2020-04-23 Meeting notes

Date

Apr 23, 2020 2-2:30 pm

Attendees

@Tom Bustos , co-chair
@Carlo Medina (Unlicensed) , co-chair
@Ramon Barcia
@Susan Boone
@Greg Ferguson
@Lynne E. Grigsby
@Robin Gustafson
@Bill Hackenberg (UCLA) (Unlicensed)
@Jeremy Hobbs
@Gillian Keleher
@Sarah Lindsey
@Caitlin Nelson
@Alison Ray (CDL)

Not attending

@Alison Elizabeth Regan (Unlicensed) (on bereavement)

Future agenda items

Discussion items

	Item	Desired Outcome	Time	Who	Notes	Decisions	Actions

	Item	Desired Outcome	Time	Who	Notes	Decisions	Actions
1	Check-in / Logistics	Report any major changes in availability / circumstances	10	Chairs	business as usual! Nothing major to report… Bill: expressed a concern that not all IC’s are at 100% availability. Team discussion: what does “available” mean? Is there anything that’s going to dramatically slow us down, or hinder the project? These would be brought up to the group. Contingency planning: an artifact with a list of names of backups with emails should someone be unavailable. Backups need to consent to be a backup.		ICs will name their backup here: Contingency Backup contacts by Apr 30, 2020
2	ILS Data cleanup / Patron Data groups	ICs know how it’s going with these groups	10	Caitlin	ILS DC: Already going from Phase 3, very strong, no needs yet. Patron Data: hasn’t started yet, could liaise with Fulfillment FG? Caitlin: patrons have asked for clarity on deadlines. Specifics on what work is required for a deadline, and all the teams/people involved. What guidance are they receiving about what they’re supposed to do? Answer: the migration mapping form guides the work, plus experience from the Alma campuses. Sarah: offer a hard example, item 2 in the item record was used for multiple values historically, so had to be separated out into separate field. Caitlin: is patron data part of the data migration forms? Gillian: yes it is. The form does provide guidance on what should be in the migration form. Lynne: a migration form has a one-to-one relationship with a campus. One form per campus. Migration form examples are here: https://drive.google.com/drive/u/0/folders/1qAOIAy3P-kcEBYbvZLpeGzyZoiH31g5S Sarah: wants to point out these examples may not be consistently good. There are good parts, and there are other parts we might want to better this time.		@Caitlin Nelson slack the link to the sample form to the ILSDC and Patron Data groups. Caveat: this is a SAMPLE, and we wouldn’t do it this way again. @Caitlin Nelson Ask Maria to upload the migration forms to Basecamp
3	Timeline review	Stay up to date on timeline / deadlines	10	Caitlin	Basecamp scheduled items: https://3.basecamp.com/3765443/buckets/15553579/schedules/2379093803 Implementation forms done - YAY!!!! Training due tomorrow 4/24 EOD. Lynne: pointed out intermittent problems people are having with the training videos may be internet related, not specific to ExL. Tom: reported that reloading the videos may work to resolve video. Authentication forms due… as needed? Vanguard test load is August / Regular Implementation December? Collaborative Decision Making ToDo’s in Basecamp: Caitlin covered this in Agenda item “5 Network Zone Investigation” below. “Getting Ready” Resources ToDo’s in Basecamp: we will keep the Apr 30, 2020 due date.	Basecamp ToDo’s will remain one per IC Team, individually assigned to all IC’s. When done, IC’s will post a comment “done” and remove their name from Assigned To list. Or, @Bill Hackenberg (UCLA) (Unlicensed) will do this after the “done” comment is posted.	@Bill Hackenberg (UCLA) (Unlicensed) remove assignments from GTKA training ToDo’s in Basecamp for IC’s that are done @Bill Hackenberg (UCLA) (Unlicensed) assign IC’s to the “Getting Ready” Resources ToDo’s in Basecamp
4	3rd party integration forms	Review the form together, get any questions documented	20	Chairs	Prioritize the more important pieces: authentication, SIS. <vent> Guidelines are lacking! </vent> Question: do their APIs cost anything if we use them for SIS later? There is an effort cost to setting it up and maintaining it, and there are daily use limits (~100k in 24 hrs?) $ cost? Spine labeling - May 29th deadline Lynne: would like to set up a meeting with the Alma campuses so the Non-Alma campuses can ask questions. Carlo: “What don’t we know” meeting. Ramon: a lessons Learned meeting. Susan: What to focus on now and what we can wait until we’re live. Sarah: would cover how the barcodes got messed up post migration.		IC’s reply to Caitlin’s post the #ic channel in slack “Weekly Slack "what do you want to know from the Alma/Primo campuses?" thread. Reply with your topic and "thumbs up" here by EOD Tuesday.” Apr 28, 2020
5	Network Zone investigation	Start to plan for how we want to educate ourselves about the Network Zone, in anticipation of answering ExL config questions	30	Caitlin	Collaborative Decision Making to-do in basecamp Running doc with questions? Vision / principles / practices doc? Talk to other consortia What does ExL have in terms of defaults that we can take? Assumptions doc Q: Are all NZs the same? “when you’ve talked to one consortium, you’ve talked to one consortium.” Preread? What other resources are there? How do we know what questions we have? https://knowledge.exlibrisgroup.com/Alma/Implementation_and_Migration/Migration_Guides_and_Tutorials/010Alma_Migration_Considerations_for_Consortia https://knowledge.exlibrisgroup.com/Alma/Implementation_and_Migration/Migration_Guides_and_Tutorials/020Alma_Migration_%E2%80%93_Combining_Or_Separating_Source_Databases Lynne: Network Zones are different from one consortia to the next Sarah: there is not a lot of ExL documentation available on NZ’s Caitlin: is there something common from ExL on the settings that could be set? Sarah: there really isn’t any kind of defaults available. Caitlin: if the Functional Groups write vision docs on what they want, this can be input to the IC’s on how to setup the NZ’s. Lynne: the vision would be different from the principles in the Charge from the WG. Lynne: proposes that we read the NZ documents first and come back to this discussion after some study		@Caitlin Nelson assign consortia read in Basecamp, with due date Apr 30th
6	Other / Homework		10		Add Alma topics to the Slack #IC channel Apr 28, 2020 Complete four “Getting Ready” Resources ToDo’s in Basecamp by Apr 30, 2020 Read two NZ zone documents from Agenda item “5 Network Zone Investigation” above. Apr 29, 2020
7		TOTAL	90 / 90