2023-07-19 OT-SC 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/1l9vOs99YEwtQQfVsHVvW_Df-QWTXN3F7/view?usp=drive_link

Ex Libris support: CJK reindexing

• Hear concerns from SILS OT members ahead of Friday meeting

(9:03am) 20-30 min

Team

• For reference: Ex Libris Support Meeting - Notes for Special Meeting on 7/18/23

• Points of concern from the latest reindexing (UCSC, UCSB, and UCI):

  • ensure that the jobs kick off at 10pm and are not in hanging in pending status

  • get clarity on whether the jobs ran in parallel or not (it seems they did not)

  • further explanation on the errors flagged

  • establish clear line of communication

• New date for UCI re-indexing?

• Sandbox refresh - options: skip or on-demand?

• Erroneous system down information for UCI

  • no updates on confusion with CSU location

• Double-check on Users reindex vs Bib reindex - those users ones would be the ones disrupting circ and such.

CJK Reindexing communication expectations

• ExL expectations:

  • Put “system down” as the priority

  • File a ticket only after the 24 hour mark, unless something is broken.

  • File a ticket, include “CJK indexing” to indicate this is related to the current CJK indexing happening. Add the name of their point person (see Judith)

  • They do have a team on standby, but the ticket gets forwarded to them. They are not the front line team. Tickets should be forwarded to this appropriate team.

  • Multiple campuses will run consequentially and not concurrently (“run the job” means “put it in the queue”)

    • queue order was not communicated to us beforehand

• UC expectations:

  • Queue order knowledge beforehand

  • Forward our tickets to the appropriate team.

  • Add a campus code to your tickets

  • Timing for communication: we aren’t comfortable waiting for 24 hours if we see something.

  • Need some way to immediately communicate with someone. Call 24/7 hub?: We expect a prompt answer on the ticket, if we don’t get that we will be calling and referencing the ticket on the phone.

  • Ask ExL to keep us posted: three campuses are kicked off! This one is done! This one is going now! etc.

    • They need to be on call for US.

  • The call to abort a job should be ours. ExL needs to contact campus representatives when issues arise. (i.e. CSU job run instead of UCI and UCI job was aborted)

CJK reindexing new decisions

• DECISION POINT: Do we reschedule the remaining campuses to have fewer IZs per weekend?

• Input from campuses:

  • UCM would prefer Saturday

  • UCI would prefer this weekend (7/21-7/22)

  • UCB would like to delay (not this weekend, but before early September)

  • UCLA can delay as well (not after 8/18 b/c law school semester starts)

  • UCSF is ok going overnight during the week

  • Good to have NZ on Labor Day weekend - no work on Monday means more leeway

• Things to keep in mind:

  • We can choose Friday as the start date

  • two campuses on the same weekend, no more

  • manual checkouts may be needed during reindexing, if it runs during the day

    • can use barcodes, but not name lookups (self-checkout still works as a result)

  • No Alma impact, just Primo thus far

    • banner in Primo for patrons created as a “just in case” measure

  • When the search configuration change takes place is when things kick off for the chosen campus

• New schedule for this weekend 7/21-7/23

  • 2 “hit the button” moments: Friday night (UCI) and Saturday night (UCSD and UCM) - Gem will contact ExL regarding this distinction, will have information by Friday morning

  • UCI - Friday 7/21 @ 8pm (Lakshmi will double check - could swap with UCSD)

  • UCSD - Saturday 7/22 @ 10pm

  • UCM - Saturday 7/22 @ 10pm (may not run until Sunday morning)

• Latest Reindexing Schedule

All Chairs meeting update

5 mins

Jackie

Executive Session

• Private Discussion

5 mins

Team

Build agenda for next OT meeting

• Build and finalize the agenda for next week’s OT meeting

5 mins

Team

• See proposed agenda here

Parking Lot

Capture important topics for future discussion

5 mins

Team

40-50 mins