2020-10-29 IT-SC Meeting Notes

Check-in / Items to add to agenda? (recurring)

5

All

Review the previous action items: 2020-10-27 IT-SC Meeting Notes

Ex Libris report (recurring)

5

Neil

Report from Tuesday meeting (/wiki/spaces/ExL/pages/868647005 Notes) and ask any questions for Thursday

Fall training update: Only questions for User Management module.

Spring training update: see below.

• Neil Weingarten Email Marci to ask for schedule for analytics & Primo workshops / ask about missing 2 training blocks
• Neil Weingarten to report to ExL: (1) we’re moving forward with ranking the 5 new inst. (2) we will have 2 workshops for current Alma campuses.

Calendar & Timeline check-in / Communications (recurring)

Know what’s coming up and what communications need to go out

10

Team

Timeline / Work Plan: https://docs.google.com/spreadsheets/d/13CSVYsPVnWvg_Lqw2LrAEhmsWn6H6IPK9299QAt9vAA/edit#gid=1864386615

Katie can fill out some dates on P4 Service tab (emails etc.)

Brian’s calendar = confluence public calendar → audience is everyone so they know what we’re working on and visibility into IT work / upcoming events.

• all - review work plan to update tasks and dates, etc

Upcoming Events (recurring)

Know what’s coming up and assign work

5

Brian (and team)

• Monday Q&As: Neil when there are training ones

• Town Hall: monthly

• SILS Chairs: bi-weekly (Wed 9am)

• Coordinators mtg: maybe this would be useful once they start meeting? Invited to slack channel

Fall Trainings

Understand what needs to be done for fall trainings

5

Team

• Will Week 1 include only User Management questions? YES

• Who does the transferring of questions from forms to Basecamp?

  • Neil: I usually do this. Katie willing to learn about this.

• Brian question: Primo configuration training - is meant to be completed just before the Primo forms are completed. No Q&A for that one. Takes it out of this fall training and makes it separate.

  • Previously we “winged it” and delegated to FGs mostly

  • Brian: pull it out from the confluence site for now

  • postpone this for future meeting

• Brian David (Unlicensed) pull primo configuration page from trainings list for time being

Questions about Fall Training emails

10

Katie

• Document with draft emails is in drive.

• When do we want to schedule these to go out? Katie put tentative dates on the document. Went for Tuesday morning for consistency, but they’re a little all over the place because of holidays.

  • We trust Katie, and also add a post-holiday reminder.

• Should we include a link in the email to the spreadsheet with recordings of previous sessions?

  • YES - wait for Caitlin for the link.

• Outstanding questions about Primo emails - DONE

• Caitlin Nelson check with Lena and Christine about the recordings spreadsheet for the new phase.
• Katie Ritchey (Unlicensed) create reminder emails for lengthy time slots over breaks
• Katie Ritchey (Unlicensed) schedule emails that are ready to go out

Spring Workshops

Understand what needs to be done for spring workshops

15

Team

ExL is holding these weeks for us.

• The workshops should begin on Mondays (corrected dates)

  • 3/1/2021

  • 3/8/2021

  • 3/15/2021

  • 4/5/2021

  • 4/12/2021

  • 4/19/2021

  • 4/26/2021

  • 5/10/2021

Next step:

1. Decide which 5 “new institutions” go when → Needs to go to ExL ASAP

   1. People decided they wanted to be able to rank top five choices, and collate it from there.

   2. Process: give the IT reps the dates to rank,

      1. What is the deadline - one week. Remind people that they are authorized to make a decision without massive feedback.

2. Decide how to break out the 5 current Alma institutions (if we do one or two workshops)

   1. Two workshops.

   2. Real IT discussion about how to break them up.

3. Get clarity on the CDL / Network Zone proposal if needed: are we accepting their offer for this?

   1. YES

   2. Question for ExL: what is the content here, is it really for NZ staff, or general?

4. Did we ever get answers from Megan about Analytics and Primo sessions?

   1. Neil followed up 10/29

5. How else do we want to use our 2 remaining workshops?

   1. 1 Primo and 1 Analytics

   2. UC Davis Law question - do they get their own workshop?

   3. How do we prioritize UC Merced?

   4. What other topics or timing do we want?

   5. Extra one for current Alma campuses if needed?

Two workshops for current Alma campuses.

• Neil Weingarten will send dates to IT team in advance of Friday meeting.
• Turnbow to make draft ranking form

Agenda for IT

Get the agenda drafted and published for members and chairs to be updated

5

Neil / Team

This week’s meeting: 2020-10-30 IT Meeting Notes

• QA invites - IT members can change when they send out locally.

• Talk about the “documentation gathering” at each campus.

  • UCSD having a hard time getting input

  • UCSC not so much - already on Alma/Primo

  • Can we start creating a master list to look at?

• Add recurring item for WorkPlan / timeline review and Upcoming Events as well.

  • Pull out the relevant pieces of info for folks

• Reminder that whoever volunteers has the support of the SC

  • Clear action items? Examples?

• Add a recurring covid / availability check-in

• Bring the Spring training form to the group, set deadline for one week.

• Bring up the work plan for bringing stuff over from Basecamp to Confluence, and get volunteers for doing that.

Parking Lot

• Nov 6: Two workshops for current Alma campuses: discussion for how to split them up.

• What to do about future “one off” trainings like Primo Certification or Fullfillment network, etc?

TOTAL

60 / 60 min