2021-08-25

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Welcome!

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All

Quick announcements

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SILS co-chairs update

Awareness of project status in key areas:

1. Alma/Primo VE response times

2. Transition Task Force update

Folder: https://drive.google.com/drive/u/1/folders/1lq5pEjMkKWTazRZV7q_wg7Hl38ErhpLc

Team:

• Donald Barclay, UCM, DOC Liaison

• Christine Barone, SILS PM

• Sarah Houghton, CDL

• Michelle Polchow, UCD

• Hermine Vermeij, UCLA

• Lena Zentall, SILS PM

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Günter, Chris

Alma/Primo VE response times:

• Response times appear to be improving

• Next report is coming 8/30. That report may tell us more because it will come after Merced and Berkeley have begun their semesters.

Transition Task Force:

• Kickoff was 8/23. First deliverable will be the nomination form.

• Aiming for nominations to be done in November.

• Timeline with deliverables is in progress

• Co-chairs will be Lena and Christine

Timeline review (recurring)

Reminder: Implementation Timeline on Confluence for staff without access to Basecamp.

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

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PMs

• December 23 is the last day of phase 4.

• See Ex Libris meetings or Basecamp project meetings for other upcoming meeting topics

• Do you have a topic you want Ex Libris to present on? Request a meeting.

• Do you have something to share with the cohort and beyond at an Ex Libris Monday Project Status meeting? Let the PMs know.

Communication Operation Leads update (recurring)

Awareness of communications activities.

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Ben, Adrian

• Sept 21 Town Hall about new governance

• Oct-Dec is open for THs. Could make these single topics of broad interest

• Groups should Slack Ben and Adrian if they have an idea.

• Other venues are SILS News; Talk to PMs if it’s a topic for the cohort that could be discussed at an ExL meeting on Monday (1 hour) or Thursday (2 hours). See form linked here https://docs.google.com/document/d/1N9mip1f5Tb_c4NqAZ_BAxgSUlhl2uFpnDMRGuX0K2FI/edit#heading=h.s9xgvrgbbzzl or talk to the PMs.

Offboarding activities

Reminder: final versions are now available of the handoff docs below.

Deadline: December 3.

New: If your group has high priority work that needs to be done in January, flag it: list it as high in Priority, indicate January as the Timing, and provide details as needed in the Notes column.

Schedule your post-mortem when it makes sense to your group but before Dec 3.

• Post-mortem kit

• Handoff template

• Work handoff spreadsheet

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PMs

• Let PMs know if you have any questions.

• (Caitlin - raised during discussion on agenda item 7) I think we've been focusing on "Cohort" handoffs a lot, but maybe we need to talk about how to support local campus groups and inclusion.

Revisit this issue at a future SILS Chairs: talk about how to support local campus groups and inclusion handoffs from implementation to support and the ongoing SILS. (What is our role in this work?)

Report a problem process

Talk about "what would you like to see improved from our "reporting a problem" procedure (SILS general / Ex Libris)?

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Claudia & Caitlin

Report an Alma / Primo VE Problem current page.

MVP 2:

• (Caitlin) New infrastructure for sharing problems among ourselves is forthcoming.

• (Joe) Reporting to SILS Ops and legacy Resource Sharing team is an artificial split and it would be more efficient for CDL to consolidate these queues.

• Call out existing mechanisms specifically?

  • slack channels (open only to cohort); not archived

  • UC Alma google group - open to all campuses and is archived.

    • RMFG has that group as a possible reporting mechanism and ask people to use "Resource management" in the subject.

    • I like the idea of having subject line categorization!

    • It's helpful to also allow people to ignore/focus on their area as emails come in

    • subject line categorization helpful to also allow people to ignore/focus on their area as emails come in

    • Alison seconds Liz about bringing some of the subject organizing from slack into the listserv. + 2

    • Liz is right. As discussions move on, we lose access to answers if they are on Slack.

    • The UC Alma google group is a first stop for UC people to discuss issues.

    • Some issues are campus specific.

    • Make subject line understandable and descriptive enough to be recognized. We won’t jump into ontology, controlled vocabulary quite yet.

    • Yes on indicating the module field, etc... (I like distinction btn consultative - email/g-group vs. requesting action=>starting a ticket)

I want to request a new feature or enhancement, or, I want to talk about feature harmonization

• (Caitlin) Maybe some kind of "new idea proposal" queue for the FGs or their successors? The reason we moved to a SILS is to collaborate.

  • (Lisa) Thinking also on one of Josephine's earlier points re: campuses coming up with an idea that may need more harmonization/consideration - we can re-emphasize areas that are up to local discretion vs. areas SILS groups were looking at harmonization opportunities. (Like not all campus ideas need to come up to SILS/SGTF structure/groups...)

    • possible TH topic??

    • (Caitlin) So I'm hearing two potential action items: (1) brainstorm how to capture new ideas, (2) how to make and reinforce boundaries around local / harmonization tasks. Maybe (3) some polite language around "even if this is a local decisions it's still not time yet"

      • (Rikke) On #3: "Thank you for your suggestion. We're reviewing your input and prioritizing requests. " “

      • (Rikke) “While we review, we ask that you don't make the change for now. We'll get back to you by XYZ date” or 'While we review for impact on harmonization ...”

      • (Lisa) And link or wording that here are things free for local discretion.

      • Caitlin, Josephine, Tom will join the group to brainstorm ideas.

    • Should we have Principles? SILS Harmonization Principles from phase 3: https://libraries.universityofcalifornia.edu/groups/files/sils/docs/SILS_HarmonizationPrinciples.pdf

• Resources for asking what others have done and what the gotchas are:

  • Include links to email listservs outside UC such as ELUNA CA group, Alma lists, etc.

    • I love the alma listserv but it's a lot to try to keep up-to-date because of how much traffic there is.

Use UC Alma google group for communication among UCs. It’s archived and searchable.

Make subject line understandable and descriptive enough to be recognized. We won’t jump into ontology, controlled vocabulary quite yet.

• Caitlin, Josephine, Tom will form a group to (1) brainstorm how to capture new ideas, (2) how to make and reinforce boundaries around local / harmonization tasks.

Flagging any significant issues (recurring)

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Parking Lot

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

Capture important topics for future discussion

Total

50/50