2020-09-11 PPC Meeting notes

Vanguard testing

Discuss the dates when FG/ELG decisions should be made

Discuss the need of having a meeting to share lessons learned during the Vanguard

Go over the questions associated with FG testing plans

30

All

• https://docs.google.com/spreadsheets/d/1ZuDgH9Z952ZZA4utwsZx0yMg8NG_HV3viD7gQAcOzcQ/edit#gid=0

• https://docs.google.com/spreadsheets/d/1j0-Y597F7hf2PworN6RyHmDXPTzpeUtrk5yT8I3F8u4/edit#gid=0 (the excel sheet Liz M created)

• https://docs.google.com/spreadsheets/d/1Ci0jtgDusouiJRkMyLrq4EXj10_EsU6epqWcdXRlDSY/edit#gid=0

  • We need a decision deadline by when we will freeze decisions. October 30th is proposed as the deadline. This would leave 5 working weeks (but one is Thanksgiving) before the draft migration form is due. The deadline for escalating decisions would be 10/16. This would also give escalation groups 2 weeks to work on issues. Are these deadlines reasonable?

  • While the 10/30 deadline is not ideal, it is probably fine. We are only freezing decisions related to test load. Other decisions can continue to be tested. Also, recognize that the data cleanup folks will need time.

  • Draft migration forms are due 12/7 (a Monday); Final migration form is due 12/14 (also a Monday).

  • Groups are already discovering stuff they wouldn’t do again

  • Identifying what needs to be cleaned up now, what can wait until during the test load, what can wait until post go-live

  • Alison expects they will be able to get many SCP records into the NZ

• Reminder: There is a #testing slack channel you can join so you can discuss/share about testing in Alma and Primo VE

• Agreement that October 16th is the deadline for bringing decisions to any of the ELGs

• Agreement that Oct 30th is the final deadline for freezing decisions with the caveat that Liz M’s group might need more time on particular issues which will be discussed as they arise.

Check-in / updates

Information sharing and problem solving

15

All

TSELG has agreed to move forward with exploring one Marcive contract for UC (Xiaoli will work with CDL)

RMFG: we’re definitely already seeing some areas that need to be addressed for go-live, most of which are areas we knew would need attention. Working on finalizing an OCLC test decision and Bibs in the NZ management decision. Will send out requests for input once we have final deadlines for decisions.

Discovery: All Discovery FG members will be attending the ExL Q&A and Special Mtgs for Primo VE this month. We will be coordinating how to best utilize the VG buddy system as we head into VG testing later this month.

PSELG: no update

SSM update

15

Caitlin

Systemwide Work Planning - plan for the work CDL / systemwide groups will do to support the SILS

• The document was created to gather the assumptions /brainstorms about what services CDL will be providing. Add them to the document as they arise for you.

• Bring this back to your FG

• The information collected here will be used to determine if CDL needs to hire more personnel and to surface expectations.

SILS Chairs meeting follow up

Review decision page on expanding access to Basecamp

Feedback on desirability of opening BC up to more users and best practices

15

Christine

Basecamp accounts in Implementation phase

• BC access would only be given upon request as needed.

• Would adding more members of your team to BC be beneficial? Yes

• Other questions to consider:

  • Will adding more people to Basecamp dilute its utility for the core user groups like PPC?

  • Will adding more people to Basecamp create too much work in answering questions and troubleshooting problems about Basecamp?

  • Limit to only cohort? Include local implementation team members who are not in the cohort? Allow ICs and others chairs to determine who on the local teams should be included? Ic’s should add local team members. It is important that whomever is added follows procedures and knows what to do with the answers. We should empower people to have access.

  • Should access begin immediately to allow new users to get used to Basecamp before Implementation begins or wait until Implementation phase launches on Nov 5? Groups should have access asap, for local members defer to what ICs believe is best.

  • What’s the best way to share best practices and what happens if users do not follow them? Chairs are responsible for ensuring that their group members are aware of the best practices and rules of the road. ICs are responsible for ensuring that anyone from their local team(s) is aware of those documents. We are all professionals and expect that people will do the right thing. Reminders if they do not.

Lessons Learned

Get some ideas for what would be useful as “lessons learned” at the end of vanguard

10

Caitlin / Christine

Nov 2: IC lessons learned; Nov 5: Test Implementation Kickoff (ExL presentation)

Do we want a lessons learned “Event”? The purpose would be to share what we learned throughout the Vanguard with others.

• Who exactly would be the audience?

  • Cohort

  • Non-cohort

  • Library leadership

  • Ex Libris

• What exactly would be the lessons learned? What is the content that would be beneficial for people to know?

  • Not just bad stuff! Could talk about how we think we’re going to go forward. Opportunity to bring people along our journey.

  • Could also be opportunity to celebrate and recognize people.

• Format: meeting? Who would come? How long of a time would we want for a meeting? OR write-up? Or other?

Xiaoli suggests we do something and block off that time now. From the chat Lisa wrote: Sharing, show and tell => good.

Sep/Oct meetings

Determine meeting frequency for September

5

Xiaoli

• For September: revisit whether PPC should cancel any meetings in Sep to accommodate testing.

  • Make a decision week by week

  • Slack and email PPC members Wed morning to see if they have any agenda items. If we don’t hear by noon, we assume no topics. No topics = cancel

Homework

Parking Lot

• Do we want a lessons learned “Event”? The purpose would be to share what we learned throughout the Vanguard with others. Add to 9/18 meeting or discuss through email

• Revisit whether PPC should cancel any meetings in Oct to accommodate testing.

• When can we finalize a date for FG decision-making?

TOTAL

80/90