2021-4-2 IT Meeting Notes

Date: Apr. 2, 2021

Time: 1-2pm

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

Attendees:

@Erika Quintana (Riverside) (Step B+)
@Antoinette Avila (Unlicensed) (Irvine) (Step B+)
@Catherine Busselen (UCSB) (Step B+)
@Katie Ritchey (Unlicensed) (Santa Cruz; co-chair)
@Sylvia Page (Unlicensed) (Los Angeles)
@Brian David (Unlicensed) (CDL; co-chair)
@Elizabeth McMunn-Tetangco (Unlicensed) (Merced) (Step B+)
@Peter Soriano (Unlicensed) (Berkeley)
@Bonnie Hain-Anderson (Unlicensed) (Davis)

Not attending:

@Caitlin Nelson (SSM)
@Joanna Kang (Unlicensed) (PM)
@Josephine Tan (Unlicensed) (San Francisco)
@Turnbow (Co-Chair; San Diego)

Agenda

	Item	Desired Outcome	Time (mins)	Who	Notes	Decisions	Actions

	Item	Desired Outcome	Time (mins)	Who	Notes	Decisions	Actions
1	Consent to Record		2 min	All
2	Volunteering Availability (Standing Item)	Track who is available to volunteer to work on tasks outside of meeting over the next week.	FYI	All	Members please prepopulate with your availability. AA - Thurs & Fri Afternoon EMT - Thurs afternoon; Monday before 1 PS - Mon after 2, Tues before 1 EQ - Wed & Fri morning BD - Wed midday, Thurs afternoon, Fri morning BH - Wed, all day SP- none! my workshop week CB - no availability this week
3	Upcoming Events (Standing Item)	Create awareness around upcoming tasks/events	FYI	Chairs	Updated Work Plan: 4/12 - AFN Configuration Review 4/22 - Fiscal Period Close
4	Announcements (Standing Item)		2 mins	Katie	Basecamp questions may take more than one week to answer. Tip: post an update question if you want to prompt EXL to answer (ex. is there an update to this?).
5	Primo VE Configuration Workshop Discussion		20 mins	All	Primo VE Configuration Workshop Schedule - Approved schedule with training recommendations Potential Participants List Primo VE environment: still being decided by ICs, have until 2 weeks before workshop to decide. Questions for future consideration: Who can attend? How to do registration? How to do zoom link? [Update] Lena has created one zoom link for all of the sessions and there will be a CDL staff member be the co-hosts/backup hosts to record. Still working out who will record each session. For invitation: Lena can send this out. Needs description, participant list or self-selection instructions on who should attend if the invitation will go out to SILS cohort list Need to be cognisant of recording / transcripts / etc How to manage questions?	Will update Primo VE Workshop title to include word “configuration”	@Brian David (Unlicensed) to update Confluence @Katie Ritchey (Unlicensed) to update Google Docs
6	Subgroup Round-up	Hear from each of the subgroups	5 mins	All	Training Documentation Hub Update: First UC Workflow is live - yay! Is this a testing workflow? Should that be called out if so? See notes --> Going to ask for Word Docs in the future to help with remediating documents for accessibility Communications Report Waiting till participants are decided before sending out Primo VE announcement Local Training	The group sending the workflow needs to clarify if it is local, for testing, or an ongoing workflow.	@Brian David (Unlicensed) and @Katie Ritchey (Unlicensed) will make brief announcement at Chairs meeting Communications team will include as a reminder on future emails
7	Spring workshop Recaps Each campus has it’s own space to post Questions/Action Items in Basecamp: Merced Berkeley San Francisco San Diego UCLA UCSB & UCD UCI, UCR, UCSC Send titles for search demos to EXL trainer and copy Marci.Deignan@exlibrisgroup.com by Wednesday, EOD, before your training. These titles should be relevant to your collection. This is an opportunity to guide the search demos and have more robust search results that are a better match for your environment. Trainers: UCLA - Jessica Alverson Jessica.Alverson@exlibrisgroup.com San Diego - Jenny Draeger (Jenny.Draeger@exlibrisgroup.com) UCSB and UCD - Jenny Draeger UCSC, UCR, and UCI - Carolyn Sprague Carolyn.Sprague@exlibrisgroup.com CDL - our project team Primo VE - Carolyn Sprague Analytics - TBD EXL will send out a reminder to the trainers to be sure to be logged in at least 5 mins early for every session (earlier for the first one on Mondays). Share with IT: log into first Monday session ~10 mins early to intro w/ trainer before overview begins				Workflows/scenarios -- don't send these to your trainer. Submit to the EXL project team via Basecamp as soon as you have a question about a workflow (don’t wait!) Post in the Message Board in Basecamp and tag with Workflow category or indicate that it’s a workflow question in the title so EXL can find it. Ex. this is what we’re trying to do, this is what we do in our system now, how would we do this in Alma? If you're stuck, have something in mind but don't know where to start, or need assistance, post it in the message board. It will get passed onto the training person as appropriate, but workflow questions/issues are for the EXL project team.
8	Add Alma Exercises to the Hub - A.Avila	Discussion	5 mins	All		TDH subgroup to investigate further
9	Discuss idea of Alma/Primo information session for library staff- A.Avila	Discussion	10 mins	All	Idea for a session on what to expect with Primo VE and Alma’s Network Zone (and the way the SILS project will affect Primo VE) Will need to locate someone with expertise (PMs may be a good start) May need to work with EUOS and Discovery Would need to decide between early May or after Primo VE workshop		@Antoinette Avila (Unlicensed) to create Google Doc
10	Open Discussion
11	Parking Lot from this meeting
12			60/60 min

Future agenda items

Review/signoff on final work plan being