2020-06-26 PPC Meeting notes

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.

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

(short) - approved

(short) - approved

- approved

- approved

- approved

- 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.

Training upcoming (recurring agenda)

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.

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?

PPC subgroup CDL-managed Data in the NZ

Awareness of approved subgroup:

Chair

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

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.

Parking Lot

TOTAL

90 / 90