2024-02-21 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/1MiLqPomPOGNpJo5kwBhwpxpnO76n6mjR/view?usp=drive_link

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

• Provide updates from other SILS meetings

10 minutes

Jackie/Team

Meta note: Q&A has been moved to the bottom, and following some feedback about agenda topics and getting through them in a timely manner - we’ll do our best!

• AllChairs (Caitlin and Jackie)

  • TJ Kao came as a guest representative of UCD and VC of resource management

    • related to topic brought up by Xiaoli last OT meeting

    • Synopia - name of the project they’re working on

    • how these records will display in individual UC Discovery zones is still tbd

  • best practices for writing tickets and troubleshooting discussed

  • Report and Alma/Primo VE Problem also discussed (linked from the best practices document)

• SILS LG (Lynne):

  • 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).

  • data privacy and security project team - recommended form, but awaiting edits from LG

    • March will be the annual event for signed privacy forms

  • first SILS newsletter to come out in March

  • shared documentation site discussed - should have a place where documentation for all campuses can be found (contacts, documentation, etc.)

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?

17 minutes

Jackie/ Team

• update from Gem

  • resource sharing group still seeking usage stats - has become problematic as it’s not likely info gathered/retained by ExL

  • Steven in support is working on a workaround to obtain this data

    • changes ultimately need to come from development

  • spoke about escalation of tickets/issues

    • don’t hit the “escalation” button at the top of the ticket form, email the escalation department instead

    • two pronged assault suggested: file a ticket and send an email that references said ticket

    • Alma email: Almasupportescalation@exlibrisgroup.com

    • Primo VE email: PRIMOsupportescalation@exlibrisgroup.com

  • Organization Unit Name

    • timing?

      • ExL prefers a Monday or Sunday

      • need the 3 affected campuses to make their changes first and then ExL can make a change

      • Gem will follow up with Sara, Jeremy, and Tom regarding timing and will update OT via Slack

  • Side note: Gem will be meeting with the AASA project team in March to review analytics changes

• update from Jackie

  • a list of all the Salesforce tickets can be compiled by ExL - we expressed interest in obtaining that and Jackie received the list to review

    • question from Greg: does the list include open dates? (Answer from Gem: yes)

    • list will be forwarded to the OT team via email

  • Cavi ticket

    • migrating to a new platform, concerns by UCD

    • currently waiting on the vendor for further action

Proposal for Expanded NZ Access

• continue to discuss

• Goal: provide feedback on updated proposal and vote

23 minutes

Jackie/Team

• Document for review: REVISED Proposal for Expanded NZ Access - Google Docs

  • Caitlin briefly reviewed the document (document was sent as a pre-read for this meeting)

  • both Use Cases discussed

  • timeline: before staff turnover in the summer

    • initial draft of deliverables in May, final in July

  • VCs of the committees are currently involved

  • Current vote requested from OT: revise the document further or approve to go forward?

    • group discussed details of the use cases and various responsible parties for a time before taking a vote

    • list of questions from OT feedback has been retained, but is not located in this revised proposal - being kept track of elsewhere

• REVISED Proposal for Expanded NZ Access - Google Docs - approved to move forward

Project Team Check-ins

1 minute

Jackie

• We touched base with both teams, both are continuing their work.

• OARM-PT

  • needs quarterly checkin

• EIMP-PT

  • no explicit action from OT (report was forwarded via email previously)

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

  • revisions are still pending

  • final report will be shared after revisions

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

• Any questions from the team?

• Questions from Slack?

5 minutes

Team

• Caitlin mentioned the beeves document and ongoing cleanup with Adriana

  • Beeves document for reference

  • send additions to Caitlin by end of day today

• Xiaoli

  • asked when our current ExL contract expires?

    • 7/28 annually

    • set for 3 years initially, then 2 years thereafter, 7 years is the end of our contract

    • does it expire? or just require an ongoing renewal approval?

    • we need at least a 3.5 year lead time IF we decide to part ways with ExL

• reminder from Jackie to the document from EIMP-PT distributed via email on 2/15/24

  • send feedback

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 minutes

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

• Lessons Learned on Kanopy kbase from UCSC

57 minutes