2023-07-26 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/1QvbFEsRJikE3_51Z-VO6sPcxBC1JSg16/view?usp=drive_link

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

• Provide updates from other SILS meetings

4 minutes

Jackie

• AC (Caitlin)

  • 1st meeting w/incoming chairs, just a welcome

• LG (Lynne)

  • working on Town Hall

    • announcement of new chairs

    • next meeting in August

    • more information on Alma analytics

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

• Any questions from the team?

• Questions from Slack?

14 minutes

Team

• Data Privacy Forms - add to next agenda

• Tipasa testing: some delays have come up that may threaten the October deadline for decision about Tipasa.

  • issue has been escalated

  • add Allison Ray to 8/9/23 meeting?

  • Jackie, Sarah, Caitlin, Allison - to meet via Slack to discuss further:

    • gaps in Tipasa testing

    • timelines

  • OCLC is working on the issue (custom development) and in conjunction with ExL (Alma limitations confounding the issue)

  • Question: is there danger of software breaking any time ExL develops Alma software?

    • Mostly the systems are compatible with slight tweaks on either side

    • question for Allison

  • deadline for switchover is currently 2024

    • pressure OCLC for a better VDX replacement product (improve Tipasa) and back off of the current deadline

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?

23 minutes

Jackie/ Team

• ExL Support Meeting recap

• CJK re-indexing July 21/22 debrief

  • Updates from UCI, UCSD, UCM

    • overall went well

    • some exceptions

    • inform ExL about discrepancies between experience and expectations

      • ExL support staff need to be better informed in order to be more transparent with us

        • be honest about not knowing the exact outcome of each action/step

      • problematic pattern of behavior, even if it is not purposeful

    • discussion of internal IT workings at ExL

      • suggestion that they have post mortems about issues to be better prepared for future issues

      • need better analysis of similar issues experienced by other consortia

      • time difference between product development (Israel) and support (North America)

      • bring this up with Adriana at Signature Success meeting

  • Document for reference: CJK Doc

  • Timetable document for reference: Preferred CJK Configuration Dates

  • How did baseline tests go (before/during/after reindexing)?

• July 27/28/29 reindexing plan:

  • UCSF 8pm Thursday 27th (pacific)

  • UCR 8pm Friday 28th (pacific)

  • UCLA As soon as UCR completes (whatever time that is)

    • CUTOFF: 10:30pm Pacific Saturday to NOT start if UCR is still running

• recap of ExL meeting on Tuesday 7/25/23

  • confirmed good communication on consortia ticket

  • discussed upcoming reindexing plan (above)

  • impact on Sandbox refresh - no firm answer

    • UCB ok waiting until February for their Sandbox refresh

    • on-demand reindexing may be possible

CDLNZ-PT report

• final feedback/voting will take place during this meeting

13 minutes

Jackie/Team

https://docs.google.com/document/d/1-czEdWeYntmOuNplFdeqg8E6-SZit1krHyoNvweoe58/edit

• Action for OT is to approve the report and discharge the group.

  • ACQ has sent out vote asynchronously

  • ERES has voted to approve the report (7/21)

• Next steps:

  • CDLNZ-PT will publish their report as PDF on wiki

  • CDL Shared Collections will take up the work

• Group discussion points:

  • Is it possible to have a Sandbox version of Alma Analytics? (Possibly too complicated to accomplish.) - p.12

  • Place licensing agreements in a single place (The full license documents for Tiers 1-3 should be placed in a shared space. In addition to the idea of situation certain license terms in Alma data elements for front line staff to refer to.) - p.18

  • Separate ledger for CSU? (Need acronym spelled out.) - p.8

• Group is asking to be discharged.

  • How will we get updates? =

    • Quarterly basis ask for a report

    • Invite CDL Shared Collections representatives to our OT meeting?

Group voted to accept the report (with ask for updates), and to discharge the CDLNZ-PT group

Project Team Quarterly Reports

• discuss quarterly reports from April

0 minutes

Jackie/Team

• Documents to discuss:

  • OARM

  • EIMP

  • table for next meeting

Pending projects / materials:

FYI updates on anything we’re waiting for

0 minutes

Team

• update from Tom on CAP program - how to access

• Replace VDX with Tipasa

  • Additional information: Resource Sharing

• table for next meeting

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 Jackie?

• table for next meeting

Executive Session

Private discussion as needed

0 minutes

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)

54 minutes