2020-08-12

Zoom name

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Welcome!

When you join the meeting, rename your Zoom name to your name + SILS group (Mouseover your participant window, click on the […] dots dropdown to the right of “mute”, choose Rename.)

Ben, Neil, Lena will be watching chat today.

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All

Quick announcements (shared via Slack)

Welcome back Christine. She will be our meeting facilitator today.

Quick reminder that our meeting notes are public.

Deadline for setting passcodes on Zoom meetings was extended to September 27. Meeting passwords (passcodes) are already enforced for all free accounts. For Zoom for Government accounts, Passcodes or Waiting Rooms will be required on October 18, 2020. 

1

Lena

SILS co-chairs update

Chris and Günter will not attend the meeting this week due to prior commitments.

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Timeline review (recurring)

Awareness of what’s happening, coming soon in the project

We are in the Vanguard Phase (June 15 to end of October)

Vanguard campuses: UCB (iii), UCLA (Voyager), UCSB (Alma), UCSD (iii), UCSF (iii), CDL

• Jul 13-Aug 31: Vanguard Alma training -- includes weekly training Q&A with Ex Libris (will be recorded), organized by topic IN PROGRESS

• Jul 31: Vanguard data load and forms due DONE!

• August: Vanguard test load configuration IN PROGRESS

  • Aug 14 draft forms due

  • Aug 21 final forms due

• Sep 4: Vanguard Alma environment with test data ready for review and testing

• Sep 16: Vanguard Primo VE ready for review and testing (Sep 17 special meeting to introduce Primo VE)

• Week of Oct 5-9: Alma training workshops (IT working on schedule)

• End of October: Vanguard completion (estimated) & lessons learned

Upcoming special meetings with Ex Libris

• Aug 20 - data cleanup for the 4 areas that do not get wiped after the test load: Libraries, Locations, Vendors/ Vendor Interfaces, Resource sharing partners. Questions due on BC 8/6

• Aug 27 - shared vendors/workflow for e-resources. Questions due on BC 8/13

In the works…

• How UC RLFs work (audience: Ex Libris)

• Resource sharing for non-returnables

• Authority control

5

Christine

Communication Operation Leads update (recurring)

Awareness of communications activities

5

Ben

• 8/18 Town Hall reminder (sourcing advance questions!) Send 1 question to facilitate greater conversation. PPC co-chairs will be presenting!

• Chairs Meetings: Report & recommendations by end of August

Vanguard testing

Awareness of testing planning progress; Q&A

Alma environment: Sep 4 (hoping to get the test environment early on the 4th since the following week is a short holiday week)

Primo environment: Sep 16

15

Tom and Carlo (IC co-chairs)

1. ICs will be spearheading local testing and distributing local accounts in the VG instances.

   1. Each IC/local VG campus is in charge of their own test plan(s) and accounts

2. FG Chairs will be spearheading systemwide testing, and will be requesting VG instance accounts for non-VG FG members as needed on this form https://docs.google.com/spreadsheets/d/1TdOXbR7E13UUZPWsx2NYkfP-jCkNq3TDgsmxZQYOKQo/edit#gid=0

   1. FG members who are from VG campuses will have accounts at their home campus in addition to any necessary non-VG accounts.

3. Non-VG local campus staff who wish to view VG data can request an account after September 2020.

4. All accounts will be given “admin” level privileges in the appropriate modules, unless instructed otherwise.

Test Plans:

1. ILSDC / Data Validation checklist is the foundation (being published at the end of August)

2. Local campus test plans focus on local needs

3. FGs are creating their own test plans based on systemwide decisions.

4. Once we have the environments, Carlo will be working on getting 5 patrons and locations ready so permissions can be set and testing can be done

Questions:

Q: My group had a question about how to address/expectations for testing workflows or decisions related to tangible materials and other areas that are impacted by remote work? I'm curious if other chairs have run into that yet? We can’t move print materials to test since we can’t go into the library.

A: Some campuses have employees in the libraries doing curbside pickup so they could test handling physical materials workflows.

Q: What’s our strategy for providing accounts to non-VG?

A: The 4 or 5 FG members in the vanguard campuses can start testing right away.

Hoping for flexibility - some of the consortial-level testing (by FGs) may take longer than local testing items. We'll have to see what the time estimation is for the FG testing. Can some FGs get accounts sooner? Once test plans are complete, the FGs will have a better sense of how much time might be needed.

Estimating to give local campus implementation teams some time to ensure the system is working as expected before releasing it to others outside their campus.

Timeline

• Alma Instances are available on Sep 4 (Primo on Sep 16)

  • Accounts start being made

  • Extra config starts being done

• “Data Review” special meeting on the Sep 10th (Th)

  • Maybe have accounts for people ASAP so they can get a taste of the environment before this meeting?

  • Testing should begin in earnest after this date at the latest

• Targeting early October for adding non-VG members/guest accounts. Want to give local testers a chance to run tests before giving out guest accounts. It may also not take the campuses that long and accounts could be given out sooner.

• Members of FG who are in the VG can run the testing for FG test scenarios.

Flagging any significant issues (recurring)

As we approach the start of the semester and start of K12, are you hearing from any of your group members about needing to reduce their time on SILS or step down? (poll)

If so, were you able to put any mitigations in place to make it easier for members to continue?

Do you do a regular checkin at meetings to flag covid-related issues like this?

Reach out to the PMs.

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Time-permitting

• Re-opening plans are taking time as well as childcare/school.

• Changing meeting times is one option that can help

• Still a little early for schools and quarters to begin. We may see reductions later.

• Poll results:

Open

Parking Lot

Feel free to add a topic to the Proposed agenda topics page on Confluence

Capture important topics for future discussion

30/50