2020-07-02 Meeting notes

Date

Apr 30, 2020

Zoom:

Attendees

@Neil Weingarten
@Stacy Brinkman (Unlicensed)
@Rebecca Greer (Unlicensed)
@Bonnie Hain-Anderson (Unlicensed)
@Turnbow
@Caitlin Nelson

Not attending

Future agenda items

Discussion items

	Item	Desired Outcome	Time	Who	Notes	Decisions	Actions

	Item	Desired Outcome	Time	Who	Notes	Decisions	Actions
1	Internal Training Updates			Chairs
2	End User Outreach Updates			Chairs	Have paused some meetings due to a lack of tasks. Have gathered articles for group members to read about how other consortia have dealt with the migration. Stacey put together a communication spreadsheet that lists methods of communication in use at each location. Are working towards a list of planned communication strategies. Libanswers: interactive FAQs - need to look into usage for this. Feeling in the room is this could be beneficial.
3	Caitlin Joining the TOC			Neil / Caitlin	Caitlin’s role: UC Libraries’ primary point of contact with Ex Libris Manages the implementation timeline Primary liaison between the coordinator groups and the WG (IC, PPC, TOC, WG). Also attends the PM meetings as liaison. Bring the timeline to this group and work with us to determine how our work integrates. Advocate for resources What roles are there on this group? → Team Charter NW: PM (UCD) “co-chair” = Dominique Others have been “appointed” to the group Maybe that we’ve been doing it for a while, it might be time to reflect a little and reconsider the needs. → Team Tuneup It would be helpful, when we have questions: like who would be doing the graphic design for end user communications? Each campus might have graphic design department or person, but would we want something consistent. End User work is tied to the Primo work that’s going on. Folks are slammed in the education dept, with COVID stuff. Stacy, Melanie, and ComLeads are meeting at least once a month to talk about communications – we decided to create this group because of early questions around FAQs, timelines, etc. Not on the structure but we needed it. From Lena: TOC has been a bit isolated from the other coordinator groups (ICs, PPC) and as a result hasn’t had all the information they needed to plan effectively - particularly around timelines and priorities. Caitlin Nelson is officially starting today, July 1 as SILS Service Manager (SSM). One of her roles is to be a conduit for information sharing between the coordinator groups (PPC, IC, TOC) as well as WG and Operation Leads. We’re seeking WG approval to have her officially join as a liaison on TOC. This has been endorsed by SILS Steering but has not yet been vetted with Working Group. It’s on the WG consent agenda for July 10. Caitlin has the go-ahead to join TOC meetings now. I believe she’s planning to join your TOC meeting tomorrow. In hindsight Caitlin should have been on TOC from the beginning but that would have put her over 100% time. After evaluating the actual SSM work, it’s clear the Coordinator groups (IC, PPC, TOC) are critical areas and we’ve reduced her time on the WG (which doesn’t have much project work) so she can join TOC.	Add agenda item to ongoing meetings to discuss the timeline. Would be good to tune up the group. Plan to do so next week.	@Stacy Brinkman (Unlicensed)@Caitlin Nelson Spin up a decision page for the need for a graphic designer for EUO materials, as well as potentially IT, notify Neil and Caitlin once it is ready. @Caitlin Nelson Bring the timeline to the next IT and EUO meetings so the chairs can bring to their team’s meetings.
4	Vanguard Training Updates				1st week emails sent yesterday Discuss upcoming work A lot of questions have come in. Some confusion among the chairs about what their role is in pushing out the emails. Logistical questions from the IT members.
5	Certification check-in
6	Trainer check-in				When do we need to ID candidates for Train-the-trainer? (timeline question)
7	Next Meeting		5