2022-09-21 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/1xVbrwjCw25OPOMqyOe3xTdqiLI667bbJ?usp=sharing

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

• Provide updates from other SILS meetings

6 mins

Tom

• Welcome Anna!

  • Anna will be taking over for Mallory as Support Member, since Mallory is going on leave

• Updates from Leadership Group:

  • Working on doing a governance assessment; this will be coming to OT as well

    • Going to be looking at some of the ways the SILS Governance is and is not working

    • Will probably be reaching out to All-Chairs and groups locally, to provide feedback to LG

  • Working on a charge for a group to look at analytics

    • Looking into annual assessment and how analytics plays a role in that; foremost issue this group will be looking at

    • Also Alma analytics, how it works, adjust how we use it to benefit the system at large

    • Still working through these couple of layers because it’s such a big topic

    • Sarah heard from the UCSC DOC Rep that they’re looking into charging a group to look at the UCOP Stats

  • SILS Townhall - set for Sept. 29

    • A lot of it will be about the flow of communication; how things get into the SILS structure, identified, and worked on, etc.

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

• Any questions from the team?

• Questions from Slack?

2 mins

Team

• Questions from Slack:

  • From Jackie - Does anyone know if there is a limit to the number of entries that can be added to the item statistics note fields?

    • Jackie has opened an ExL ticket, in case other folks don’t know

    • Documentation is unclear

    • Jackie will report back findings from the ExL ticket

Topics or questions for the Ex Libris Support Meeting

• Report back from Monday’s ExL Meeting: Ex Libris Support Meeting Agendas & Notes

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

17 mins

Team

• Made it known to ExL that we would like everyone in OT to have consortial account access so we can see each other’s tickets

  • Waiting to hear back about this, but expressed our wishes

  • There will be a training and introduction session on this role

    • After Alon gets in touch with the person who will be handling this training (Esther), OT-SC might have everyone join them on Sept. 28 to do some training on consortial account use

      • Hopefully everyone can attend, but if not the group will record the training session and make it available to folks

      • Tom thinks this is the time that the training will happen, but hasn’t been confirmed by ExL yet

    • There is a possibility that the training will have to happen at our normal meeting time, but we won’t know that until Alon gets in touch with Esther; more info to come

• CJK indexing issue

  • Asked ExL to provide us with documentation about how long it took in the previous reindexing, so we have a benchmark we can look at, and so we know what to expect if we decide to do the CJK reindexing

    • ExL is fully confident that there shouldn’t be an issue

    • We should probably hold-off until we have the documentation, so we know what to expect

  • Next annual reindexing is in November; recommendation was maybe we allow the CJK change, so we can do the normal reindexing in November

    • Perhaps we implement the CJK change towards the end of October, and do the normal reindexing in November

  • What does everyone think of this?

    • This would be to include more of the characters, but still wouldn’t be able to have Cyrillic; progress, but not everything that we want

    • Concern about taking down user records; this hasn’t happened with reindexing before and is likely because the test happened in the sandbox

      • But we don’t know the full impact of the user records going down if the reindexing were to cause that

        • We have already gone through 2 reindexing instances, and this hasn’t happened

          • The reindexing will be the same; the other symptoms that we saw was because there wasn’t enough resources in the premium sandbox

          • This makes sense; and we shouldn’t see this issue

        • ExL did say that adding the language reindex is an additional parameter in the scheduled reindexing

• As part of Ex Libris' Support Response and Time to Resolve Initiative (Project Flash): they will be following up on a number of backlogged cases

  • Many will have status or ownership changes as part of this initiative

  • Alon has provided a list of the tickets that are on this case review list: https://docs.google.com/spreadsheets/d/1QMm9HrDHymh39ezrtr_iXIxpih8MZwCR/edit#gid=1493230397

    • This list pertains only to the UC

  • Goal is to be more responsive, and part of that is getting rid of their backlog

  • Deprecation of two statuses: “pending workplan” (this means super low development priority, with two years to appeal) - ExL will close these now

    • And “pending product review” - ExL hasn’t been using it in our region

  • If a ticket of yours gets closed, and you need to keep it documented, comment on the ticket to ask that it is cloned

    • Goal is to have things not linger in development

    • Might not get immediate answers, but at least there will be communication

  • Tom recommends that folks respond with “I’m still looking into it,” to ensure our tickets aren’t closed while we’re waiting to test something or further look into something

  • Some cases that were in pending development, or some other languishing status, will not be under individual analysts

    • Instead will be part of a larger queue to be addressed

  • ExL also talked about not having their tier 2 analysts going down rabbit holes as much

  • ExL said this is starting to happen now-ish

  • Spreadsheet is there for everyone to look at; no immediate action item, but something to be aware of and keep an eye on

    • If there is something you would want to reach out to ExL about, feel free

Project Team and Working Groups Check-In - September 2022

• Discuss Project Teams and Working Groups Check-In Responses

  • Open Access Resource Management Project Team

  • CDL Shared Collections in the NZ Project Team

  • RLF Configuration Project Team

    • Will be completed by Friday, Sept. 30

12 mins

Tom / Team

• Open Access Resource Management Project Team Check-In

  • Thoughts on this team’s feedback?

    • Seems like they’re sort of getting started still

    • Looks great

• CDL Shared Collections in the NZ Project Team Check-In

  • Need more specificity on what they’re working on

  • We need to find out more about where the misunderstanding is occurring regarding the scope of this group

    • Something OT might need to reach out to them and find out what misunderstanding is happening; might need to do some expectation setting

  • OT Member knows someone on this group from their home campus, and they’re hoping there will be an outcome of creating this document; looking for help

    • We should ask them to be more specific and provide more clarity, so we can help them better

    • Seems like this group is feeling overloaded, and needs our help

  • Understanding which ExL tickets belong to this group, would help with OT-SC bringing up the tickets in the regular support meetings with ExL

  • We can take back to this group that the LG is looking into creating a small group/project team to look into analytics

  • LG is on top of the communication concern - will be directly addressed at the upcoming Town Hall

    • We as OT can go back to our local campuses and encourage folks to join this upcoming Townhall

  • Part of what this group is highlighting is that there are people on campuses who aren’t a part of SILS, and not having these key people in the SILS meetings makes it difficult

    • Especially with what this group is working on

    • It’s hard to pull non-SILS people in; this is a barrier for SILS success and it’s something that SILS needs to work on

      • i.e. CKGs working in a whole separate bubble

  • Best thing that OT can do is:

    • Encourage the people who do know how the communication should go, to keep spreading the word

      • Not sure how to best get this communication information out on the larger campuses

• RLF Configuration Project Team Check-In

  • Will discuss in an Oct meeting; RLF Configuration PT will try to have it completed by Sept. 30

Anonymization Rules timing (RS OST)

Discuss and provide feedback by Sept. 30th

23 mins

Tom / Team

• Timing of anonymization rules in order to capture AFN digitization analytic reports

  • Asking to change the value in the rule itself

    • 120-days because it has to be done manually, and they have to collect the stats

      • In order to gather the needed reports on the AFN activity

      • Wonder if it’s possible to automate things so that the 120-day window can be shortened

        • Seems like a weak-point that one person at each campus has to be responsible and available to manually trigger this job

    • Need this in order to be able to collect stats

    • Reasoning section focuses on digitization requests - do digitization requests fall under loan anonymization?

      • It doesn’t fall under request anonymization?

      • Guess is they’re fulfilling the digitization request, so it counts as a loan

    • This is a workaround, but someday, ExL could fix the flaw that makes this necessary

      • It’s possible it won’t be forever if ExL can fix the underlying issue

  • Seems like each campus has different settings

• They believe this is of interest to the OT because the task of changing the appropriate anonymization rules would likely fall to this group

• Requesting that the feedback be placed as comments to the decision page or via email to the group at sils-rs-l@ucop.edu

  • Everyone in OT should review the document and add their notes/comments/questions as in-line comments by Sept. 30, 2022

    • Can also continue this conversation on our OT Slack

    • Might be best for OT folks to clarify with their counterpart on the Resource Sharing Group, to see if they have any concerns around local issues

      • Would be good to pull in some Circulation folks as well

    • ULs will be relying on us to give them information about the decision

  • Sarah says CSUs are not using the AFN

    • Seemed like CSUs were interested in seeing how we did with the AFN

    • Action: Sarah will reach out to Brandon at the CSUs to confirm whether CSUs are using the AFN

• Two main concerns:

  • Length of time being requested - 120 days

    • Can it be a shorter time-period, something that is more reasonable?

      • Item loan anonymization is likely the main concern for campuses

  • Need clarification around whether this is a manual job

    • It being a manual job is a weakness in general; if someone forgets or is out and it doesn’t get collected, than those stats are lost

    • This isn’t explicit in the document though; would be good to clarify this step in the workflow

• The goal is to be able to delay the anonymize resource sharing requests without affecting the anonymize item loans

• Next steps:

  • Everyone in OT should review the document and add their notes/comments/questions as in-line comments by Sept. 30, 2022

    • Can also continue this conversation on our OT Slack

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

60 mins