2023-03-08 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/file/d/1GdCS-dSQMTPAPTVCzeyTJBsIeOvxqK9f/view?usp=sharing

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

• Provide updates from other SILS meetings

6 minutes

Tom

• LG Updates:

  • CDL Digitization Team Recommendation: https://docs.google.com/document/d/1BKs-XQ-OFJ2p0Q4hYf3MrnQeMeRpCNtA2bMpmY82VVs/edit#

  • Discussions on this document will happen soon

  • Tom forwarded this document to the team

  • no input yet on transition recommendations - LG is in favor though

    • need firm timeline as we approach May/June, the typical time for transitions

• AC Updates:

  • analytics list approved

  • Idea Exchange - Ability to run Analytics reports on Alma Configuration settings - please add comments

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

• Any questions from the team?

• Questions from Slack?

23 minutes

Team

• Ramon (UCR) - mentioned vpn access request from a colleague (Kristen Chua)

• Lakshmi (UCI)

  • complete physical inventory for UCD Law is not appearing, ticket created but no current updates

  • awaiting updates from UCD before creating a Salesforce ticket

  • UCLA Law was also contacted about the issue - also awaiting feedback from her UCLA Primo contact

• Recent outtage (Sunday, 3/5/23)

  • no updates, information is forthcoming but is not satisfactory thus far

  • suggestion to UCSF to check the status page for updates - not the best option as it only shows operational/non-operational status and not progress

• UCSD outtage issues (3/1/23)

  • still feeling the impact

  • no answer to why Alma was effected

• offline circulation

  • topic brought up by Jackie, will discuss with colleagues offline

  • separate from main ExL service, local setup and changes are uploaded after things are resolved

  • information provided by Lakshmi: Offline Circulation

• escalation of tickets

  • suggestion to add comments in addition to selecting the escalation option

  • unable to escalate closed tickets - open new ticket and reference closed ticket

Topics or questions for the Ex Libris Support Meeting

• Ex Libris Support Meeting Agendas & Notes

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

• Ticket roundup?

18 minutes

Tom / Team

• Last meeting was 2/27/23

  • developers were more responsive and open to input

  • also seen by OCLC in their ExL interactions

  • Please share stalled tickets to discuss at the next meeting

• Discuss “Signature Success Program”

  • currently a draft

  • monthly support review meetings are already in progress

  • monthly account meeting is on offer - may need clarification on what the various meetings will cover (support vs. account meeting)

  • need to make sure the meetings are productive - need accountability and understanding of deliverables of these meetings

  • this program will assist ExL in dealing with other consortium

  • discuss in depth with Adriana

  • please add suggestions to this draft

OT topics for Town Hall

• Discuss possible topics to share at the next Town Hall

3 minutes

Tom / Team

• Do we have anything to share?

  • transition plan

  • accomplishments

  • send Slack or email messages

Unintentionally Altered User Permissions in Alma

• Discuss best practices to prevent this situation in the future

1 minute

Tom

• Suggestions: Export of users and their roles as a backup and possibly lock roles to avoid being over-ridden in the future

SILS Community Slack proposal

• For discussion: SILS Community Slack Pilot Proposal

2 minutes

Caitlin/Team

• suggestion for a 6 month trial

• self signup with a UC email address

• asking each Slack channel to have a “champion” to monitor the audience and topics.

• Pilot approved by group

HathiTrust materials in Campus IZs

• Review and discuss Links to HathiTrust Materials In Campus SILS Instances

0 mins

Jackie

Pending projects / materials:

FYI updates on anything we’re waiting for

0 mins

Tom

• POL Data: Additional updates from campuses that did not weigh in during the last meeting?

• California Alma conference in Aug/Sept: Update on hosting location(s)

• Membership Transition proposal

  • Discuss updates/questions on DRAFT: SILS Membership Transition Processes: Operations Team Recommendations

  • Discuss Role Transition Brainstorming

• Shared Print Harmonization

  • outcome of the March vote - moving to approving group (Shared Print Strategy Team) March 20.

Review/Update OT Workplan

• Follow-up discussion on review/update to the OT Workplan from OT-SC meeting

0 mins

Tom / Team

Executive Session

Private discussion as needed

0 mins

Parking Lot

Capture important topics for future discussion

0 mins

• Taking the Temperature Survey

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

• SILS Ops Center would like to have a “Communication Tools Policies” page where we document the current best practices and policies for Slack, Confluence, Google Docs, email etc. Create draft and discuss in SILS OT.

• Discuss the retention and purging of Network user records in our respective Alma environments, primarily from a data security and privacy standpoint.

• SILS Community Slack: https://docs.google.com/document/d/14THVoCKawb-uS3axfFDTWphB1ZzVUZZluzBZNg5bC5A/edit#heading=h.cws0gu57ljh0

53 minutes