2022-10-12 OT-SC Meeting notes

Attendees

Thomas Bustos, Chair
Jackie Gosselar, Vice Chair
Caitlin Nelson
Gem Stone-Logan (CDL)
Anna Arrieta, Support Member

	Item	Desired Outcome	Time	Who	Notes	Decisions	Actions

	Item	Desired Outcome	Time	Who	Notes	Decisions	Actions
1	Ex Libris support	Discuss next steps to approach Ex Libris about support issues	33 minutes	Team + Gem	Special guest Gem Stone-Logan ExL concerns discussed CJK issues, reindexing Jackie’s ticket regarding CJK issues revisited Questions to clarify with ExL: How many changes are happening during reindexing? What is the normal reindexing process? How is CJK different from this process? Need information on downtimes: scheduled better than unexpected, even if for 24 hrs. What downtime is acceptable? Need risk management and cost/benefit analysis. Set expectations. Create alternative plans for when things do not go to plan. Need decision page with recommendation from ExL Start one ourselves now if one is not provided by ExL Reindexing will affect Alma only and not Primo. Need to address our workarounds for ExL design flaws. consider staff hours keep a list of all workarounds information can be used for software assessment ExL efforts to fastrack tickets in “project flash” has not come to pass. Need to revisit this promised project. Items to discuss at ExL meeting on Monday, 10/17/22 (or perhaps a future meeting): need to address design flaws create decision page with recommendations set expectations for downtimes Primo tickets (project flash)		@Tom Bustos will email Liz at ExL regarding reindexing for clarification, decision page with recommendations. @Caitlin Nelson to update agenda for ExL meeting with items discussed during this meeting @Gem Stone-Logan to open consortium ticket regarding CJK issues
2	UC Alma User counts	Review UC Alma User Counts: 2022 Check-In Documents Any more to discuss on this topic?	11 minutes	Team	Update from Caitlin/Gem Official pathway for reports: staff login report Neil says they’re using a different report to get their numbers, causing an artificial inflation of their user count. Issue could be UCD is excluding inactive borrowers, but including expired borrowers that show as active. This information should be included in UCD writeup for ExL - Neil would be best for this Loganto could be causing an issue - need to revisit this topic ExL admin accounts do not count against limit on named user accounts expired users will count against named user accounts currently at 80% capacity		@Caitlin Nelson write back on email chain with Neil regarding expired users (document findings, revisit next year)
3	All Chairs meeting update		8 minutes	Tom	An emphasis was made during the AC meeting that sub committees have the ability to change workplans as needed. Project management software suggested to help with workplans. Google doc suggested.
4	Project Team and Working Groups Check-In - October 2022	Discuss Next Steps with CDL Shared Collections in the NZ Project Team Check-In	0 minutes	Tom / Team
5	Review/Update OT Workplan	Review the OT Workplan Discuss next steps updating the workplan and for reporting back to OT re: updates, etc.	0 minutes	Team
6	Past Chair at Future OT-SC Meetings	Discuss whether there will be an expectation for the past chair to attend OT-SC meetings; if so, what are those expectations, i.e. “optional”, etc.	0 minutes	Jackie / Team
7	Build agenda for next OT meeting	Build and finalize the agenda for next week’s OT meeting	0 minutes	Team	See proposed agenda here
8	Parking Lot	Capture important topics for future discussion			Signature Success Program - revisit this with an idea for structuring future ExL meetings and how to advocate for ourselves here.
9		Total	52 minutes