Recording of the meeting:forthcoming, see meeting recordings(please note: Zoom-hosted recordings will be available for 120 days after the meeting , after which they are automatically deleted by Zoom).
Discussion items
Item
Desired Outcome
Time
Who
Notes
Decisions
Actions
Item
Desired Outcome
Time
Who
Notes
Decisions
Actions
1
Start recording!
Welcome!
0
All
2
Quick announcements
5
3
SILS co-chairs update
5
Chris
Congratulations to campuses & CDL for making the 6/18 deadline (submitting forms and data)! Cutover is off to a good start and we are on schedule to meet our 7/27 go-live!
Preparing a letter to Ex Libris with our concerns on slowness with Alma and Primo. Will be asking for ExL to meet SLA times.
Working on go live planning and decision-making with ICs and Com Leads: 2 parts - making the decision, and recommending and implementing the decision. Each campus will have a decision-maker appointed by their UL. Still in the works. Meeting with the ICs tomorrow.
CoUL approved the SILS UCLAS-integrated shared governance structure, practices, and charges.
Phase 4 continues past go-live, until the end of Dec., and that the new, ongoing structure (when we're fully operational) commences Jan. 2022.
A UC-wide town hall is in the works for September; it will be devoted solely to shared governance.
We are now working together at a new level of collaboration.
Desired Outcome:
Understand how reporting and tracking issues works both at the systemwide level and at your local campus.
Ensure chairs are adding known issues.
Draft questions for Ex Libris
Understand timeline for this work and what needs to be in place by go-live.
Decide if we need a couple of volunteers to draft a process.
Big questions for consideration:
What needs do campuses have for reporting & tracking issues?
What communication channel(s) can we use?
What questions do we need answered about the process?
How does this process change after we go live?
How do we ensure issues rise to the needed level to be resolved?
What do we know now and don’t know now?
How have others done this? CARLI manages opening all cases at their systems office.
Who reports an issue?
Is it a local issue or systemwide issue (and how do we know?)
Do we checkin with each other before reporting the problem or just report it? (Per ExL, each campus should NOT open a case for the same issue; they need to allocate resources appropriately and understand how many institutions have the same problem)
How do we communicate among ourselves?
When do we need to collaborate more broadly?
When do other campuses piggyback on a case to emphasize it?
When does the SILS Operations Center (CDL) file a case on behalf of the group?
When do we seek help from other consortia?
How and when do we share an issue? (Note: You can add up to 5 emails on a case (to keep others informed).
What’s the process for reporting an issue to Ex Libris?
What info. do you need to provide? - see Marci’s description and links to documentation on Basecamp.
Who should have access to Salesforce?
Tracking known issues:
What rises to the level of going on the known issues page? (high level issues)
How do you decide whether to log the known issue on your campus “known issues” or on the SILS known issues or both?
What’s the process for translating what the issue means for patrons? Who does this work? (For now, it’s EUOS)
Post it on the patron-facing FAQ?
20
IC-PPC co-chairs + PMs
Volunteers:
Caitlin Nelson
Claudia Horning
Concern: Making sure that processes and decisions get communicated back down to campuses (instructors, students, etc) (also communication up and down the chain in general)
Caitlin: I would imagine that there will have to be a handoff from current SILS groups to new SILS groups, AND new campus groups.
Tom: Determining whether a problem is a systemwide or local issue may require a person looking at the reported issues to see if there is overlap.
We will have robust communication with existing Alma campuses and with like-consortia (CSU, CCC, etc.)
Priority is understanding the work that needs to be done by go live.
6
CDL update
Initial plan for NZ
Approach CDL will take to the work
What’s the process/decision page?
What is the work we’ve identified to date?
What are some of the constraints (e.g., can’t automate everything).
Work done by staff from within their own IZ instance: Bibliographic Record Management in the NZ:
Work done affecting the NZ by Ex Libris:
Q&A
From AEFG view, this model has worked well so far for us (ex. working w/ Liz M of RMFG and w/ Alison/Gem to make updates to NZ Import Profile templates in the NZ Alma instance).
You can do batch changes in your own IZ.
You can create and modify norm rules from your own IZ.
Where the data lives vs. where you can access the data. For example, bibs live in the NZ.
CZ, NZ, IZ are connected through bib records so you can make changes in bibs that effect multiple zones.
Decision page in the works about decisions that affect the NZ configuration and ensuring the NZ admins are aware of changes made to the NZ.
One NZ with different access points to it – from NZ itself or from IZ
NZ admins are working with FGs to identify NZ work and determine how it can be best accomplished – in the works.
NZ has trickle-down effects so careful management and limited access is necessary to maintain the integrity of the NZ.
Ongoing work that will be shared and documented.
7
Communication Operation Leads update (recurring)
Awareness of communications activities.
5
Ben, Adrian
(Final) This Month in SILS/UCLS tomorrow; focus on internal training and EUOS
Go-live announcements:
From chairs to cohort
Template for ULs to send to all-staff
Scenario planning for any delays
Fall town halls: Single-subject format
Ongoing shared governance in Sept.
How to solicit Oct-Dec topics? Most likely a Google form.
Lisa: Can see an e-res session after we finish the outbound linking updates.
The SILS mission is to transform library services and operations through innovation and collaboration. The future is shared!
Question? Contact AskSILS-L@ucop.edu