2020-06-26 PPC Meeting notes

Attendees

  • @Beth Callahan (Unlicensed)

  • @Claudia Horning (Unlicensed)

  • @Elizabeth Miraglia

  • @Lisa Spagnolo

  • @Josephine Tan (Unlicensed)

  • @Elizabeth Rodriguez (Unlicensed)

  • @Caitlin Nelson

  • @Xiaoli Li

  • @Lena Zentall (Unlicensed) , interim PM

Not attending

  • @Christine Barone (Unlicensed) PM

  • @Danelle Moon (Unlicensed)

Discussion items

Item

Desired Outcome

Time

Who

Notes

Decisions

Actions

Item

Desired Outcome

Time

Who

Notes

Decisions

Actions

1

Check-in / updates

 

2:30-3:00pm

All

  • How can we make this meeting engaging (at the end of the day on Friday!)?

  • No update from Beth’s group – not meeting at this time

  • No update from Claudia’s group at this time

  • Co-chairs Claudia and Xiaoli met with Working Group to talk about PPC at the invitation of the WG.

 

 

2

Pending decisions that affect data migration for Vanguard

Approve the decisions so Vanguard institutions can prepare their files

3:00-3:30pm

FG Chairs

SCP, SFX, and related resource records handling for eResource records in NZ - VANGUARD - approved

Bibliographic records to leave out of the Vanguard NZ  - approved

Bibliographic records 9xx fields mapping for Vanguard  - approved

Non-OCLC IDs in 035 fields in bibliographic records for the Vanguard (short) - approved

Local 856 bibliographic data for the Vanguard (short) - approved

Vendor Data for Migration to Test Global Vendor File in Vanguard- approved

Vanguard local RLF bibliographic record migration- approved

P2E Recommendations for Vanguard - approved

(Vanguard and Test Load) Preparation of Campus SCP Data - approved

  • Ask from IC: Can PPC / FGs add some kind of “triaging” information to the decisions to help campuses know which pieces are the most important assuming they can’t get everything done? (CN will explain)

    • Can decision pages be edited after they are approved? (e.g., clarifying tweaks)

    • Decisions to include a “do nothing” option (what happens if you do nothing?).

    • Go-to-person for questions about a decision is the rep from the group that created the decision.

    • Making the decision doesn't mean the group is done helping each other with execution.

  • SSM and PM do not vote.

  • Suggestions for improvements to Decision page template:

    • Date field in the Decision page is the due date for the group to make the decision but it’s not always the date the decision was final/approved.

    • Add a new field for “Approval date”

    • Add decision history field or use the Action Log (summary of update and date)

    • Add a “revised” flag that alerts someone to check out the decision history.

    • What dates are needed up top vs. Action Log

    • Tag everyone consulted in the RACI so a group can search for all decisions that involve them (use labels at bottom of page which can be searched). Controlled vocabulary needed!

      • groups may be able to set up a report on their space to show decisions relevant to their group

These 9 decisions were approved.

(Request from ICs) Add “triaging” information to the decision pages to help campuses know which pieces of a decision are the most important assuming they can’t get everything done.

Priority/importance may vary by campus depending on the campus' technical environment.

Include a “do nothing” option.

@Lisa Spagnolo will fill in the action log for the parts she knows about for (Vanguard and Test Load) Preparation of Campus SCP Data
3

Training upcoming (recurring agenda)

https://uc-sils.atlassian.net/wiki/pages/createpage.action?spaceKey=IC&title=Ex%20Libris%20Meetings%20-%20Vanguard

Awareness of upcoming vanguard training. Chairs to remind their groups.

Ensure everyone got the invite with Zoom info.

Meetings: Mondays 1-2 and Thursdays 10-12pm.

3:30-3:40pm

Caitlin, Lena

Alma Essentials / Admin Fundamentals:

  • For anyone who wants to do vanguard testing

  • Only required on a per-session basis, by functional area

  • FG / ELG Chairs to coordinate who of their groups want to participate, with CN and LZ.

Alma Certification:

  • SILS Working Group: optional

  • Implementation Coordinators: 2-3 minimum

  • ILS Data Cleanup: 2-3 minimum

  • Patron Data: 2-3 minimum

  • Policy & Practice Coordinators: 4 minimum

    • 1 already: Lisa

    • 1 Liz M

    • Maybe Caitlin

  • Acquisitions & E-resources FG: 2-3 minimum

  • Digital Collections FG: 2-3 minimum

  • Discovery FG: 2-3 minimum

  • Fulfillment & ILL FG: 2-3 minimum

  • Resource Management FG: 2-3 minimum

  • Archives & Special Collections EL: optional

  • Public Services EL: optional

  • Technical Services EL: optional

  • Training and Outreach Coordinators: optional

  • Internal Training: optional

  • End User Outreach: optional

  • Communication Operation Leads: optional

  • Project Manager Operation Leads: 1-2 minimum

  • Shared Governance Task Force: optional

What ExL meetings are what?

Office hours: post questions 3 business days ahead of time.

PMs will attempt to slot people into the Office hours 2-hour time slot. Let PMs know if you have questions and need a slot at office hours. Post questions in basecamp in the appropriate meeting To Do by EOD Monday for Office hours Thursdays. Share zoom link/invite.

For Mondays training Q&A, post questions by EOD Wednesday.

Put questions here in Basecamp.

 

 

4

SILS Chairs meeting

Awareness of upcoming agendas; Surface topics for discussion; Seek advice and volunteers to present.

3:40-3:45

Lena

  • SILS Chairs meeting on July 1 will cover a review of the SILS Principles revised for Phase 4 (Günter) and lightning talks & an open discussion of the Decision page form - what’s working, what could be improved, suggested best practices. Josephine, Xiaoli, Liz, Lisa will talk at the SILS Chairs meeting about their experience (what’s working, not working, suggestions for improvements) 5 minutes each.

  • Should SILS PMs review these decision pages? consult on the RACI? How would this work in practical terms?

 

 

5

PPC subgroup CDL-managed Data in the NZ

Awareness of approved subgroup: https://docs.google.com/document/d/1fb2F_6TZXhc093X2sL__OlUtslYMhJ8Wj2C6t-ZZt_U/edit

 

Chair

 

 

 

6

Alma Migration Considerations for Consortia

Review the information to ensure all the areas are covered

3:45-4:00pm

Chair

Postponed from 6/19 meeting; Did not get to this 6/26 either

Alma Migration Considerations for Consortia

 

 

7

Homework

 

 

 

Cancel next week’s PPC SC on July 1 and PPC meeting on July 3

Integrations: Aeon - will it be tested in the Vanguard? Not every campus is using it.

Looking ahead to work in PPC this summer: Assessment and test planning in the FGs - what does success look like? what are we expecting to see? what if we don’t see it. Configuration, visioning while we’re waiting for the vanguard data load.

“Rinse and repeat”: evaluate our data in the vanguard: what changes do we need to make to the data? what decisions are needed? A new cycle of decision-making begins to inform the test load.

 

@Xiaoli Li will cancel next week’s PPC SC on July 1 and PPC meeting on July 3
8

Parking Lot

 

 

 

 

 

 

9

 

TOTAL

90 / 90

 

 

 

 

Future agenda items

 

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