2023-06-28 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/1ca9UzA19M1THSJseB0RZ7c1r6uBnxRhK/view?usp=drive_link

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

• Provide updates from other SILS meetings

1 minute

Tom

• no updates

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

• Any questions from the team?

• Questions from Slack?

17 minutes

Team

• ExL emails mostly contain bug fixes, link to fuller details

• Analytics export (brought up by UCI)

  • request to check with ExL on this issue

    • causing delays in processing for UCI Acquisitions Department

    • elevated to Tier 2, received similar message response as UCSB to their similar ticket regarding analytics

  • brought up at monthly meeting last Friday

    • Gem posited that the updates have been running in the NZ and that may have an effect on other reports that are being run.

    • indicated to ExL that we would be willing to test this theory

    • ExL would like to work with Oracle on this issue (may be more of an Oracle issue as opposed to ExL)

    • This issue is a work in progress - revisit at a later meeting

  • Caitlin asked Gem about analytics during the meeting for clarification - “How are the analytics managed server-wise? Is it a shared environment like NA07? The reason we ask is because (a) we're curious how we are all being affected by each other's analytics resourcing, and (b) we're wondering if you have any tickets from other institutions related to this issue?”

    • UCI and UCSB representatives asked to add/edit to these questions as necessary

• Lived Name

  • move to using this information discussed

• ExL support meetings have moved to 3rd Fridays

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?

34 minutes

Tom / Team

• CJK re-indexing updates

  • vanguard campus

    • confirmed - UCD on 7/7/23 @ 8pm

  • Document for reference: CJK Reindexing

  • Timetable for reference: Preferred CJK Configuration Dates - finalized

    • reindexing will begin at 8pm

      • file a ticket by 8pm the following day if ExL has not notified the campus that reindexing is complete

    • “yellow flag” - 14 hrs.

    • “red flag” - 24 hrs

      • certain there is something amiss

    • Email the hub or create an IZ ticket, if ExL has not confirmed otherwise

      • contact ExL if the question is “We think it’s done, can you confirm?”

        • 877-445-5693, press 9

        • pq-24x7_hub@clarivate.com

      • If something has gone wrong, create a ticket with the header “system down” and the question “we think it’s stalled can you please investigate”

    • Look at the admin section of Alma and monitor jobs to see status

  • Baseline tests to conduct before/during/after reindexing

    • Test Plan section (under Guidelines for Worry in CJK Reindexing document:

      • Check other scheduled jobs (jobs will either fail gracefully, or be queued for after the reindexing)(should be affected)

      • Users: difference between querying users in “manage patron services” in Alma (should be affected) vs “staff search” (should not be affected)

      • Bibs: do a repeated search and look for number of results. (should be affected)

      • Check funds and ledgers (should be unaffected)

    • Test at each of the flag times: 14 hrs, 24 hrs.

• Additional notes:

  • Regularly scheduled jobs will “fail” and will need to be run manually after this reindexing event

  • Update the systemwide consortial ticket with issues (important to update Gem), but also submit individual tickets to the hub if there’s an issue (report ticket number to Gem)

    • remember to coordinate with the person who creates the information banners in Primo to have clear communication with patron

• NA07 just finished their annual reindexing

Project Team Quarterly Reports

• discuss quarterly reports from April

0 mins

Tom/Team

OARM

EIMP

• table for next meeting

• reminder to SILS OT members to read these documents prior to the next meeting

Pending projects / materials:

FYI updates on anything we’re waiting for

0 mins

Team

• update from Tom on CAP program - how to access

• table for next meeting

SILS Membership Transition Process

• decide new VC

1 minute

Team

• vote on new VC (today or 7/12/23)

  • 2 year commitment

  • conduct live or via anonymous form

    • decided upon anonymous form

Review/Update OT Workplan

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

0 mins

Tom / Team

• Training Documentation Hub update from Tom?

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

  • incorporate into the reboot

• Upcoming Reindexing Release (August 2023)

53 minutes