2024-08-07 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/1lQWFS6hI1nQvGJ3vhlHCp5dJVarK33Pg/view?usp=drive_link

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

• Provide updates from other SILS meetings

15 minutes

Sarah/Team

• AC update (Sarah and Caitlin)

  • discussion re: finding VC and difficulties associated with that process

    • interesting side note: a lot of leadership is coming from UCLA this year

  • will be looking at workplans this year - each other’s workplans, critical assessment, etc.

    • related note: dovetails with OT workplan - help make all the workplans more cohesive

  • feedback?

• RNPT update (Caitlin)

  • contract has been signed!

  • highlights:

    • better metrics

    • better price

    • renewed for 2 more years with an additional renewal after that time period for 3 more years - pending 2 year workstream improvement project (WIP)

    • more total accounts - 4000 vs. 2091

      • in 2 years this number will increase to 4500

      • allows for the ability to break down shared accounts

      • account clarification: one user with an IZ and NZ account counts as 2 separate accounts

    • more bib records, FTE - overall allowance for growth

    • fiscal breakdown will be coming in the next couple months

• LG update (Tom)

  • Workstream Improvement Project team

    • Caitlin, Gem, Tom, and Todd have already been tapped for leadership roles

    • experts will also be added

    • lots of the items listed on our “Beeves” document have been included in this plan

    • ExL will be working with this team

    • Timeline:

      • November 2024 - report produced with reconciliation to follow

      • February 2025 - plan updates complete

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?

24 minutes

Sarah/Team

• next meeting is on 8/16/24

• update from Gem

  • call for SILS OT members to share specific ticket numbers for problems that ExL cannot duplicate in Slack

• UCB ticket #07056846

  • current response from ExL - development set a target date of February 2025 for a fix

• UCSD ticket

  • Response from ExL regarding back button issues was “elaborate the expected behavior”

    • current response is working “by design” - an unacceptable response

  • ticket regarding bulk export - ended up involving UCSD creating user records for testing

    • ExL asks campuses to create user records for testing vs. having testing records of their own

• poor customer service patterns observed

  • would like to see the ability by ExL to admit bad design and/or have more honest customer service responses in general

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

• Any questions from the team?

• Questions from Slack?

0 mins

Team

• discussed in agenda item 2

OT workplan

• Discussion of “does OT need a workplan?”

15 minutes

Sarah/Team

• New workplan - does OT need a new workplan?

  • suggestion by Caitlin - periodic check in and review of the core questions “What does OT do? What is our purpose? Are we being useful in that purpose?”

    • Purpose - make sure we’re all on the same page and know we’re being successful

• look at Alma/Primo VE Issues and Themes document

  • workstream improvement

• have list of projects to work on when there is down time

• strategies for sharing sessions during OT meetings

• quarterly update (from Gem?) on new releases for assessment/review

• Network user records purges (concern from UCSD) - how to remove these user records permanently

  • does removal from one campus extend to removal from all campuses?

  • decision to move this topic to the pending projects/materials section of the agenda for further discussion at a later date

Pending projects / materials:

• FYI updates on anything we’re waiting for

1 minute

Team

• (Revisit after August / Sept 2024) 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

  • Still awaiting final report from LG before further action

Executive Session

Private discussion as needed

0 mins

Parking Lot

Capture important topics for future discussion

0 mins

• Project Team Check-ins (quarterly basis - last check in was around March 2024)

  • OARM-PT

  • EIMP-PT

• Signature Success Program

  • paused during renegotiations

• Known Issues with Alma/Primo VE

• Alma Consortia Advocacy Group (ACAG) updates as needed

• SSO use in the NZ - updates from Gem as needed

  • SSO Options for Network Zone Accounts

55 minutes