2021-01-29 PPC Meeting notes

Check-in / updates

Information sharing and problem-solving

15

All

RMFG: Liz and Sarah presented at SILS Working Group last Friday, it was a really great experience. We’ll be refining more testing scenarios this week and also trying to consolidate some materials for the training group. Also working on a detailed “NZ roles” document to share with this group and CDL.

DCFG: We’re working on a “decision tree” campuses can use to help determine which digital collections to harvest into Primo, and at what level (item/collection).

AEFG: Main work includes developing the document for fiscal close considerations, training planning, MVP build-out, etc. Items for group or PM: pending feedback to Discovery FG including future CDI info session (to understand two options); ensuring that cutover date is same for all participants (migrating plus already-Alma); development of import profiles-related session - following conferring between Liz M. and Lisa S.

Discovery: Gathering feedback from RMFG, AEFG, and Fulfillment re: feasibility of defining the “Everything” scope as IZ + NZ + CDI. Working on finalizing decisions pages for Primo VE default search profiles, which includes advocating for including WorldCat as a harmonized scope. Gathering local feedback for a consensus on what to rename the “Everything” scope and suggested placeholder text in Primo VE search box.

Fulfillment: Submitted the Automated Fulfilllment Network and Resource Sharing configuration forms to Ex-Libris. Waiting to see if they have any questions before the final deadline next week. Working on getting our testing checklists and scripts in order for Test. Will be sending an email to ICs that includes recent decisions and reminders of past ones, with directions on what the FG members will need to do for Test config vs. what they may need to do.

PSELG: team met this week and discussed progress on writing the summary of findings for the decision page related to using CDI for OA. Work continues. Gathering feedback for MVP document.

Decisions

Approve decisions pages

10

PPC-wide RLF collaboration page: (Test load) RLF Workflows

• This sheet will be used to track workflow testing

• The testing will be handled by FGs and other cohort groups (like RCTF) for recommendations for RLF records prior to cutover

• Suggestion: add the names of the groups responsible for the workflow testing; consulting groups are listed on the page

• Exact testing has not been pinned down yet; how will testing get synchronized? Testing plans should be brought to PPC.

• If there is an area in special collections that is larger than any one FG, ELG should take the initiative, do some research, and bring that to PPC

• FFG has not been able to complete their workflow testing plan yet as they are adding the Inventory Management System (Caia) and how this will work with the AFN. More to come here.

• This page could go out with the other pages we announce for testing.

What needs to be in OCLC?

Do we need to catalog everything in OCLC?

Is OCLC record number still very important that we need to have it in IZ/NZ?

15

All

• Libraries have tried to catalog as many items in OCLC as possible because OCLC is the basis of WCL.

• Do we still need to keep this practice in Alma? If so, we may need to sacrifice some efficiencies that Alma provides. e.g., electronic resources that are dynamic and add hundreds of records in a short period of time (such as Academic Complete).

• Note: PSELG is discussing this with regard to the OA materials - it’s a big subject and may require a subgroup to address it

• Would a solution be to have a collection level record in OCLC? If we don’t need OCLC numbers for e-resources, we could just take advantage of the CZ. (Academic Complete is handled by EVERYONE in the CZ)

• Should we create a decision page about when do you need/not need an OCLC #?

• We should start thinking at the network level - how will we operate at the network level to influence metadata quality for these types of resources?

• Is PPC the right group to make a recommendation on this? Is there another group that could look at this? Or would creating a best practices document for how we use the CZ together? This is a huge topic. Should we look at what other campuses are doing?

• Next steps:

  • do an environmental scan - what are other Alma campuses doing? What is the impact of moving away from OCLC?

    • Groups that would start:

      • RMFG

      • ACQ-ERM

      • Discovery

      • Special Collections

    • bring findings back to PPC

MVP

Share the experience using the MVP document

Are we ready to share the document with non-PPC groups?

10

Xiaoli

MVP document

Systemwide work - running brainstorm

notes from 1/15

• Local campuses MVP includes being able to check out a book; FG focus would be on system-wide issues such as whether a patron borrow from another campus.

• The MVP is part of what will be tested. Possibly by late spring?

• [from chat] this spreadsheet could be shareable in 2-3 weeks.

• Original goal was to be able to communicate out what the MVP would look like, but part of being able to determine that is through testing. Would we share this document widely knowing that it is a living document? Would that generate too many questions?

• [from chat] Would an FG focused drop-in Q&A (like a brown bag) be a useful way to handle this?

Notes from 1/29

• At next SILS Chairs on Feb 10th, FGs to give a 5 minute lightning round talk on your MVP

• Xiaoli will share the document after the 2/10 SILS Chairs meeting.

• Groups should think about how they (if they) want to receive comments ahead of the 2/10 SILS Chairs.

Test Load

What testing each group will do?

Are there any documents and/or decision pages needed?

20

All

Testing Worksheet for PPC (is this for Vanguard?) Yes

Collaborative Workflow Testing (should the information be shared widely with cohort or even beyond cohort?)

• this could be shared, but could be more detailed

Test Load testing processes and procedures (review the page which was based on the one created for vanguard)

• Is 1 week moratorium approved by PPC?

  • Per ICs, so far UCB is the only one requesting a moratorium of 2-3 days for initial internal data integrity check

  • CDL-managed data group would like 1 week with the NZ before anyone does anything with data (because any changes made to data in the IZ could impact data in the NZ) 2/19-2/25

  • Other items in red that can be revised: keep Gillian’s document as an historical document.

For Vanguard, we approve this: Recommendations for Vanguard data migration testing worksheet (PPC approved 8/21) (is this relevant to test load?)

FGs should look at the UCR list on the training Work Inventory for best practices

• 1 week moratorium approved by PPC

PM Update

Awareness of what’s happening / coming soon in the project

0

Christine

• List of meetings on Basecamp

• Questions for office hours on 2/4 are due this Monday, 2/1.

Homework

Parking Lot

• January 2021: Testing continuity of service: https://docs.google.com/document/d/1A5dr_sFqBLPwuBwpqLg1mplQBwcPqwoIWrG9nwvimEg/edit - this may need a special group to test and discuss how this will be done in the SILS environment and who will manage it.

• For January: CDL shared services

  • Who from CDL should PPC liaise with?

  • Can CDL create a list of shared services that they will be providing? Would like to create a document that could be shared with cohort.

  • What services is CDL currently doing? What services will CDL be providing in production?

TOTAL

65/90