2021-03-19 PPC Meeting notes

Check-in / updates

Information sharing and problem-solving

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All

RMFG: working on possible ETD record standardization; prepping for our special session on OCLC on Monday

DCFG: Gave a presentation to the SILS-WG this morning, and got some very useful feedback. Will be meeting with CDL staff with expertise in OAC/Calisphere next week.

AEFG: 3/17 meeting included extensive discussion with GOBI guests re: managing services for the migration including import profiles. Subgroups are proceeding on this area as well as e-resources purchase order practices for NZ/IZ. Closer to decision pages. 3/25 Fiscal Year-End session being prepared. Investigating Millennium migration issue of items not linking to orders for at least one campus with already-Alma from Millennium. Decision pages feedback from 3/12 PPC: 1) All good for Local Fields from RMFG; 2) Would like AEFG to be added in Consulting line for OA page.

AEFG has been added as a consulting group for OA

Decisions

Discuss and approve proposed decisions

A list of standardized tags

15

1. (Test Load + 3 months) Managing work in the Alma NZ instance

   1. How to get access to NZ, or do work in NZ - decision is to approach this in a way that prevents undesired changes to the NZ

   2. Access to be determined on a case by case basis. Could user roles with expiration dates be used to allow access for the scope of a particular action? Or the use of designated positions that could be expired as those roles conclude.

   3. Currently hard to make blanket decisions about how any roles would work.

   4. Next steps - Alison and Gem to add:

      1. language that indicates this is the process we are using now and that it will evolve as we learn more

      2. this is scoped for test load.

      3. Bring back to PPC next week

   5. Use cases will be identified during test load. Within each use case, a more streamlined approach will be explored.

2. (Go-live) Local bibliographic data (5XX-9XX)

   1. Campuses will have to move some degree of local data in order to migrate.

   2. Recommendation to standardize fields by end of phase 4 of the project.

1. Approved by PPC members present. Xiaoli will share on the listserv for those members who were not present.

2. Approved!

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

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Collaborative Workflow Testing

• Focus on migration decisions first and workflow decisions second. Migration decisions should be made by end of April. Check back on this and MVP document in April.

• PPC should confirm all priority 1 - set by the end of March.

• Can be shared with cohort. Available in the PPC folder.

• Confirm FGs will be using the timeline / spreadsheet for scheduling testing and cross-FG coordination.

  • Use it if it’s helpful

  • Each FG will add a tab for their own group

Topics for next week’s cohort chairs meeting

CDI:

There are two model: Easy Active and Fully Flexible

• Which one UC has use?

• Who is make that decision?

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?

Decide how to facilitate the conversation at cohort chairs meeting

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All

CDI

• Want to get a better understanding of the pros and cons of EasyActive v. FullyFlexible, especially its impact on end users.

• Discovery: their understanding is that from the patron perspective, campuses can do what they currently do with the PCI and limit the data that’s visible (i.e. eliminating everything that is not full text). UCI does not limit by availability and would need to use the facet to limit the search. DFG asked ExL about the difference between EasyActive and FullyFlexible. EasyActive leaves the metadata available to search and the ability to limit by availability. Without limiting by availability, end user could experience numerous results which would be overwhelming

• Here is what Marci said on Basecamp: https://3.basecamp.com/3765443/buckets/15553579/messages/3398528891

• "The roadmap of CDI product development is all new ALMA customers should be on EasyActive model. Fullyflexible model is a transitional model for PCI customers to move CDI, and eventually they will move to EasyActive model in the future" (Note: it is possible to move from FullyFlexible to EasyActive, but not from EasyActive to FullyFlexible)

• Focus should be on the impact on end users over work - unless amount of work is really tremendous

• How could we present this topic at SILS Chairs?

  • Understanding CDI pros and cons of each model - Discovery to present on this

  • What would each model mean to SILS?

  • What does UC want?

OCLC

• Impossible to process large packages in OCLC. Davis addressed this by adding records to the CZ

• Are people worried about records in the NZ that lack an OCLC #?

  • Where does each area rely on OCLC numbers?

  • Difference between what is needed for migration and post-migration

• RMFG will lead this discussion

PM Update

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

0

Christine

Meetings:

List of meetings on Basecamp

• Mon Mar 22: Using OCLC with Alma - UC-led meeting

• 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 (who should name that functionality, FFFG or DFG?)

Homework

Parking Lot

April: Revisit MVP and Collaborative Workflow Testing

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

70/90