2025-02-05 Meeting notes

The meeting recording is available for download in the OT Shared Google Folder, which you can access using this link: https://drive.google.com/file/d/1Og-VaFyncn0plXuiDiG6qnj4yDcnjUjY/view?usp=drive_link

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

• Provide updates from other SILS meetings

3 minutes

Sarah

• AC (Sarah)

  • discussion of “hats” that chair and vice chair wear - be clear about which “hat”/viewpoint is being worn when statements/opinions are shared

• LG (Sarah)

  • communications structures - pre and post SILS, areas of confusion

  • will be actively working on this in the next couple months

Topics or questions for the Ex Libris Support Meeting

• Ex Libris Support Meeting Agendas & Notes

• Any topics or questions that should be addressed at the next monthly Ex Libris Support Meeting?

• Ticket roundup?

10 minutes

Sarah/Team

• last meeting was on 1/17/25

• discussion pre-meeting start (5 minutes): add items to Ideas Exchange (include ticket numbers if available) to call attention to them for product managers

  • links shared by Lisa: https://ideas.exlibrisgroup.com/forums/308173-alma/suggestions/48978062-add-modify-fields-from-vendor-record-for-analytics and https://ideas.exlibrisgroup.com/forums/308173-alma/suggestions/48978215-add-detail-for-payment-method-accounting-departmen

• reminder from Gem to share ticket numbers by 2/18/25

• Gem noted a setting change to the NZ in January - affects physical inventory, ExL is unaware of why/how this setting changed

  • at the next meeting, Gem will be asking ExL not to make changes without our knowledge

  • John noted that staff searches for complete titles only retrieves holdings from their institution and not other campuses.

• UCSC “brown bag” event to go over new updates/tips/tricks/etc. for their own campus will not be widely shared

  • Caitlin is looking into something similar for system wide

  • Lisa suggested a “lightning-round” based format

• Current updates are opt-in, then opt-out when it becomes mandatory

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

• Any questions from the team?

• Questions from Slack?

2 minutes

Team

• Jeremy - question about limited role option

  • eagerly awaited arrival in the IZ, but not yet received

  • Gem shared this link regarding how to change that setting: Designs Analytics Roles

    • “To enable the limited roles, set the support_partial_analytics_designer parameter (Configuration > Analytics > General Configuration > Other Settings) to true."

Town Hall

5 minutes

Sarah

• proposed date: February/March

• Items to include:

  • WIP - Workstream Improvement Plan

  • support meetings with ExL (improvement efforts)

• please add additional items to the Slack thread (to be established soon by Sarah)

Orphan Bibs report

• updates from Gem (CSU input)

• determine a good time for this job to be run (end of March?)

7 minutes

Gem

• update from the CSUs

  • job against 25 million bibs took about 10 hrs.

• based on CSU feedback - start this job on Thursday 3/27/25, should be finished by Friday 3/28/25 with some buffer time over the weekend for any delays

• estimate for UCs: 15 millions records (excluding CZ records)

  • 1st step

  • will be reviewed before further/final action

• attempted with Analytics reports (much smaller than 15 million records) - always times out, Gem submitted a ticket for this issue

• Gem will be providing a writeup to share with campuses to check Cesar Chavez date for this job

WIP report

• discuss updates to this process

0 minutes

Caitlin

• For reference: WIP Preliminary Report

• SILS OT members were asked to add comments to this document by 12/13/24: Updated Comment Version as of 12/9

• Updates?

  • no updates

Expanded NZ Access

• Provide any additional input on this topic

• discuss NZ Expanded Access Team updates

0 mins

Caitlin

• table for next meeting

Updated NZ Dashboard

• demonstration by Gem

18 minutes

Gem

• For reference: NZ: Consortia Central Configuration Dashboard for Distributing Shared Configuration

  • highlights:

    • Reminder that viewing configuration settings happens from the edit page, so users will be mindful not to make inadvertent changes while viewing.

    • No changes should be made or distributed by any NZ users unless all campuses involved have approved the change or there has been an official SILS decision to do so.

    • No changes should be made or distributed by any NZ users without first undergoing training in how to make edits and distribute changes and informing SILS Operations Center of their plans.

    • If anything unexpected happens with editing or distributing, the user will notify SILS Operations Center as well as the appropriate SILS representative for any campuses involved.

  • Sarah would like to share with her campus to obtain feedback

• Gem shared a powerpoint and reviewed differences between the old dashboard and new

  • will be uploaded to the SILS drive and added to these notes soon

• email SILS Ops or submit a ticket with ExL if there’s anything that looks/behaves out of the ordinary

• security report - can notify us when the NZ is updated, not instantaneous but will run on a regular basis

Patron Privacy and Data Security Team

• preview of an ask from this group in April

2 minutes

Sarah

• From the team “we will be asking for their assistance in identifying key campus individuals for timely and effective patron data security incident response, as we work to create an escalation path for such incidents”

• Sarah asked OT members to start thinking about who this person would be at their campus

Pending projects / materials:

• FYI updates on anything we’re waiting for

0 minutes

Team

• (Revisit after August / Sept 2024 - revisited last on 11/13/24) Data Forms Privacy - revisit after data policy and privacy project team recommendations have been published

  • revisions are still pending

  • final report will be shared after revisions

  • Still awaiting final report from LG before further action

  • Gem to ask the Patron Data Privacy Team (once they’ve formed): Does the current data privacy form cover the use of patron data from all UC institutions and not just the home institution for appropriate business use? (decided on 11/13/24)

• Network user records purges (discussion to be continued)

• OT Work Plan

• Look at a down time period to run a job regarding Orphan Bibs Gem would like to run

  • Gem to touch base with CSU about their needs (decided on 1/22/25)

Executive Session

Private discussion as needed

0 minutes

Parking Lot

Capture important topics for future discussion

0 minutes

• Project Team Check-ins (quarterly basis - last check in was around March 2024)

  • OARM-PT

  • EIMP-PT

• Signature Success Program

  • paused during renegotiations

• Known Issues with Alma/Primo VE

• Alma Consortia Advocacy Group (ACAG) updates as needed

• SSO use in the NZ - updates from Gem as needed

  • SSO Options for Network Zone Accounts

Total

47 minutes