2020-08-07 PPC Meeting notes

Check-in / updates

2:30-2:55pm (25 mins)

All

• Welcome back Christine!! And thank you Lena!

• PPC is a good way to end the week!

• Discovery has subcommittees working on branding decision - environmental scan group (how others have done branding and what kind of end-user training have they developed); only CSU created a logo so it’s not clear UC will need one. Discovery Branding Environmental Scan: https://docs.google.com/spreadsheets/d/12CiXXvYYjSTqnXfROCYkOSZqIOHn6XeXakkYCceiOI4/edit?usp=sharing Discovery Subcommittee reports on Branding [Environ Scan, Lit Review, Accessibility/Search Engine Optimization] in Google Drive folder - https://drive.google.com/drive/folders/1Dh-Vw2znj0ymQIi7BTaSPbPRkfM8tqfo

• Digital Collections: CDL has offered to prep one collection from each campus to test what they look like in search results; planning to create a table on confluence with some search terms; will ingest other collections during the vanguard as another test.

• PSELG did not meet this week; no update.

• Fulfillment:

  • RLF planning group co-chairs joined their meeting to let them know what to be aware of with RLF data/ROTA; RSPG will decide whether to recommend the RLFs need a separate IZ (post-go-live); discussion about duplicate records in RLF. Elizabeth willing to convene a meeting to discuss the fulfillment network with RSPG and Ex Libris but not sure if it’s needed. The ROTA questions were answered at the Thursday Ex Libris meeting. Cathy’s goal is for Ex Libris to better understand how the RLFs work since it’s different than many institutions. Suggestion is to create a presentation for Ex Libris on the RLFs. Who else should be at the meeting? RSPG to prepare a presentation and questions for Ex Libris on the RLFs. Other PPC groups to add questions

  • RMFG is working on a decision about duplicate records (will include Fulfillment as a consultant on the decision).

  • Thursday was the fulfillment network meeting with Ex Libris.

• TSELG:

  • collecting info. on Marcive records for fed gov docs - 9 campuses pay for the same records. Suggestion is to create a UC collection for fed gov docs records. Consult with CDL and Liz M; when is a good time to switch to shared records? consult with CDL on contract.

  • Many campuses use GOBI records. They have suggested a UC-wide contract. Consult with Liz M and Lisa S and others on workflows, impact on students, staff, etc.

Decision pages

Finalize Taxonomy for tagging groups in Confluence. Determine which Confluence space to put it. PPC?

Finalize best practices. Determine which Confluence space to put it. PPC?

Rollups: do you want the PMs to create a rollup for each group?

2:55-3:05 (10 mins)

Lena, All

 Taxonomy: got a few comments and next step is to turn this into a confluence page. PPC site? PM space?

Best practices: This was the result of the SILS Chairs meeting a while back.

Rollups: Rollup of decision pages that each group is “consulted” on (tagged on). Let the PMs know if you want us to create one for you.

 Put the taxonomy page on the PPC site.

SILS Chairs meeting

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

3:05-3:10 (5 mins)

Lena

Vanguard testing - lots of stuff coming up and we’ll be getting out info for Chairs to consider for test planning.

Configuration Form work

Finalize “holds” on vanguard configuration form: due 8/7

Audience: local campus group or IC who is filling out the config form.

3:10-3:15 (5 min)

Chairs

• AcqERM: Our activity included in subsequent agenda items - talking configuration, testing, (and then intersection w/ the PPC-NZ group for CDL support).

• Remove status column since they are now all decided

• Only list tabs where there is an action

• could add a column for “STandardize? Yes/No” which would emphasize where standardization is mandated.

Timeline Review

Awareness of upcoming activities

3:15-3:25 (10 min)

Caitlin

Caitlin’s Working copy: https://docs.google.com/spreadsheets/d/1Ci0jtgDusouiJRkMyLrq4EXj10_EsU6epqWcdXRlDSY/edit#gid=0

What’s happening with Fulfillment Network form?

• Who has this form so far? We don’t know, but Caitlin will follow up.

• It will go to the Fulfillment FG to make a recommendation for the rest of us.

Basecamp to-dos: https://3.basecamp.com/3765443/buckets/15553579/todosets/2379093663

Special topics:

• Aug 20: Data cleanup pre-Alma test load regarding Libraries, Locations, Vendors, and Resource Sharing

  • Questions were due 8/6 to the Discussion in the To Do at https://3.basecamp.com/3765443/buckets/15553579/todos/2892977065

  • Caitlin submitted the questions - we’re good to go.

• Aug 27: Shared Vendor. Ex Libris wants questions and “what exactly do you want to learn about” two weeks in advance.

  • Please add questions by 8/13 to the Discussion in the To Do at https://3.basecamp.com/3765443/buckets/15553579/todos/2832309275

  • Who is actually gathering and adding the questions for this one?

    • Holly owns the FG doc. CDLNZ will post it, or Acq/ERM will post it.

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.

3:25-3:30pm (5 mins)

Caitlin

• Can we give everyone admin level privileges?

• ITS wanted Alma cert done now in order to make good decisions while configuring

• How will the Vanguard buddies work? This is still being worked out, but depending on how many people we have will inform how everyone gets divvied out. Those new to Alma/Primo might find it useful to be paired with buddies that have some experience with the product; a little hand-holding.

• Vanguard environment is live on 9/4. Need to configure the “buddies” soon.

Testing coordination for the Vanguard environment and configuration

3:30-4:00 (30 min)

What do we need to know, in order to be able to finish testing and make decisions?

Where is the list of FG testing and corresponding assessment / decisions?

• Do we want our own testing spreadsheet like the ILSDC?

Review the blocks here: https://docs.google.com/spreadsheets/d/1Ci0jtgDusouiJRkMyLrq4EXj10_EsU6epqWcdXRlDSY/edit#gid=0

Do we have an idea already about what decisions there are that would impact Test Load?

• Are we testing stuff that we already decided and we just have to change our minds?

• Or, do we have new decisions that we need to think of?

We are now making decisions for real - if your group has problems, this is exactly when we can utilize the ELGs.

Once you figure out the config forms - you need to switch over to testing, and thinking about documenting the plans. And when you do your testing, I’m hoping you prioritize the actions and decisions.

• Prioritizing also has harmonization principles: https://libraries.universityofcalifornia.edu/groups/files/sils/docs/SILS_HarmonizationPrinciples.pdf

Vanguard env will be available through December, so second-level testing can be done there too.

Break people into different groups so they can test different things

Explore the idea of sending issues up to the ELG for decision-making to free up the FGs for other decisions and to take advantage of the ELs. Make sure pros and cons are laid out since the members of the ELs are not experts on Alma/Primo.

Create a template: include common columns like status, priority, time estimation, due... kept in a centralized place (% completion through a formula? (thinking of Phase 3 stuff and viewing across EGs))

What is your testing? How long will it take? How will testing be documented?

Deadline for testing plans from the FGs: August 28th

Homework

Parking Lot

Suggestions for 2-hour Office Hours with Ex Libris

• authority control - schedule this for September after vanguard environment is open - check in with Liz M’s group.

Think about MVP for the whole project

Also think about minimum functionality for the first day - what do you want to be able to do? AND what will be your backup plan in case those don’t work?

TOTAL

80 / 80