2021-02-19 PPC Meeting notes

Check-in / updates

Information sharing and problem-solving

10

All

RMFG: working on finalizing testing documents and what to send to internal training. Also starting a discussion around OCLC updates. It would be nice to know when we can implement them and what the scope would be since some campuses are trying to re-evaluate workflows that might change if they are set up.

TSELG: the group made decisions about UC ETDs. RMFG was asked to investigate 4 issues: standardization of MARC records; distribution of MARC records from Merritt to NZ; distribution of revised Alma NZ records back to Merritt; distribution of MARC records to OCLC.

DISCOVERY: working on pulling together recommendations made in our subgroup Primo VE usability testing work in December. We plan to have our summarized recommendations for test load testing ready and delivered to IC’s by March 1st. Topics are based upon ExL configuration workbook forms. Starting to discuss renaming UC-eLinks and where Help link(s) should go in the Primo VE interface and to whom those links should connect users to (local campus vs. CDL).

DCFG: No update this week. Waiting for next week’s delivery of Primo VE.

Fulfillment and ILL: Updated vote on (Test Load through Post Go-Live) Alma/VDX NCIP Integration , and finishing getting our testing materials ready for Test Phase. We have a new FG member representing UCSC starting next week- Mallory DeBartollo.

AEFG: Day 1 MVP items are represented by placeholder decision pages - these will be developed during testing. Group discussed various sessions: 2/18 Import Profiles; AEFG w/ SILS WG on 3/5; and Fiscal Close on 3/25. Already-Alma members are sharing how they dealt with GOBI loads/invoices during cutover. Question arose regarding Analytics management and whether this needed PPC-level attention. Week is dedicated to data integrity checks with starting FG-level testing starting next week.

Decisions

Approve decisions

Discussion topic: how to approach a decision that is appropriate for a FG but where none of the current FG members have the needed expertise (HathiTrust is one of the example)

15

Josephine, Liz

Primo VE Default Search Profile Configuration 

• There is a pros and cons list that shows how they thought it through

• Place holder text when you first see the box “Books, articles. and more”

• Will try boosting and test out optimum percentage to boost; the smaller the campus, the higher the percentage needed to boost to make the home campus be the top option.

• Will test “easy activation” impact on UX - essentially, what will get patrons to a satisfying level of results

• Best way to read table plus and minus symbols is whether the group decided that the impact would be an improvement or a detraction.

SILS Metadata Exports to Support UC Print Digitization, Access, and Preservation

• If there are higher priorities, can this wait? With the need for ETAS access needed into the fall, would waiting on this negatively impact services? Campuses do not need to wait to send their holdings to HT; they can be sending their holdings ongoing. RMFG has to focus on more high priority things that impact daily stuff like GOBI. RMFG is willing to look at it and if it in April. If they can make some easy choices, they will. Otherwise, will deprioritize it.

• Discovery’s Primo VE Default Search Profile Configuration page is approved.

Open Access

Discuss the questions from PSELG

15

Beth

Questions from PSELG to PPC

• Nothing to report yet.

• Will share responses on the document with the group at the 2/22 meeting.

• Decision page expected to be ready in 2 weeks.

• PSELG is not tackling the solution of e-scholarship like electronic dissertations, but is aware of the issue.

Test Load

When can we share the document Collaborative Workflow Testing and with whom (cohort and beyond)?

Scheduling the work, especially those needing cross-FG coordination

25

All

Vanguard Testing Worksheet for PPC

Collaborative Workflow Testing

(From Liz) 2 specific questions:

1. How to document/track work? Shared google docs or individual FG docs linked to the testing sheet? A: Use a common google doc so we can see what other groups are doing since many groups need to coordinate with other groups on testing

   1. Expectations can be set now if lower priority items cannot be tested during test load.

   2. Are new decisions going to be made -either brand new, or revamped from earlier testing? No, RMFG is not expecting to revisit. They are looking to provide guidance to staff on day 1 functionality needs

      1. the tie-in from how NZ is managed to how operational stuff will work (GOBI and import profiles is a perfect example)

      2. Discovery is planning to use testing to create a set of recommendations. Currently expect to collaborate with RMFG and FFG

      3. One area AEFG is focusing on is fiscal year end. They are thinking about this early so as to strategize for the tech freeze.

      4. FFG will continue to do what they were testing in vanguard. They expect to coordinate with other groups about RLF records. Waiting for meeting with ExL before next steps are known. ILLOps is a group that will be invited to test alongside FFG.

2. How to order these so that dependent/related workflows are tested in the right order? For example: re-linking portfolios to/from CZ bibs should come before e-resource receipt/processing so that the building blocks are in place A: Prioritize work within your groups first and then coordinate the hand-off on testing. Or looking at things together - I think that is helpful [from Lisa]

   1. We could use a google sheet to calendar testing and decisions. Using June 1st as a date to work backwards from. We can update this when we have the actual cutover date.

      1. Timeline repurposed for PPC (and in PPC folder): https://docs.google.com/spreadsheets/d/1L9DVcWz-Ip9Z9ZlW-sAx-QMMPMqpnla5WcfwPincaaQ/edit#gid=0

   2. Focus on migration decisions first and workflow decisions second. Migration decisions should be made by April 15th.

MVP

Share the experience using the MVP document

Have any item on Systemwide Work sheet been moved to the MVP document?

MVP lightening round is happening next week at SILS Chairs on Wednesday 2/10. Any questions?

0

Xiaoli

MVP document

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?

10

All

• Alma has to have an OCLC number.

• If OCLC numbers are removed, what is the impact to discovery?

  • If people want to borrow it, the impact will need to be assessed by RMFG.

  • A specific use case will be useful to explore impact. (print materials will still go through OCLC, but not e-resources).

  • Not having an OCLC number will not negatively impact finding e-resources in databases like ERIC for e.g. This will be more dependent on the link resolver which relies more on ISBN, ISSN or the unique document identifier number.

  • OCLC was critical to link back to our own catalogs, but once our union catalog database is completed, the OCLC number will play a less critical role.

PM Update

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

5

Christine

• Test load:

Merced’s Alma environment is expected to be delivered next week. Primo VE is still expected for all campuses on 2/26.

• Meetings:

Congratulations to Liz M and Lisa for their successful Import Profiles meeting!

List of meetings on Basecamp

• Thu Feb 25: Letters, Notices & Jobs - Questions due 2/22

• Mon, Mar 8: GOBI orders / API ordering (requested in VG workshop)

• Thu, Mar 11: Integrations Overview (including Online Payment Options - requested in VG workshop)

  • Will cover how to use To Do list and then go over basics of the listed integrations.

• Thu Mar 25: Fiscal Close - UC-led meeting

  • For Fiscal close meeting - we want to test how you can set a grace period on outgoing fiscal year - and add internal invoices there, etc.)

• Thu, Apr 1: E-Resources Data Cleanup in Alma w/focus on P2E

• Mon, Apr 12: AFN Configuration Review 

Homework

Parking Lot

Future meeting:

• AEFG questions that came up were re: coordination of Analytics (cross-function?)

• and... how the Selector role in Alma is changing (people will care, prob fits w/ AEFG, but overloads us....)

For future meeting: CDL shared services In progress

• 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

90/90