2024-06-05 OT-SC Meeting notes

Ex Libris support

15 minutes

Sarah

• For reference: Ex Libris Support Meeting Agenda and Notes

• main topic of conversation: Root Cause Analysis - discussed factors that determine the production of an analysis

  • side discussion in SC: what is the purpose of this type of analysis? does this lead to further action or changes in procedure?

  • main purpose: accountability

  • currently only for production, could ask for sandbox and other areas

  • related to current contract negotiations - putting the analysis of issues onus onto ExL, they develop solutions to our reported issues and our questions concerning the outcomes of the root cause analysis, this process will take place over the next 2 years

• Question for ExL for the future: Analytics User Roles - how was this determined?

• Courtesy Letter ticket from UCB

  • was on the agenda, but not discussed at the last ExL meeting

  • no follow up yet

All Chairs meeting update

16 minutes

Caitlin

• updates will start coming from Sarah after the SILS OT SC membership transition

• Updates provided by Caitlin during this interim phase

• Topics of discussion:

  • slowness related to annual re-indexing

  • Confluence features deep dive - ask Allison Ray to repeat her previous instruction in this area

  • question to AC: have you used your position on this team to influence your work/work of colleagues?

    • advocacy/leadership vs. conduit for information

• Next AC meeting is on 6/18/24

• Side SILS OT SC discussion: systemwide projects department meeting

  • idea discussed at this meeting: workforce w/in SILS cohort membership would be reduced and become more focused on experts

    • the other members would continue their work, but in a different capacity

    • opportunity for shared expertise/resources/FTE

    • how would this be accomplished?

OT Workplan

• Discuss OT Workplan in preparation for further discussion at a future SILS OT meeting - brought up at last SILS OT meeting (4/17/24)

  • suggestion to make this more of a list

13 minutes

Jackie

• Document for discussion: New OT Workplan

  • one item added from the last SILS OT meeting: Alma Data Privacy (Annual reminder DONE)

  • suggestion by Tom at the last SILS OT meeting (5/29/24) to create guidelines for future API requests

    • create mini project team from SILS OT (2-3 people)

    • share results in next fiscal year

  • Discuss? Lopsided role of Chair and Vice Chair? Who’s keeping track of my term? (3 year term)

  • Now that we’re seeing how term “limits” play out

    • Shared Governance Task Force Ongoing, UCLAS-integrated SILS structure, work practices and charges

    • For future SILS OT meeting: have a lengthy discussion of representation

      • related to term limits

      • experts vs. comprehensive representation from every campus

        • hear from a campus that doesn’t have representation in a particular group - pros/cons, etc.

      • if the work changed, how would it change?

      • how could non-expert representatives be used in other collective areas?

Project Team Check In: OARM-PT

• decide if/when to invite this group to a SILS OT meeting

1 minute

Team

• conversation will continue at the next SILS OT meeting

CDL Data in NZ

• document for discussion: NZ Data Cleanup Project

3 minutes

Caitlin/Team

• Shall we ask Shared Collections for an update on this page? Also maybe check in on the CDLNZ-PT. We can frame it as “workplan cleanup / annual check-in”

• Document to discuss: NZ Analytics and Sensitivity of Alma Data - Google Docs

  • in what order should this be discussed? SILS OT, Data Security Team, LG, etc.

  • initial questions for OT: who are the stakeholders? final decider? who does what and when?

  • eventually make this a decision page owned by OT? (currently a Google doc)

  • new Data Security team membership has been finalized with DOC, but is not yet active

SILS Membership Transition

• discuss future path for VC nominations

0 mins

Team

• How do we want to bring Lakshmi in / what kind of support might be merited?

• table for next meeting

Known Issues

• Discussion of “do we actually do this?”

1 minutes

Team

• This came up both from Gem and the notion of “closed tickets without a resolution”. How, if at all, do we want to pursue?

  • make this an OT Workplan eventually?

Executive Session

• Private Discussion

0 mins

Team

Build agenda for next OT meeting

• Build and finalize the agenda for next week’s OT meeting

0 mins

Team

• See proposed agenda here

Parking Lot

Capture important topics for future discussion

0 mins

Team

• Collection Development Dashboard (data request from ExL, happens on a yearly basis) - revisit in December 2024 or January 2025

• Future requests for data

  • Question: do they fall under the privacy agreement we all signed or should there be a separate agreement that needs to be signed?

  • Concern: accidental data viewing vs. purposeful ask for specific data ahead of time - possible contract violations?

• Signature Success Program

  • paused until after contract renegotiations are complete

  • Prioritized List:

    • Insufficient IZ/NZ integration

    • Insufficient support

    • Limited documentation

    • Insufficient Analytics functionality

    • Diversity, Equity, and Inclusion

    • Alma usability

    • Quality of CZ collections

    • Acquisitions process improvements

49 minutes