2022-07-13 Meeting notes

Attendees

  • Thomas Bustos, Chair

  • Jackie Gosselar, Vice Chair (out)

  • Lakshmi Arunachalam

  • Ramon Barcia

  • Greg Ferguson

  • Jeremy Hobbs

  • Sarah Lindsey (out)

  • Caitlin Nelson

  • John Riemer

  • Zach Silveira

  • Neil Weingarten

  • Todd Grappone, Past SILS Leadership Group Chair (out)

  • 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/10CXxBv6fvossn3buuK6Z2ciBiF4wdXSa?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

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

 

 

2

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.(https://github.com/ExLibrisGroup/exl-touchnet-connector)

    • 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

 

 

3

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

  • 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

 

@Caitlin Nelson will send the outcome of the NERS June voting (Alison’s email) to OT
@Caitlin Nelson will create a Slack reminder to remind OT folks about the ExL Support Meeting Agendas and Notes that are available after the meetings take place
@Caitlin Nelson 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
4

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

 

 

5

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)

 

 

6

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

 

 

7

Discuss System/Component Down Communication Path

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

 

@Jackie Gosselar and @Caitlin Nelson will publish the System/Component Down Communication Path document to the Documentation Hub and send out a communication about this document
8

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

 

 

9

Executive Session

Private discussion as needed

 

 

 

 

 

10

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

 

 

11

 

Total

53 mins

 

 

 

 

 

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