support Meeting Agendas & Notes

  • Any tickets that were escalated in these meetings, the follow-up would be documented in these notes

  • OT-SC has been remiss in reporting back these notes to OT

    • The expectation has been that ExL would be responding on the individual tickets that are discussed / escalated

  • OT-SC will do a better job of sharing out these notes after the ExL meetings

    • Caitlin will create a Slack reminder to remind folks about the Ex Libris Support Meeting Agendas & Notes document after the meetings take place

• How does OT-SC know to stop asking ExL about tickets that OT folks have asked to be escalated?

  • Assumption has been OT folks alert to tickets as a one-time deal

    • Anything else that happens after OT-SC escalates, should be happening on the ticket itself

  • OT folks aren’t obliged to follow-up with OT-SC

  • Each meeting is it’s own clean slate; if there is a repeat issue on a single case, it would be good for OT folks to bring this up again, because OT-SC will not bring it up on their own, assuming things are being taken care of on the ticket

• Seems like the agenda will be light for next week’s meeting; does it need to take place?

  • Caitlin will reach out to ExL to let them know our agenda for the 7/18 support meeting is light, and determine whether the meeting still needs to take place

CMCKG Project Proposal: Recommendations for Ethical and Inclusive Metadata Practices in UC Library Search

Follow-up from previous OT Meeting: discuss where this team might fit in and recommendations on who might be involved

3 mins

Tom

• Tom has seen the draft of the charge that LG will be sending to OT

  • We will likely get this from LG today; Tom will share it out once we receive it

  • If there are any tweaks we need to make, we’ll have the opportunity to do that, since this group will be reporting to OT

• Is this intended to be a SILS Project Team, is that why it’s coming to OT?

  • Yes, it will come into our governance structure

• This is a different process for CKGs from previously

  • Coming in through the LG and then to OT, is a neat process to watch and see

Following-Up with Project Teams and Working Groups

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

Review template that Caitlin provided for quarterly written updates

1 min

Tom / Caitlin

• Trying to come up with some sort of strategy for how to get feedback on a regular basis

• Don’t want to fill all of OT’s time just getting updates from the project teams

• Still working on this, Caitlin will look for and provide a template for quarterly written updates (an action item from previous OT meeting)

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

Follow-up from reporting this to LG

Further discuss final report: https://docs.google.com/document/d/1xbz5jLcUFmsJwsOGuPaYYqeYmBSZmmg-J6oAUEFZrDY/edit

3 mins

Tom

• LG didn’t talk about this at the last meeting

• Will likely bring it up at the next meeting

• Tom did get some feedback on Slack; there may not be a whole lot to bring back to OT from LG

• Some feedback was that this was a questionable project team to begin with, so not sure what the feedback will be

• Tom will let OT know once LG discusses this and will report back to OT

• From John - seems like some folks are willing to continue, but some folks are looking to rotate off

Discuss System/Component Down Communication Path

• Discuss feedback and changes made per feedback; including incorporating feedback submitted by John on behalf of UCLA

• Discuss, review, and finalize decision page

• Vote on finalizing System/Component Down Communication Path document

5 mins

Caitlin

• Jackie incorporated the feedback that was submitted by John, as well as the comments that were on the document

• Are we ready to vote on this?

  • Once approved, next step would be to publish it

• Fist of Five Vote - approved by OT with all 4 and 5 votes

• Next Steps:

  • Jackie and Caitlin will publish the System/Component Down Communication Path document to the Documentation Hub and send out a communication about this document

    • Will likely go in the documentation hub, but whether it’s a PDF, Confluence, etc. is still TBD

Statistics and Analytics Ask Document

• Follow-up on where we are with converting the Statistics and Analytics Ask Document

4 mins

Caitlin

• Is this something we still need to do at this point?

  • Urgency was based on the deadline for statistics reporting

  • There were some morale issues and uncertainty

  • At the time we were trying to do some advocacy to LG

    • But in the meantime, stuff has happened on this and there is more certainty now than there was then

  • So what would be the purpose of this document now?

  • John agrees that it doesn’t make sense to do this document now

  • Thumbs-up temperature check - is it okay to take this off of our to-do list

    • Unanimous thumbs-up from the group

  • Needs have been satisfied for now, and this document is no longer needed

    • The process of putting the asks together exposed those involved of the need, and action was taken before the document was presented

Executive Session

Private discussion as needed

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

53 mins