Discuss what the appropriate lines of communication are for flow of information between systemwide project and local campus groups.
June 4, Ben & Adrian were tasked to discuss whether a single contact is needed for communication with local campus groups and bring back to Ops Leads. (See June 4 Com Leads notes)”
(from parking lot) Communication contact for each campus? What work would we be giving this contact? We’ve got campus reps on every group except the Ops Leads – is this sufficient?
From IC charge: Serve as the campus primary contacts for the SILS (the SILS Service manager is the primary contact for coordinating with the vendor);
20
Ben & Adrian
What is the scope? Scenario, a campus has an all-staff meeting coming up, and asks for someone to give a SILS update. Would this fall to the IC? It depends.
ICs should serve as the campus primary communication contact for the SILS. Don’t want to overload ICs, however, the workload as communication contact should be light. Each SILS group has a campus representative. No reason for that campus rep to go through their IC; they are able to represent the campus for their expertise and they are expected to communicate broadly.
Alternatively, the chair of the local group could be designated as the campus primary communication contact. However, more than half of these chairs are the ICs.
Bring this issue up at the all-chairs meeting: Ensure that campus reps know they are a channel of communication from the systemwide project to their local groups. Campus representatives do not need to go through their Implementation Coordinator to communicate locally. Each SILS group has a campus representative who is empowered to be a channel of communication from the systemwide project to their local group. Reps should take concerns to: 1) their local campus group for discussion and/or their SILS group co-chairs. Reach out to the Implementation Coordinators Group as a last resort. Campus representatives have two roles: as experts in their subject area (systemwide hat) and as representatives for their local campus (campus hat). They are expected to consult broadly at their campus.
Who is the audience for a summary of how local groups are organized? Other campuses are interested in how each other has organized.
Explore interaction between local groups and SILS (e.g., an issue about training should go to the Training Group); Add chairs of local groups to the spreadsheet. They are an important stakeholder.
ICs should serve as the campus primary communication contact for the SILS.
Campus representatives are the expert representatives for their groups and should be empowered to communicate directly to their local campus groups and not have to go through the ICs.
Keep the local groups spreadsheet on Confluence (email address privacy.) Add chairs of local groups to the spreadsheet. They are an important stakeholder.
Lena Zentall (Unlicensed) to bring to the All Chairs meeting reminder of communication flow from reps to their local groups. see notes.
Adrian Petrisor and Ben Alkaly (Unlicensed) will draft an email to lC with what info should be included in summary of how local groups are organized spreadsheet. Add chairs of local groups to the spreadsheet.
4
Timeline
Determine what events and format will be most effective in the Confluence project timeline.
Gantt chart looks great for communicating the high level timeline.
Is the SGTF timeline too much, or just enough info? Who is the audience? Agreement that shared governance timeline is useful for the project, but might be meaningless to some campus viewers.
Adrian Petrisor will move the new Timeline overview to the SILS home space.
Suggestion to review and possibly integrate some of the Harmonization principles as new SILS principles.
Who is the audience for the principles? Project team and stakeholders.
Ops Leads do not want to review the SILS principles as a group since 4 of 6 members will review them wearing their WG hat. Ben offered to look at them in advance of the WG discussion.
Awareness of upcoming communications and anything needed
0
Ben, Adrian
Training materials article is in the works; working with Neil; aiming for Thursday release.
8
Parking Lot
Communications Workplan - allow 15 minutes for Ben to present at WG
For Thursday Ops Leads, update from Neil on certification training 10 minutes
9
Total
60/60
Future Agenda items
Communication flows review (Ben)
Review outstanding premortem risk mitigation actions with PM Lead
For decision pages, PMs to ensure the RACI section is filled out properly. (Talk to PPC about this)
Item
Desired Outcome
Time
Who
Notes
Decisions
Actions
1
Check-in / Logistics
Report any major changes in availability / circumstances
10
Chairs
Reminder not to use pings on Basecamp (Ex Libris can’t turn them off.)
Checking in on campuses with “special” locations: do you feel like you have enough info to cover these (law schools, med schools, other locations, RLFs?) Do you feel like Ex Libris understands enough about your situation to help us make these work?
2
ILS Data cleanup / Patron Data groups / PPC
ICs know how it’s going with these groups
5
Chairs
Patron Data: going down to semi-monthly meetings because they’re doing so well they don’t need as many meetings! Trying to work on harmonization issues - whether we need any major harmonization or not at this point. Will likely push any major decisions to Fulfullment group.
Resource management, Fulfillment, Acq/ERM have been really busy
Discovery has been looking forward to what’s the difference between the NZ Primo and the IZ Primos
3
ILS Data Q&A with Ex Libris
How did individual campus Q&As go with UCSF, UCSB, UCB? Did you get your questions answered? What else do you need? What’s your level of confidence in understanding the process?
How do iii campuses share what they’ve learned?
Upcoming: UCSD 6/12, CDL 6/16, UCLA 6/18
Awareness that Laurie W (and other migration consultants) are available for one-on-one consultation via basecamp (post questions), zoom call, etc.
30
UCSF: productive meeting; still some questions. Feeling confident with the new timeline. Not sure how to identify which records to exclude/dupe issue for P2E. Pleased to have ExL’s offer of spending more time with each campus as needed. In general, Ex Libris documentation is not well edited.
UCSB: Very productive and we ended early (maybe not surprising). Confident in Laurie’s answers and relationship. Unclear whether he needs to send a data extract.
UCB: Laurie was only available for the first hour. Le and Leah could not answer most of their questions in the last 30 minutes. Still about half of their questions left to answer. 30,000 items on 1 record; have to break them up into multiple records. Lynne will test whether this really works in the Vanguard. Will likely need a second call. Sometimes ExL points to documentation that ends up raising more questions. Some questions can be answered in basecamp.
Laurie is fabulous! High value with her. Lower value with others.
Laurie will share answers from Q&A back to basecamp.
How do iii campuses share what they’ve learned (how long extracts take, Q&A, etc.)? Shared Google drive.
4
Meetings with Ex Libris for Vanguard and basecamp
Need to schedule weekly recurring meetings with Ex Libris for Vanguard and beyond
2 hour “office hours” for deep dives (exact day/time TBD)
5
Caitlin, Lena
Marci underscored how important it is to export everything and track how long each step takes, who’s involved, etc. That way, you know exactly how long it will take for the next phase (iimplementation test load)
Marci is with us from now until the end. She is fully, solely devoted 100% time to our project.
Wednesday mornings are good for Ex Libris for 2-hour office hours. PMs will poll ICs for the best time.
These meetings will start next Monday, June 15. Kickoff meeting June 15 will be a powerpoint high level project overveiw
Thursday, June 18 IC meeting will be reused for a deeper dive on timeline (2-4pm)
Timeline now reflects actual, hard deadlines.
Form deadlines are before data is due; however the logical path is to do the extract first. Timelines reflect the drop dead dates, but it’s expected you’ll get the data sooner. For form drafts, if it looks good, you don’t have to turn in another one, you’re draft will become the final one.
Where is the Migration form due for iii? It’s the start of the process.
Create working extract first but it doesn’t show up on this list.
Greg suggests having a combined task for “Data and draft forms” both due on July 17th. (then final forms due later if edits needed)
SFX is not listed on the timeline draft yet.
Does 5 weeks until July 17 feel spacious? UCB is concerned with the validator and breaking up records since they have exceeded the maximum export allowance
Tom: Concern if things don’t go well it’s. not much time.
Greg: concerned with 32 field expoert limint. initially concerned about not having destination fields for some of their data. will have to learn to live without some of those fields and come up with new ways to manage. Feels good about the extra time. Still has lots of basic questions unanswered on basecamp. Feels like they are having to digure things out themselves. Documentaiton is not complete and leads s to more quetions. This is what the vanguard is for
UCSF: Susan: Lots less to deal with . Can definitely make that deadline. Will be rewriting their documentation! will discover things as we go. Glad to be in this together with other campuses.
CDL: Timeline is better. Hard to gauge extracts and the time needed. Didn’t realize SFX and 360 were part of the extracts needed so soon. Staging is needed to ensure we get things done in time.
UCSB: Going to be OK.
UCLA: Question answered on basecamp. Ran tool against Ethnomusicology. Meeting internally to discuss. Good to go for now.
Radically simplified the timeline giving us 5+ more weeks.
Greg would like to announce now that a timeline has been proposed that pushes out the deadline a month. Others would like this too.
ICs will have 1 hour weekly project update on Monday 1-2 with Ex Libris (uses existing time)
Thursday, June 18 IC meeting will be reused for a deeper dive on timeline (2-4pm)
PMs will schedule 1 hour weekly project update Mondays 1-2
PMs will do a poll for office hours 2-hour slot.
Tom Bustos will change the June 18 meeting to end at 4pm.
Caitlin Nelson will share zoom link with Ex Libris for Thursday meeting 6/18
5
Timeline review
Stay up to date on timeline / deadlines
30
Caitlin
Work in progress/coming soon:
PMs are working with Ex Libris PM, Marci Deignan on new timeline for Vanguard. Basecamp timeline will be updated before June 18 meeting.
Vanguard kickoff meeting with Ex Libris on Monday June 15 (1-2)
Vanguard office hours deeper dive meeting with Ex Libris on Thursday June 18 2-4 (during regular IC meeting; extend 30 mins.)