2020-05-11 Patron Data Cleanup Group

Housekeeping

• Add any new topics to the agenda

• Take a temperature check / How is it going?

• Confirm Minutes Recorder for this meeting - Ross Anastos

  • In the event that the designated Recorder or Timekeeper is not in attendance, then an alternate volunteer will be requested for that given meeting

• Co-Chair Follow-up

5 min

Greg

Shared Google drive

• Questions can be added to Slack Channel (and responses), then they’ll be incorporated into the agenda.

• Need Co-Chair decision to be made by the end of the month.

Team Charter Affirmation

• Review and approve Team Charter

5 min

Greg

https://uc-sils.atlassian.net/wiki/spaces/PD/pages/384139453

• Forwarded to IC Chair for review, reaction was positive.

• Team Charter approved!

Follow-Up: Confluence Spaces Granted View Access in May

• Finalize understanding of “open” Confluence pages and PDCG work

5 min

• Greg confirmed with SILS PMs that they are trying to keep administration of Confluence as simple and open as possible for transparency and sharing. They will need to learn more about private pages and more granular permissions, but for now pages will not be restricted.

  • Possibly establish guidelines for completing notes.

  • Always avoid PII.

  • Recordings of meetings will be stored in Google Drive (which is secure).

• Any visible PDCG documentation within Confluence, including meeting minutes, must not contain any information that could be deemed private patron data

Tasks & Deliverables

1. Confirm - Has everyone located and begun reviewing the migration form and data extraction documentation for your current ILS system?

2. Confirm - Single UC-wide patron record database or separate institutional patron databases?

3. Confirm - Should we migrate expired patron records?

4. From Governance Charge -

• An inventory of current patron data sources and system integrations at the campuses.

• A list of patron data cleanup activities and assignments that need to be accomplished prior to the initial data migration.

• A list of patron data issues which require harmonization decisions, to be made available to the Implementation Coordinators group.

• A register of post-migration quality control tests and results from each campus implementation team. Due late 2021.

  • See Parking Lot

• A final report of any ongoing post-migration data issues. Due late 2021.

  • See Parking Lot

30 min

Greg

1. Status -

   1. Link to document in Outcome column.

   2. Documentation illustrates fields that need to be focused on and fields that might be different.

   3. IC will be responsible for downloading, completing and submitting forms. Communication needed between you and them to ensure nothing is missed.

2. Status- Single UC-wide patron record database or separate institutional patron databases?

   1. Greg opened a Decision page within the IC Confluence space and is still awaiting response

      1. Priority options are being evaluated

   2. Due date is currently May 21, 2020

   3. Initial preference is to have a decentralized patron database. CSU’s strongly recommend.

3. Status - Should we migrate expired patron records?

   1. Greg opened a Decision page within the IC Confluence space and is still awaiting response

   2. Due date is currently May 21, 2020

4. From Governance Charge -

   1. An inventory of current patron data sources and system integrations at the campuses.

      1. Greg confirmed with @Caitlin Nelson and IC group that this requested inventory already exists and need not be replicated. See https://uc-sils.atlassian.net/wiki/spaces/SP4/pages/451608597

      2. The ICs are currently working on the completion of 3rd Party Integration spreadsheets and may communicate with their respective PDCG member for information related to any patron data (e.g., Student Information Systems) integrations; the spreadsheet is due to Ex Libris by May 29, 2020

   2. A list of patron data cleanup activities and assignments that need to be accomplished prior to the initial data migration.

      1. How best to document this for the group?

         1. Example of UCSD spreadsheet can be a good place to start - but do what makes sense for you and your data. Still waiting on an answer for single database standardization, but for now we can focus on our own data. Some of your data might transfer directly into Alma, some might not.

   3. A list of patron data issues which require harmonization decisions, to be made available to the Implementation Coordinators group.

      1. Impacted highly by decision above regarding single or separate patron databases

         1. If we’re decentralized, there might not be a need (or very limited: ILL). How do we identify a student from another campus (does it happen seamlessly on the backend?).

      2. How best to document this for the group?

         1. Tabled.

• 4.c.2 tabled until more information is provided by IC group.

All - 4b. Begin creating your local patron data audit and cleanup document

Homework

Document what we need to be working on and questions we may have

• Questions for Up Stream (Google Doc)

  • ID targeted audience for the question

  • Review document and add questions

All - (ONGOING) Add questions for up stream

All - Provide examples of master (anonymous) patron data cleanup spreadsheets or documentation into folder in Google Drive.

Parking Lot

Capture important topics for future discussion

• Additional Circulation Data Topics to Think About

  • What current ILS fields do not migrate to Alma?

    • Ex. Proxy cards? Millennium Pcodes?

  • Regional resource sharing programs

    • How will those active loans be migrated into Alma?

  • What else do we have and where will it go?

    • Ex. at UCSD - Pronouns

  • Dual status campus affiliates (users that are both a current student and an employee)

    • How do we each manage that now?

  • Better understand the patron barcode field in Alma.

    • Can a user account have multiple barcode number assigned to it?

• Alma/Primo Sites - Show and Tell

  • Dedicate some time to “what went wrong or what was great” to mentor “new” campuses.

• From Governance Charge

  • A register of post-migration quality control tests and results from each campus implementation team. Due late 2021.

    1. To be discussed at a later date

  • A final report of any ongoing post-migration data issues. Due late 2021.

    1. To be discussed at a later date

x/x