Report any major changes in availability / circumstances
10
Chairs
Reminder not to use pings on Basecamp (Ex Libris can’t turn them off.)
Checking in on campuses with “special” locations: do you feel like you have enough info to cover these (law schools, med schools, other locations, RLFs?) Do you feel like Ex Libris understands enough about your situation to help us make these work?
2
ILS Data cleanup / Patron Data groups / PPC
ICs know how it’s going with these groups
5
Chairs
Patron Data: going down to semi-monthly meetings because they’re doing so well they don’t need as many meetings! Trying to work on harmonization issues - whether we need any major harmonization or not at this point. Will likely push any major decisions to Fulfullment group.
Resource management, Fulfillment, Acq/ERM have been really busy
Discovery has been looking forward to what’s the difference between the NZ Primo and the IZ Primos
3
ILS Data Q&A with Ex Libris
How did individual campus Q&As go with UCSF, UCSB, UCB? Did you get your questions answered? What else do you need? What’s your level of confidence in understanding the process?
How do iii campuses share what they’ve learned?
Upcoming: UCSD 6/12, CDL 6/16, UCLA 6/18
Awareness that Laurie W (and other migration consultants) are available for one-on-one consultation via basecamp (post questions), zoom call, etc.
30
UCSF: productive meeting; still some questions. Feeling confident with the new timeline. Not sure how to identify which records to exclude/dupe issue for P2E. Pleased to have ExL’s offer of spending more time with each campus as needed. In general, Ex Libris documentation is not well edited.
UCSB: Very productive and we ended early (maybe not surprising). Confident in Laurie’s answers and relationship. Unclear whether he needs to send a data extract.
UCB: Laurie was only available for the first hour. Le and Leah could not answer most of their questions in the last 30 minutes. Still about half of their questions left to answer. 30,000 items on 1 record; have to break them up into multiple records. Lynne will test whether this really works in the Vanguard. Will likely need a second call. Sometimes ExL points to documentation that ends up raising more questions. Some questions can be answered in basecamp.
Laurie is fabulous! High value with her. Lower value with others.
Laurie will share answers from Q&A back to basecamp.
CN notes: We need to be tracking what we want to test: place copies of local test plans in the IC Google Drive
How do iii campuses share what they’ve learned (how long extracts take, Q&A, etc.)? Shared Google drive.
4
Meetings with Ex Libris for Vanguard and basecamp
Need to schedule weekly recurring meetings with Ex Libris for Vanguard and beyond
2 hour “office hours” for deep dives (exact day/time TBD)
5
Caitlin, Lena
Marci underscored how important it is to export everything and track how long each step takes, who’s involved, etc. That way, you know exactly how long it will take for the next phase (iimplementation test load)
Marci is with us from now until the end. She is fully, solely devoted 100% time to our project.
Wednesday mornings are good for Ex Libris for 2-hour office hours. PMs will poll ICs for the best time.
These meetings will start next Monday, June 15. Kickoff meeting June 15 will be a powerpoint high level project overveiw
Thursday, June 18 IC meeting will be reused for a deeper dive on timeline (2-4pm)
Timeline now reflects actual, hard deadlines.
Form deadlines are before data is due; however the logical path is to do the extract first. Timelines reflect the drop dead dates, but it’s expected you’ll get the data sooner. For form drafts, if it looks good, you don’t have to turn in another one, you’re draft will become the final one.
Where is the Migration form due for iii? It’s the start of the process.
Create working extract first but it doesn’t show up on this list.
Greg suggests having a combined task for “Data and draft forms” both due on July 17th. (then final forms due later if edits needed)
SFX is not listed on the timeline draft yet.
Does 5 weeks until July 17 feel spacious? UCB is concerned with the validator and breaking up records since they have exceeded the maximum export allowance
Tom: Concern if things don’t go well it’s. not much time.
Greg: concerned with 32 field export limit. initially concerned about not having destination fields for some of their data. will have to learn to live without some of those fields and come up with new ways to manage. Feels good about the extra time. Still has lots of basic questions unanswered on basecamp. Feels like they are having to digure things out themselves. Documentaiton is not complete and leads s to more quetions. This is what the vanguard is for
UCSF: Susan: Lots less to deal with . Can definitely make that deadline. Will be rewriting their documentation! will discover things as we go. Glad to be in this together with other campuses.
CDL: Timeline is better. Hard to gauge extracts and the time needed. Didn’t realize SFX and 360 were part of the extracts needed so soon. Staging is needed to ensure we get things done in time.
UCSB: Going to be OK.
UCLA: Question answered on basecamp. Ran tool against Ethnomusicology. Meeting internally to discuss. Good to go for now.
Radically simplified the timeline giving us 5+ more weeks.
Greg would like to announce now that a timeline has been proposed that pushes out the deadline a month. Others would like this too.
ICs will have 1 hour weekly project update on Monday 1-2 with Ex Libris (uses existing time)
Thursday, June 18 IC meeting will be reused for a deeper dive on timeline (2-4pm)
PMs will schedule 1 hour weekly project update Mondays 1-2
PMs will do a poll for office hours 2-hour slot.
Tom Bustos will change the June 18 meeting to end at 4pm.
Caitlin Nelson will share zoom link with Ex Libris for Thursday meeting 6/18
5
Timeline review
Stay up to date on timeline / deadlines
30
Caitlin
Work in progress/coming soon:
PMs are working with Ex Libris PM, Marci Deignan on new timeline for Vanguard. Basecamp timeline will be updated before June 18 meeting.
Vanguard kickoff meeting with Ex Libris on Monday June 15 (1-2)
Vanguard office hours deeper dive meeting with Ex Libris on Thursday June 18 2-4 (during regular IC meeting; extend 30 mins.)
“Ex Libris has proposed an extension plan that shows the first major deadlines in mid-July, so that's what we're currently aiming for. IC Q&As will continue next week, and the ICs will be be reviewing the full timeline on the 18th. If you have major objections to this timeline based on your FG work, please let me know right away.”
ICs will let their local folks know about the timeline as needed.
Caitlin Nelson to slack the #all-chairs with the announcement of the new proposed timeline.