2023-09-06 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/1n-eutktGm-pBk2SgcyAvEO3aChzCbCO9/view?usp=drive_link

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

• Provide updates from other SILS meetings

12 minutes

Jackie

• AC update (Caitlin)

  • discussed how to interface w/ExL on the Signature Success Program and how that works with the current contract negotiations

  • contract negotiation renewal - looking at contract and RFP for major areas of advocacy where items were promised but not delivered

    • will run point as their deadline comes first

  • scrutinizing areas of advocacy

  • point made by Lynne - “devil is in the details”, viewpoint matters on how contract items are fulfilled and to what extent

  • Jackie mentioned recent SILS OT SC meetings with the current Chair and VC of the Acquisitions group and assisting them with their subteam engagement/recruitment

• LG (Lynne)

  • Does not have a Chair yet

  • VC is a 3 year commitment - sometimes a hard ask

  • has not met since 9/18 - no updates

  • keeping an eye on the ILS landscape

    • current options being considered: Folio or SirsiDynix

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

• Any questions from the team?

• Questions from Slack?

12 minutes

Team

• API key for course reserves reading list

  • Greg: daily threshold question - system lists this number as double what was previously thought possible

  • double number confirmed by Lynne

  • ask this question at the next ExL meeting

• Blocking IP ranges (Jeremy)

  • UCSB does not use two-factor authentication like other campuses

    • asked if people use SSO or an internal account to login

  • Clarifying question by Lynne: Why does it matter when SSO is down?

    • work stops and creates staff stress in general

• Lakshmi - thank you to CDL for resolving the 330 issue quickly

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

Jackie/ Team

• Updates from Gem

  • has not heard of any problems since CJK reindexing finished

  • Lessons learned:

    • ROI on this project was terrible - eventually worked out well, but the process was difficult

    • Be clear about how to contact ExL with issues, need clear communication

    • Sandbox is more like production than ExL previously thought - showed the same issues

    • hard to make predictions about how the NZ will react

    • Consortium tickets - always put in the IZ codes (actual ExL codes for clarity)

    • lingering frustration - ExL states something is not an issue … until it is

      • Need to be precise in our language

      • Need a clear plan

      • forward thinking is not an ExL strong suit

    • difference in how ExL and the UCs view delays (down time) - can request more meetings/time when working on a project to clear up questions beforehand

    • ExL is comfortable with ambiguity, whereas the UCs need more concrete answers

    • Not doing all the institutions at once is best

  • Send additional lessons learned to Gem

    • creating a “lessons learned” document which will be housed somewhere in the SILS OT Google drive

    • Document shared via Slack after the meeting: Lessons Learned for Future Projects

  • Questions to ask next time

    • Have you done this before?

    • When and how did things progress?

• ExL Support Meeting recap (last meeting was 8/18/23)

  • Exception reports update

  • Primo Kanji issues update

  • NZ order issues update

  • table for next meeting

UCLA Dashboard plan review

18 minutes

Jackie team

• Dashboard proposal (OT copy)

  • Questions brought up during discussion:

    • Can anyone offer development assistance?

      • possibly UCB (nobody does payments like them though)

    • Does Alma allow this type of addition?

    • Who would provide oversight management?

      • governance, support, maintenance, etc.

      • what happens when a campus no longer uses this tool, but is still dedicated to maintaining the tool?

    • What problem is this proposal trying to solve?

      • UCR - take ownership of taking payments, currently being charged too much by the main campus for this service

  • General thoughts

    • UCI would like more discussion of the pros/cons before further investigation (recent experiences with Wepa, Touchnet, etc have left their mark and made UCI wary and need more a more fleshed out plan)

    • UCSB brought up accessibility questions

    • UCB built their own system for the RLF 10 years ago, shared with others, and is still maintaining the tool

Pending projects / materials:

FYI updates on anything we’re waiting for

0 mins

Team

• Update from Tom on CAP program - how to access

• Data Forms Privacy - revisit after data policy and privacy project team recommendations have been published

• table for next meeting

Review/Update OT Workplan

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

0 mins

Jackie/ Team

• Training Documentation Hub update from Jackie - table for next meeting

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)

60 minutes