2023-12-13 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/1Cgqg1zmfACJU91o254sfkBRWFs0uxE0X/view?usp=drive_link

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

• Provide updates from other SILS meetings

19 minutes

Lynne/Jackie

• SILS LG (Lynne):

  • Approved Named Accounts Project Team 2024 charge. Have 2 of 4 members confirmed. Working on 2 additional.

  • Discussed shared documentation site. Small LG team is analyzing feasibility and define a what “it” looks like.

• AC (Jackie)

  • updates from operations subteams were reviewed

  • resource sharing follow up email from Allison regarding Tipasa testing (to be discussed at the next SILS OT meeting on 1/10/24)

  • State of the SILS agenda discussed

  • ELUNA/IGeLU advisory group

    • their steering committee is looking for members from 6 individual campuses/6 individual consortia - 3 from ELUNA and 3 from IGeLU

• Question: is anyone on SILS OT interested in participating in the ELUNA/IGeLU advisory group?

  • after much discussion the decision was made to touch base with Tammy from UCI Acquisitions on AC who was interested in participating

• related issue: SILS renewal negotiation team

  • Tom pointed out that SILS needs to do their part if they are asking for changes to occur with support

  • improved customer support is a top priority

    • ELUNA and IGeLU advisory group will assist with this issue

    • may forward the ELUNA/IGeLU invitation to that group to cohort at a later date

  • Question: do members need to have prior experience with ExL support?

    • good way to introduce people to these issues and processes, growth opportunity, would still be a lot of support for those without experience

    • clarify/document role/expectations of members and support for those members on the committee

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

• Any questions from the team?

• Questions from Slack?

7 minutes

Team

• Greg

  • request for numbers related to mononyms

    • request made via Slack

    • gentle reminder to run the analytics and respond to the request from Greg

• Gem

  • Pendo deactivation related question

  • Analytics Usage Tracking

    • is this already on for each campus as it was for Gem?

      • yes for UCM

      • to locate Analytics: Alma > Analytics Usage Tracking > Data Visualization > Usage Tracking

    • timeouts (30 minutes each time) are happening 3% of the time - needs more investigation and input from other campuses

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?

3 minutes

Jackie/ Team

• Next meeting is 12/15/23

• Mobile functionality issue

  • ExL not planning a fix yet, would like to explore why not with them at this meeting

• No update to the screen reader issue yet

• Reminder to drop additional issues into the Slack channel

Proposal for Expanded NZ Access

• continue to discuss document sent to OT via Slack

29 minutes

Jackie/Team

• Document for review: Proposal for Expanded Network Zone Access

• Discussion highlights:

  • use cases all seem different (6 investigations/projects total), would like to see more detail added

    • would like to see comparison of the use cases listed with our current processes

  • Questions were added to the end of the document

  • Discussion related to user accounts:

    • roles don’t always match the needs (ex. view access can’t be given without write access)

    • user accounts limited to 30, but can be changed by us since they were originally determined by us

    • discover actual need and determine if accounts are needed and for whom

    • there should be a mechanism to remove accounts

    • something to keep in mind: security implication of using internal accounts is important, no mfa

    • limits should not be total number of accounts, but unique users (ex. IZ and NZ accounts for one user)

    • Questions: is the need for access indicative of a larger systemic issue? Who is responsible for the work at hand?

    • Side Notes:

      • the need to request someone else upload a record to the NZ (when that person doesn’t have access) is inefficient

      • there is an interest from staff who do not currently have access in having accounts to accomplish their work

  • Pilot project is a proposal for a process for campus staff to apply for NZ accounts

    • suggested responsible parties - Caitlin, Allison, Gem and Tamara, Carla, Hermine

    • suggested a phased approach to this pilot

• Goal for today: feedback and vote

  • Need more discussion/feedback prior to a vote (add to next agenda on 1/10/24)

Lessons Learned on Kanopy kbase from UCSC

• Updates?

0 mins

Sarah

• talk to your local teams and see if there is anything you’d like to add

  • will become a subgroup that will use this document as an example and a guide

State of SILS

• continue to discuss format and topics to review for the January Town Hall Meeting

0 mins

Jackie

• Draft of State of SILS Agenda

Pending projects / materials:

FYI updates on anything we’re waiting for

0 mins

Team

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

Review/Update OT Workplan

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

• continue working through status of incomplete items

0 mins

Jackie/ Team

• Document for reference: Known Issues

  • update from Gem on a prototype for sharing this kind of information?

• For discussion: Training Documentation Hub

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

58 minutes