2024-02-07 Meeting notes

The meeting recording is available for download in the OT Shared Google Folder, which you can access using this link: (second half of the meeting only) https://drive.google.com/file/d/15AJ1ry7aK3Pk7aRjYPqDQMq3hVCp17xq/view?usp=drive_link

Special note: This meeting was interrupted and, unfortunately, the first half of the meeting did not record properly.

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

• Provide updates from other SILS meetings

14 minutes

Jackie/Team

• ELUNA and IGeLU advisory group update

  • Tamara (Tammy) Guziejka has agreed to represent UC but has not been notified/contacted

• SILS LG:

  • Discussion on SILS Patron Privacy and Data Security Project Team final report. Weill be responding to the project team with our recommendation

  • Discussion on draft of the first SILS LG Newsletter. Will go out to SILS-NEWS. Goal is to keep the items brief and provide links for more information.

  • Discussed the potential for a shared documentation site and the need to discuss what/why and how to share documentation.

  • Named Accounts Project Team had first meeting on 2/1. Planning a survey to gather information on account needs, etc. Will be discussing further with OT (Jeremy and Greg are on this PT).

    • one per campus - revisit at another meeting

• AC (Caitlin)

  • Reviewed list of “beeves”

    • This document will be presented to the Signature Success Program representative (Adriana). A cleaned up copy will be presented, but no further prioritization.

  • Renewal Negotiations Team

    • ExL wanted specifics on our items on the “beeves” list (i.e. NZ issues), but team wants systemic issues resolved first instead of specific issues first

    • Adriana is also on this team

    • Want to use the “beeves” document as a tool for making progress.

    • These items are tied together, but separate.

    • meeting this afternoon

  • Caitlin will touch base with Adriana after the Renewal Negotiations Team meeting this afternoon.

  • last meeting for this team: ExL representatives listened and took notes, set tentative plan to move forward with meetings every 3 weeks

    • updates will be provided by Caitlin and Tom

• Gem noted that some items on the “beeves” list may have already been resolved.

  • Gem and Caitlin will work on this together before presenting to Adriana.

• Jackie shared this update: Primo VE Roadmap Highlights

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

• Any questions from the team?

• Questions from Slack?

11 minutes

Team

• Recent (afternoon of 2/6/24) issue with stalling of jobs preventing moving forward

  • tickets have been submitted by Jackie and Gem

    • pattern seems to be every Monday - discovered by Gem not ExL

    • Caitlin asked for clarification: tickets are addressed after the issue has passed?

    • Ideally, we’d like these issues addressed while the issue is happening and also fixed to prevent the same issue in the future.

  • Greg also noted issues

  • Tom asked Jackie and Gem to send that information to him to start the documentation process.

    • suggestion by Caitlin to put that on the “beeves” document

    • Gem will add by the end of the day 2/8/24

• UCD will implement Linked Data in production in May; how much does OT want to know about that process, given that the OSTs will

  • suggestion to present to AC first, then information can be presented to OT in a brief format

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?

• Signature Success Program updates?

25 minutes

Jackie/ Team

• Ex Libris Support meeting is 2/16 (Fr)

• Vote on Production Plan: Organization Unit Name Change (Ex Libris Ticket: 06620571)

  • vote conducted: action approved

  • Gem will make changes to the documentation suggested below following a brief touch base with ExL (target date: 2/8/24). Will provide updates on Slack.

  • suggestion for OT members to update their individual units after this has been finalized

• Gem requested feedback on Production Plan: Organization Unit Name Change during the last meeting (1/24/24)

  • Analytics concerns - 4 fields that are affected, historical data, mostly resource sharing

    • mostly concerns 3 campuses: UCM, UCSB, UCSC

    • question from Caitlin - will we need to remember this going forward or obtain a change that will allow a retrospective search

    • for the moment we need to remember to search for multiple names for the affected campuses - change the report search details

  • AFN reports are not at a level at which the effect of this change can be determined

  • Gem will add a note about a workaround to the Decision Page and Documentation Hub

• Organization Unit Name Change

• SILS Service Documentation Hub

• Please send additional items to Jackie for ExL meeting via Slack

• Organization Unit Change approved

Proposal for Expanded NZ Access

• continue to discuss

• Goal: provide feedback on updated proposal and vote

2 minutes

Jackie/Team

• OST/PT Chairs + SILS Ops Center members met to discuss and will be submitting an updated proposal for next OT meeting.

• Document for review: Proposal for Expanded Network Zone Access

  • update from Gem and Caitlin on latest meeting (1/26/24)

  • Add to agenda for next OT and OT SC meetings

Lessons Learned on Kanopy kbase from UCSC

• Updates?

1 minute

Sarah

• no updates

• move to parking lot for now

• no need to update current processes

Project Team Check-ins

1 minute

Jackie

• OARM-PT

• EIMP-PT

• Both items to be discussed at next OT SC meeting with checking at our next OT meeting

Pending projects / materials:

• FYI updates on anything we’re waiting for

2 minutes

Team

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

  • revisions are still pending

  • final report will be shared after revisions

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

1 minute

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 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

57 minutes