2023-10-18 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/1eLs50jg0zaFfUPIuaDgCr25iE_oPYHAw/view?usp=share_link

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

• Provide updates from other SILS meetings

8 minutes

Tom

• AC (Gem)

  • team updates

  • plan to exclude ebooks

  • Eres is working on authentication methods

  • resource management is working on local notes

  • Chair and VC for Acquisitions

  • discussed “beefs”

    • Jackie will be looking at document and integrating with OT feedback

• LG (Tom)

  • UCD user license numbers were explored (originally numbers were very high, but problem found that changed that)

  • discussion regarding shared licenses and how they’re being used - need to review annually

    • Questions: are we breaking policy? any issues? how many are needed to not be an issue? (negotiation point with ExL)

  • ILS landscape - maybe further studies?

  • Nov/Dec schedule navigation

• renegotiation project team is planning to meet this afternoon

• Side note: Sarah and Jackie met w/Adriana re: Signature Success Program

  • Adriana needs to be brought up to date more often

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

• Any questions from the team?

• Questions from Slack?

4 minutes

Sarah/Team

• UCB - NZ issue with large sets (internal error message)

  • only itemized sets are affected, not logical sets - Gem is interested in any tickets associated with this issue

• Add open access report from August to next meeting to discuss: OARM Project Team (read beforehand as prep)

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?

1 minute

Sarah/ Team

• Next meeting is on Friday, 10/20

• Tom mentioned opportunity to express condolences and messages to Israeli colleagues

Pending projects / materials:

FYI updates on anything we’re waiting for

5 minutes

Team

• Update from Tom on KAP program - listing of courses and how to access from recent email sent by Jackie

  • good for onboarding someone new to Alma or those wishing to increase their knowledge (ideally for those new within the first 6 months -1 year)

  • free to access in perpetuity

  • not certification, just informational webinars

  • reminder that we have access to this resource

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

Review the Sandbox testing plan for changing the Organization Unit Name

Determine:

• Any concerns with the test plan

• Do we want Acq/Eres to take a look and nominate testers?

30 minutes

Gem/Team

• Document reviewed: Sandbox Testing Plan

• background: UCB tried to do some ordering and ran into an issue related to comma in the organization names, Gem has complained but ExL will not move forward until the commas have been removed

  • not a previously known issue

  • discovered in November 2022

    • acquisitions can currently order off the NZ bib (not collections) - a workaround and not how it is supposed to function

      • of note: off electronic collection for CDL recharge purposes - if the bib is just a shell and not complete, then later completed after a request has been made off of it, that request is then “orphaned”

  • ExL says it’s not an issue, but clearly something is going on

  • Proposal:

    • get a baseline for how the Sandbox is currently working before making a change

    • UCM, UCSB, and UCSC would then remove their commas

    • Testing to follow thereafter

  • Who will test?

    • one campus with a comma (Tamara) and one without (Sara Sheets - sp?) and one additional (Jeremy Whitt from UCLA - non-comma campus)

      • Gem will contact the above, plus Jason (UCB?)

    • Document to use for testing: Org Name Testing Document

  • Gem would like a review of this document by SILS OT and to receive feedback

    • Gem will speak with Hermina regarding resource sharing for clarification on a point posed by Xiaoli

    • sandbox will not have analytics testing abilities

    • call with developers has been suggested by Gem and rejected by ExL - Tom suggests speaking with Adriana

    • renegotiation team should be aware of the rejection of a suggestion to meet with developers - Gem to send ticket number to Tom for this purpose

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)

58 minutes