2020-05-01 PPC Meeting notes

Check-in / updates

Helping to support each other by making space for initial discussion.

2:30-2:45

Chair

• As we start to use the sandboxes, how will we know if we need more users or more space? → Let CN and NW know by slack or email if you get any errors or weird behavior.

• Any need for supplemental training other than what was sent out? No it’s okay.

Let’s put a copy of the sandbox stuff in the Google Drive.

Timeline review

Mutual understanding of where we’re at

2:45-2:55

Caitlin

• May 4th Intro to the Zones has been moved to May 11th (grr)

• May 18th Q&A - do we want to schedule a Q&A during our meeting time or some other time that week?

• FG Q&As - will we be ready by week of May 25 to do Q&As? Shall we do it during our meeting times?

• Review through Aug 9 test load in Basecamp: https://3.basecamp.com/3765443/projects/15553579

@Caitlin Nelson are we getting Primo in the vanguard? We want Primo in the vanguard!

Local fields

Run some ideas by the group

2:55-3:10

Liz

Problem statement: ExL has some 9xx bib fields that are reserved for their use.

We were asked to take a look locally at our fields to see what we need to clear out of ExLibris' “reserved” range. My FG will naturally be trying to make some decisions about those together and might wind up with some easy ones. How does PPC want to handle reporting/collaborating on fields that might affect others?

Send question for consultation out to PPC listserv with deadline for response.

Use action log in Decision pages to track who has the ball, and who is waiting for what when.

Team Charter

Finalize the charter

3:10-3:20

Chair

Team Charter

• Approve the objective statement - DONE

• Approve the expectations - DONE

• Ready to ask about co-chair? Please send Xiaoli an email: yes, no or maybe by May 8th.

Communications

Clarify communications pathways

3:20-3:30

Caitlin

Question Triage (IC example):

1. Someone has to read and understand the question

   1. All ICs?

2. ICs delegate.

   1. ICs → FG

      1. IC sends the problem / decision over to the PPC listserv

   2. ICs keep

      1. ICs create a small subgroup (where appropriate)

3. Delegated groups fleshes out problem with supplemental questions, tease out the pros/cons = analysis.

   1. Delegated group takes ownership of the Decision page.

   2. Deadline - can you make a recommendation? OR how much more analysis. → dependencies section!

   3. Reaching out to stakeholders.

4. Recommendation stage:

   1. someone recommends

   2. someone decides.

Communications: impact as a criteria when contacting other groups

• When a FG/ELG needs to ask questions of another FG/ELG = send it to the PPC listserv

• When a FG/ELG needs to ask questions of IC = PPC listserv and IC listserv

• When a FG needs to ask question of campus people

  • Does an FG need PPC approval to go out and ask a campus some questions?

    • Bring this early and often to the PPC group. Listserv + agenda item (round robin).

Critical Issues

Clarify how to prioritize tasks

3:30-3:40

Chair

https://docs.google.com/spreadsheets/d/1zk_m_ewVRl2dxoH0nM8LGubL7-4nvSqd2RazO-eM19k/edit#gid=0

• Possibly prioritize by “does this seem to require harmonization or deal with Network Zone?” → Do sooner; indv campus decision → do later

1. Looking at Basecamp schedule = hard deadline coming up = high

2. Harmonization? Network Zone? = next highest

3. Indv campus decision = next highest

Keep in mind that we need to stay focused on the MVP for go-live and that there will be many optional activities that we may have to do post-go-live (especially if COVID affects staffing levels).

New issues

Introduce new issues from ILSDC

3:40-3:55

Caitlin

ILSDC list of Questions

• Vendor issue → Acq/ERM

  • FG will make decision page

  • Lisa will get with Catherine Busselen for data-cleanup deadline / dependencies

• IC will look at these on Monday

  • Don’t forget - delegate by default per SGTF principles

  • Send back to PPC soon please

Homework

3:55-4:00

Chair

• Continue to review ExL documentation and create / review critical issues and decisions.

  • For now, create list of questions as Google Doc or informal list, that’s okay.

• We’re out ahead of the race! Good job!

Parking Lot

Save these issues for future discussion

TOTAL

90 / 90