2022-09-21 Meeting notes

Attendees

  • Thomas Bustos, Chair

  • Jackie Gosselar, Vice Chair

  • Lakshmi Arunachalam

  • Ramon Barcia

  • Greg Ferguson

  • Jeremy Hobbs

  • Sarah Lindsey

  • Caitlin Nelson (Out)

  • John Riemer

  • Zach Silveira

  • Neil Weingarten

  • Todd Grappone, Past SILS Leadership Group Chair

  • Mallory Gianola, Support Member (rotating-off)

  • Anna Arrieta, Support Member (rotating-on)

Meeting Recording

Meeting Recording

The meeting recording is available for download in the OT Shared Google Folder, which you can access using this link: https://drive.google.com/drive/folders/1xVbrwjCw25OPOMqyOe3xTdqiLI667bbJ?usp=sharing

 

Item

Desired Outcome

Time

Who

Notes

Decisions

Actions

Item

Desired Outcome

Time

Who

Notes

Decisions

Actions

1

Updates - from All-Chairs, Leadership Group, etc.

  • Provide updates from other SILS meetings

6 mins

Tom

  • Welcome Anna!

    • Anna will be taking over for Mallory as Support Member, since Mallory is going on leave

  • Updates from Leadership Group:

    • Working on doing a governance assessment; this will be coming to OT as well

      • Going to be looking at some of the ways the SILS Governance is and is not working

      • Will probably be reaching out to All-Chairs and groups locally, to provide feedback to LG

    • Working on a charge for a group to look at analytics

      • Looking into annual assessment and how analytics plays a role in that; foremost issue this group will be looking at

      • Also Alma analytics, how it works, adjust how we use it to benefit the system at large

      • Still working through these couple of layers because it’s such a big topic

      • Sarah heard from the UCSC DOC Rep that they’re looking into charging a group to look at the UCOP Stats

    • SILS Townhall - set for Sept. 29

      • A lot of it will be about the flow of communication; how things get into the SILS structure, identified, and worked on, etc.

 

 

2

Q & A Session - Including Questions on Slack since last meeting

  • Any questions from the team?

  • Questions from Slack?

2 mins

Team

  • Questions from Slack:

    • From Jackie - Does anyone know if there is a limit to the number of entries that can be added to the item statistics note fields?

      • Jackie has opened an ExL ticket, in case other folks don’t know

      • Documentation is unclear

      • Jackie will report back findings from the ExL ticket

 

 

3

Topics or questions for the Ex Libris Support Meeting

17 mins

Team

  • Made it known to ExL that we would like everyone in OT to have consortial account access so we can see each other’s tickets

    • Waiting to hear back about this, but expressed our wishes

    • There will be a training and introduction session on this role

      • After Alon gets in touch with the person who will be handling this training (Esther), OT-SC might have everyone join them on Sept. 28 to do some training on consortial account use

        • Hopefully everyone can attend, but if not the group will record the training session and make it available to folks

        • Tom thinks this is the time that the training will happen, but hasn’t been confirmed by ExL yet

      • There is a possibility that the training will have to happen at our normal meeting time, but we won’t know that until Alon gets in touch with Esther; more info to come

  • CJK indexing issue

    • Asked ExL to provide us with documentation about how long it took in the previous reindexing, so we have a benchmark we can look at, and so we know what to expect if we decide to do the CJK reindexing

      • ExL is fully confident that there shouldn’t be an issue

      • We should probably hold-off until we have the documentation, so we know what to expect

    • Next annual reindexing is in November; recommendation was maybe we allow the CJK change, so we can do the normal reindexing in November

      • Perhaps we implement the CJK change towards the end of October, and do the normal reindexing in November

    • What does everyone think of this?

      • This would be to include more of the characters, but still wouldn’t be able to have Cyrillic; progress, but not everything that we want

      • Concern about taking down user records; this hasn’t happened with reindexing before and is likely because the test happened in the sandbox

        • But we don’t know the full impact of the user records going down if the reindexing were to cause that

          • We have already gone through 2 reindexing instances, and this hasn’t happened

            • The reindexing will be the same; the other symptoms that we saw was because there wasn’t enough resources in the premium sandbox

            • This makes sense; and we shouldn’t see this issue

          • ExL did say that adding the language reindex is an additional parameter in the scheduled reindexing

  • As part of Ex Libris' Support Response and Time to Resolve Initiative (Project Flash): they will be following up on a number of backlogged cases

    • Many will have status or ownership changes as part of this initiative

    • Alon has provided a list of the tickets that are on this case review list: https://docs.google.com/spreadsheets/d/1QMm9HrDHymh39ezrtr_iXIxpih8MZwCR/edit#gid=1493230397

      • This list pertains only to the UC

    • Goal is to be more responsive, and part of that is getting rid of their backlog

    • Deprecation of two statuses: “pending workplan” (this means super low development priority, with two years to appeal) - ExL will close these now

      • And “pending product review” - ExL hasn’t been using it in our region

    • If a ticket of yours gets closed, and you need to keep it documented, comment on the ticket to ask that it is cloned

      • Goal is to have things not linger in development

      • Might not get immediate answers, but at least there will be communication

    • Tom recommends that folks respond with “I’m still looking into it,” to ensure our tickets aren’t closed while we’re waiting to test something or further look into something

    • Some cases that were in pending development, or some other languishing status, will not be under individual analysts

      • Instead will be part of a larger queue to be addressed

    • ExL also talked about not having their tier 2 analysts going down rabbit holes as much

    • ExL said this is starting to happen now-ish

    • Spreadsheet is there for everyone to look at; no immediate action item, but something to be aware of and keep an eye on

      • If there is something you would want to reach out to ExL about, feel free

 

 

4

Project Team and Working Groups Check-In - September 2022

12 mins

Tom / Team

  • Open Access Resource Management Project Team Check-In

    • Thoughts on this team’s feedback?

      • Seems like they’re sort of getting started still

      • Looks great

  • CDL Shared Collections in the NZ Project Team Check-In

    • Need more specificity on what they’re working on

    • We need to find out more about where the misunderstanding is occurring regarding the scope of this group

      • Something OT might need to reach out to them and find out what misunderstanding is happening; might need to do some expectation setting

    • OT Member knows someone on this group from their home campus, and they’re hoping there will be an outcome of creating this document; looking for help

      • We should ask them to be more specific and provide more clarity, so we can help them better

      • Seems like this group is feeling overloaded, and needs our help

    • Understanding which ExL tickets belong to this group, would help with OT-SC bringing up the tickets in the regular support meetings with ExL

    • We can take back to this group that the LG is looking into creating a small group/project team to look into analytics

    • LG is on top of the communication concern - will be directly addressed at the upcoming Town Hall

      • We as OT can go back to our local campuses and encourage folks to join this upcoming Townhall

    • Part of what this group is highlighting is that there are people on campuses who aren’t a part of SILS, and not having these key people in the SILS meetings makes it difficult

      • Especially with what this group is working on

      • It’s hard to pull non-SILS people in; this is a barrier for SILS success and it’s something that SILS needs to work on

        • i.e. CKGs working in a whole separate bubble

    • Best thing that OT can do is:

      • Encourage the people who do know how the communication should go, to keep spreading the word

        • Not sure how to best get this communication information out on the larger campuses

  • RLF Configuration Project Team Check-In

    • Will discuss in an Oct meeting; RLF Configuration PT will try to have it completed by Sept. 30

 

 

5

Anonymization Rules timing (RS OST)

Discuss and provide feedback by Sept. 30th

23 mins

Tom / Team

 

@Sarah Lindsey will reach out to Brandon at the CSUs to confirm whether CSUs are using the AFN
6

Executive Session

Private discussion as needed

 

 

 

 

 

7

Parking Lot

Capture important topics for future discussion

 

 

  • Taking the Temperature Survey

    • Discuss Responses from Survey, particularly the What worries you? and What are you most excited about? sections

 

 

8

 

Total

60 mins

 

 

 

 

 

The SILS mission is to transform library services and operations through innovation and collaboration. The future is shared!
Question? Contact AskSILS-L@ucop.edu