2024-10-23 OT-SC Meeting notes

Ex Libris support

10 minutes

Team

• For reference: Ex Libris Support Meeting Agenda and Notes

• next meeting is 10/18/24

• WIP updates (Caitlin)

  • currently in progress, involves Tom, Caitlin, Gem and Tom Carpone (sp?)

  • Gem’s comments on tracking tickets/progress - contact in infrastructure ExL representative does not see a need for changes, documentation ExL representative is enthusiatsic

    • needs concrete current proof (i.e. tickets)

  • no action needed yet for OT

  • may need to track tickets in the future

    • possibly in the new year

• Lakshmi asked about sandbox question (update from Caitlin)

  • sandbox is not for performance testing, but is good for determining data corruption

  • should be configured exactly to production

  • can’t currently see timing in the sandbox

  • our ExL infrastructure representative is slowly coming around to seeing things from our point of view - a relationship in progress

• Gem’s asks in the last OT meeting

  • when things are taking too long, submit a ticket (OT did not seem enthusiastic about this ask)

  • provide feedback in the satisfaction survey when tickets are closed, which ExL will use this info to improve their services (OT seemed more enthusiastic about this ask)

All Chairs meeting update

0 mins

Sarah

• not discussed

Expanded NZ Access next steps

13 minutes

Caitlin/Team

• Caitlin shared this document: draft email to SILS Cohort

  • The NZ access team made a lot of edits since the last time their document was reviewed by outside parties and asked for feedback to see if they are still on track

• OT will call for a temperature check on a scale of 1-5

  • form is forthcoming (from Caitlin) - form will include:

    • OST affiliation

    • campus affiliation

    • 1-5 vote

      • if 1, 2, or 3 was chosen, please clarify your reasoning

    • would they like to edit these points further?

  • feedback will go to OT SC

  • take this opportunity to reassure people that there will be future opportunities for feedback, describe the process, be very transparent about this process, we are at the principles level only so far

  • discuss at the next SILS OT SC meeting 11/6

  • determine a deadline for this feedback (2-3 weeks)

    • reminder that representatives can share this with their campuses on a wider basis as needed

OARM and EIMP next steps

34 minutes

Team

• Continue the OT investment in this process and continue the conversation

• Form a document for review and comment by OT

• Each group needs a separate response

• OARM has presented a final report - OT has already endorsed their final report, but needs to decide on their new group formation

  • some parts of their final report are out of date b/c the NZ expanded access group started up after their report was released

  • in our final recommendation to LG include comments about strong recommendations from OT members

    • John’s offer to rewrite the SCP’s charge

  • During the SILST OT SC meeting Carla and Erica sent an email requesting permission to publish their final report

    • OT SC decided to respond that we accept their report, but have not endorsed the recommendations

• EIMP needs a final report still - OT needs to decide on endorsement of their final report

  • their proposed group does not have to be representative, but can be a small group instead that makes recommendations

• reminder from Caitlin: OT oversees OSTs to ensure they don’t go rogue, their job is to endorse work and make it part of the OSTs' workplans or shelve the work and make recommendations to LG

• Questions to consider:

  • Can campuses step in where there’s a perceived gap in CDL services?

  • Can a subset of people do systemwide work?

    • make recommendations to a representative group

• Fist of 5 vote

  • try to build consensus

  • those who are in the minority should be able to explain why, maybe some will change their mind

  • if consensus cannot be reached note that when presenting the issue to LG

• John’s question about having an existing CKGs take on this work:

  • Sarah has suggested a recommendation to reevaluate current CKG structure

  • CKG membership is not restricted like it is in SILS, still a duplication of personnel in the various groups (limited number of people available), a non-binding group

    • functional CKGs (ILL) vs. collection CKGs

      • Document shared by Caitlin for reference: Common Knowledge Groups

      • lots of workspaces are broken/non-functional/outdated

      • current ask to CDL is what entity do they expect to hear from in regards to changes

• Last CDL meeting (Caitlin)

  • interconnectedness of teams presented - still in progress

  • update from Miranda still forthcoming - Sarah to press for a date of completion on the list of 3 things

• SILS OT - should be our responsibility to highlight what we endorse and want to recommend to LG

OT Workplan

• currently more of a checklist of tasks, annual or otherwise

0 mins

Sarah

• tabled for another meeting

• Question from Anna: Should we include this as an agenda item on the next SILS OT meeting?

• Document for discussion: OT Workplan

• Suggestions from past meetings:

  • Future API requests

    • Idea proposed at a past SILS OT SC meeting: create mini project team from SILS OT (2-3 people) whose members would share their results in next fiscal year

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

    • plan a lengthy discussion of representation?(advocacy/leadership/experts vs. comprehensive campus representation) at a future SILS OT meeting

    • background:

      • related to the question regarding term limits

      • other questions to guide this discussion:

        • if the work changed by having only experts on a team, how would it change?

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

  • suggestions from SILS OT meeting on 8/7/24:

    • 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

Known Issues

• Discussion of “do we actually do this?”

0 mins

Team

• tabled for another meeting

• 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

• 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

58 minutes