2023-11-01 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/1LjNc5i8rJO9zj92SnyaEOsMEOX9zOZR2/view?usp=drive_link

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

• Provide updates from other SILS meetings

9 minutes

Jackie

• AC (Jackie)

  • subteam roundup

    • new chair for acquisitions (Tammy Z - UCI)

    • resource management is working on expanded NZ access and testing

  • Alma/Primo VE issues and themes document discussed

    • AC has been working on adding specific examples to the document

    • invited OT members to add to this document as well (specific examples and additional notes)

    • planning to use this document in Signature Success program discussions and LG renegotiation team

• LG (Lynne)

  • continuing to work on updating workplan

  • charge has been updated and finalized

  • short term project team to look at named users (related to renegotiation team) - delayed since this is outlined in our current contract (renegotiation is simply an extension of the current contract)

    • changing the charge for this group to look at named users - look at long term needs, shared accounts, realistic needs and determine recommendations

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

• Any questions from the team?

• Questions from Slack?

3 minutes

Team

• UCSB question regarding checkouts (ticket #06941135)

  • needs to record the whole process to add to the ticket documentation

• UCI

  • not able to export sets from Alma - reportedly will be fixed in the next release

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?

6 minutes

Jackie/ Team

• Next meeting is Friday 11/17

  • Please drop information in OT Slack or email Jackie or Sarah

• Large itemized set issue (Jackie)

  • response from ExL was that it’s “on the development timeline for June 2024” - not an acceptable response

  • asked for more investigation and will share information as it is received

• Gem asked group for clarification on the phrase from ExL “this will be fixed in the next release” - the exact fix is never defined

  • fixes seem to be forecast for future releases

• ticket #06935788 (from UCB)

  • series field to be added to the search capabilities

  • response from ExL was they are “talking to development”

Pending projects / materials:

FYI updates on anything we’re waiting for

1 minute

Team

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

  • update has not yet been received

  • keep on our radar

OARMPT

• discuss document as a group (feedback and review)

10 minutes

Jackie

• Document for review: SILS Open Access Resource Management Project Team

• Jackie and Sarah met with representatives from OARMPT at last SILS OT SC meeting

  • addressed their questions and posed some of our own

    • discussed the following: SCP, community zone collections, future advocacy, ability to use existing groups instead of creating a new group to accomplish this work

  • See meeting notes for more details

  • Asked OT members if they have any questions or comments to add to the document

    • John presented several comments/suggestions during the meeting

      • 5 comments:

        • p.3 “advocate for enhancements …”

          • do we need to gatekeep ideas or just keep them as fyi?

          • Sarah - more of an area of guidance (use as workflow example)

        • p.3 “proposal for ongoing OA workflow strategy group”

          • can we make this a shared cataloging advisory role?

        • p.5 “currently no pathway for individual OA monographs to get cataloged in the NZ”

          • unappealing to evaluate at the local campus and then delegate the work to someone else

        • p.6 “submissions are evaluated by the SCP”

          • evaluation would have already happened at the campus level (“good enough for one campus, it’s good enough for all”)

        • p.8 delegating work to a separate group came up again

          • Sarah spoke about the idea of empowering local campuses to make decisions and then have that reviewed by the SCP after access had been established instead of waiting

  • OARMPT has begun work on the next report and have proposed a pilot (next year) to assess ongoing work

GRLN

5 minutes

Jackie

• Document for review: GRLN

  • brief discussion and thank you for adding input

    • can refer to this document when questions arise in the future

  • has updated LG on this issue

  • discussion is now concluded

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?

5 minutes

Gem/Team

• updates from Gem

  • UCLA, UCM, and UCSC are testers

    • able to replicate issues as planned

  • Other testing:

    • resource sharing - planning to test today

    • discovery - message out to Slack later for an update

    • Eres - concerns are covered

  • For reference: Org Name Testing Document

  • hoping to have testing complete before next ExL support meeting

• Side note: UCB is currently reindexing Primo - going very slowly, slower than expected

Review/Update OT Workplan

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

16 minutes

Jackie/ Team

• Thinking about reorganizing the OT Workplan document to prioritize items that are not complete

• Known Issues document discussed

  • last update to this page was 2021

  • Questions posed by Jackie: should we continue to maintain it? archive it? create another page?

  • input requested from group

  • Gem expressed that given the usual ExL timeline, she usually forgets she has a know issue listed on the Known Issues page

    • Gem discussed the following page: Issues with IZ ordering off NZ inventory

    • suggested a tag search to help organize things or placing in their own Confluence space

  • Sarah asked about tracking use of the Known Issues page, who’s the audience (considering presence of super user accounts) - might be more of a question for larger campuses

  • this document is primarily for NZ tickets

  • for consideration (proposal by Jackie): create a table of NZ open tickets and have links to separate pages with more information

  • Gem has created her own spreadsheet of tickets from the current year and suggested something similar - will work on prototype of new path (quarterly basis?)

    • will update this group at a later date

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

55 minutes