2023-07-12 Meeting notes

Attendees

Jackie Gosselar, Chair
Lakshmi Arunachalam
Ramon Barcia
Thomas Bustos
Greg Ferguson
Jeremy Hobbs
Sarah Lindsey
Caitlin Nelson
John Riemer
Zach Silveira (late)
Xiaoli Li
Lynne Grigsby, Past SILS Leadership Group Chair
Anna Arrieta, 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/file/d/13UH2dYLCl4ZjE1tZN11Z3URlv3JFRRMs/view?usp=drive_link

	Item	Desired Outcome	Time	Who	Notes	Decisions	Actions

	Item	Desired Outcome	Time	Who	Notes	Decisions	Actions
1	Welcome to new members		2 minutes	Jackie	Lynne Grigsby
2	Updates - from All-Chairs, Leadership Group, etc.	Provide updates from other SILS meetings	5 minutes	Jackie/Tom/Caitlin	All Chairs: getting organized to start their reboot meetings with new members and new chairs resource sharing has had 3 new members, but others are the same will review workplans, charters, etc. as things kick off alternating weeks - next meeting is Tuesday 7/18/23 multipart e-collections, processing (Tom’s last update) may need to develop a team for e-collections LG (last update from Tom) SILS renewal negotiation Luther and Chris working on a subteam for this task upcoming changes on this team - making LG optionally representational, add new members, hoping Tom will stay on; call will go out soon from DOC.
3	Q & A Session - Including Questions on Slack since last meeting	Any questions from the team? Questions from Slack?	15 minutes	Team	Software changes at UCLA leading to a larger project of “patron dashboard” “We have in in-house invoicing system called LibBill that we are going to shutdown and replace with a vendor solution, called Xero. Unfortunately, all payments at UCLA must go through this crappy software called Transact Payments (formerly CashNet) unless your department happens to be athletics. But no off-the-shelf invoicing software like Xero or Quickbooks have integrations with Transact, because it is so niche. So we have another in-house system called Library Payments Online (LPO) that is a bridge between the invoicing software and the payment system. It allows users to log in, see their bills, and click on a payment button that sends the user to Transact Payments. What I am proposing is to build a new LPO that pulls data from multiple invoice systems (Xero and Alma) and then connects to the Transact for payment processing. I have seen other libraries (NCSU in particular) that have created a federated account page that brings library loans, ILL, laptop/hardware loans, etc. into the same UI as the library fees. So, I am proposing to expand the scope of my LPO replacement to be something like that. If this were a SILS related effort we would build it in a more generic and configurable way so that it could connect to a variety of APIs for pulling in data and managing payments.” concerns: maintenance, undocumented code changes UCM is interested in assisting where they’re able custom code - unexpectedly reversed at UCB customization can be explored as a group for better harmonization Caitlin can bring to ACAG to see if any other consortia have explored this Jackie can bring this up in Discovery group side note: harmonization has historically not happened as much - will that affect a collaborative development effort? Discovery was the first to use GitHub
4	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?	30 minutes	Jackie / Team	CJK re-indexing updates vanguard campus - update from UCD? See UCD’s notes Xiaoli reviewed her notes on the timeline of UCD’s experience reminder to mark salesforce ticket as “system down” reminder to submit a ticket if something seems off with this process, as opposed to waiting to be contacted by ExL all UCD tickets were resolved as of yesterday morning stressful process, but successful overall UCD used their own NZ for testing status went from pending (Fri. 8pm) to running (Sat. 10pm) the 9 hrs during which the job actively ran were during closed hours - unable to see if this affected circulation Document for reference: CJK Doc Timetable for reference: Preferred CJK Configuration Dates - finalized ExL question: If three at a time go on Saturday how do we know they will be done by Monday? Are they doing them in a queue or all at once? ExL question: Should we expect that searches won’t work after the index? Or was that unexpected? What did ExL learn that we can now avoid problems on this next weekend. I the issue with a secondary index with UCD unique or something that will need to apply for everyone? ExL question: Need to clarify on running 3 jobs at once: will this cause an issue, cause a slow down?, knowledge of other jobs ExL is running at the same time would have been helpful to know, need to know if jobs will be completed before the start of the week, what did ExL learn from this process and what will they do differently next time (sense is yes and they will be prepared for the next update this weekend, check your campus immediately after indexing), is it possible to have 2 campuses run simultaneously instead of 3? How did baseline tests go (before/during/after reindexing)? UCD didn’t test circulation during indexing nor on Sunday morning. No one reported problems on Sunday, but looking for Alma user info on Monday didn’t work. ( Are we comfortable with moving forward this weekend? UCSB, UCSC say yes; UCI says yes-ish pending what ExL says. start at 10pm on Saturday night, with each campus going right after the other, would like ExL to give us the priority of resources over the weekend Caitlin and Jackie to obtain confirmation from ExL that indexing can start at 10pm on Saturday Caitlin and Jackie to gather all questions together and put the questions in Slack OT and then add them into the ticket
5	Project Team Quarterly Reports	discuss quarterly reports from April	0 minutes	Jackie / Team	Documents to discuss: OARM EIMP table for next meeting
6	Pending projects / materials:	FYI updates on anything we’re waiting for	0 minutes	Team	Update from Tom on CAP program - how to access CDLNZ-PT report - sent out as a pre-read reminder to review and provide feedback final feedback/voting will take place on 7/26/23 meeting table for next meeting
7	SILS Membership Transition Process	decide new VC	4 minutes	Team	vote on new VC Nominees: Sarah, Lakshmi, and Jeremy conducted via anonymous form via Slack reminder: 2 year commitment supplemental information for VC is in development
8	Review/Update OT Workplan	Follow-up discussion on review/update to the OT Workplan from OT-SC meeting	0 minutes	Jackie / Team	Training Documentation Hub update from Tom? table for next meeting
9	Executive Session	Private discussion as needed	0 minutes
10	Parking Lot	Capture important topics for future discussion	0 minutes		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)
11		Total	61 mins