2020-10-13 IT-SC Meeting Notes

SDate: Oct 13, 2020

Expected Length: 12-1pm

Location: Zoom (See calendar invitation or inquire with Chair for Zoom details)

Attendees:

@Turnbow (San Diego; co-chair)
@Neil Weingarten
@Caitlin Nelson
@Katie Ritchey (Unlicensed) (co-chair)
@Brian David (Unlicensed) (co-chair)

Not attending:

Prior to Meeting:

Agenda

	Item	Desired Outcome	Time (mins)	Who	Notes	Decisions	Actions

	Item	Desired Outcome	Time (mins)	Who	Notes	Decisions	Actions
1	Check-in / Items to add to agenda?
2	Primo email				Change reference to Alma Update date to December 18th.
3	Spring Workshop Discussion				Action item from below: “NW will send IT questions about the spring workshops to Marci (for Megan) in preparation for planning.” So IT-SC should start to organize questions about the spring workshops from the IT team for a meeting with the ExL folks. What questions do we have? Who should be at that meeting? If it’s the whole team - can they meet at a Friday IT meeting? If it’s the SC is there another time? When should we schedule the trainings? March 3 weeks, April 4 weeks, May 2 weeks Do we want the same trainer and consecutive workshops? Or can they do concurrent workshops? From the Ex Libris notes: [Q for Marci] What is the maximum time allotted for the spring workshops? A: Different amounts of time for different workshops. Marci will check with Megan. [EXL Response] For the Five institutions new to Alma and Primo - each institution needs a dedicated workshop (5 Workshops) Note: Workshops will cover Alma workflows for individual institutions as well as consortium workflows. For the Five live institutions – Ex Libris recommends a shared workshop. (1 or 2 Workshops) Note: Workshops will cover Alma workflows for individual institutions (as a refresher) as well as consortium workflows. The workshop can be delivered twice if required. UC Davis Law will participate in this workshop Per Megan for the workshops above: Number of days: The UCs already agreed in our last meeting to keep the single institution workshops to 5 days. Session length: These sessions can be spread across 4 or 5 days according to the individual needs of each campus (or for the shared workshop). [Lena’s notes and not authoritative] Maximum hours: Normally, 21 hours in person (3 in-person days). For remote, it was 17 hours for the vanguard workshop over 6 days. (6 days was an anomaly.) Fewer than 20 hours is a ballpark. For the Managing consortium data, workflows and configuration workshop – this is a workshop for CDL and anyone who will work in Alma NZ (1 Workshop) Per Amanda Robertson (as her functional consultants worked on developing this) - this workshop is estimated to be sixteen hours of remote delivery and can be spread over 3-4 days Similar workshop proposed for both the 5 new and 5 existing Alma institutions but the conversations and question are different - more in depth for the existing Almas. Can one institution talk about one topic for several days? Advice to talk to Megan early in the process so everyone is on the same page about expectations. Goal is to understand the parameters of the workshops so IT can come prepared to a meeting with Megan. IT had some challenges on how to share recordings with local teams. IT will decide whether to do a formal survey on the fall workshop. However, they may debrief in the IT group. Considering a survey on what would staff like to see for the spring workshops.
4	Workshop survey				Sounds like we are good to go for the 4 question survey. Probably the best way to distribute is through individual IT members. DT will send it out to SILS cohort. Need to tell IT team members to forward to local members as well. Deadline for submissions: October 28th. Follow up at October 30th IT meeting		@Turnbow send out the workshop survey to the SILS cohort and notify the IT team to forward locally.
5	Agenda for Friday’s meeting				Work List check-in Spring Workshops → discussion around the dates for Friday. Certification List		@Katie Ritchey (Unlicensed) remind and UCLA to complete their certification list. @Neil Weingarten Talk to the UCSB IC to get a contact point while Catherine is out.
6	Parking Lot
7			TOTAL	45 / 60 min