2021-01-27

27 Jan 2021 9-9:50

Zoom https://UCOP.zoom.us/j/93501402188?pwd=aU1BMklrR1ZZK1hOTnYzeWtZR0RUUT09
Meeting ID: 935 0140 2188
Password: 9^Vg.m
Password: 889551
+1 669 219 2599 US (San Jose)
+1 669 900 6833 US (San Jose)
+1 213 338 8477 US (Los Angeles)

Recording: https://UCOP.zoom.us/rec/share/V5biDAx-uyWzVCshRlBLBH0UmGnGZuox27LUw2TcH2eQ8BXh3aijlkvpT4XS2w_Y.HV_1X3f3wuQnvKxu

When you join the meeting, rename your Zoom name to your name + SILS group (Mouseover your participant window, click on the […] dots dropdown to the right of “mute”, choose Rename.)

Attendees

Chris Shaffer, SILS Project co-chair (SILS Chairs sponsors), out
Günter Waibel, SILS Project co-chair (SILS Chairs sponsors), out
Christine Barone, Project co-manager (SILS Chairs co-chair)
Lena Zentall, Project co-manager, (SILS Chairs co-chair)
Aislinn Sotelo, Shared Governance Task Force
Beth Callahan, Public Services EL
Brian David, Internal Training
Carla Arbagey, Acquisitions & ERM FG
Carlo Medina, Implementation Coordinators
Catherine Busselen, ILS Data Cleanup
Cathy Martyniak, RLF SILS Planning Group
Claudia Horning, Digital Collections FG
Danelle Moon, Archives & Special Collections EL
Dominque Turnbow, Internal Training
Elizabeth Rodriguez, Fulfillment & ILL FG
Greg Ferguson, Patron Data
Jess Waggoner, Discovery FG
Joe Ferrie, Fulfillment & ILL FG
John Riemer, Technical Services EL
Josephine Tan, Discovery FG
Katie Ritchey, Internal Training
Lisa Spagnolo, Acquisitions & ERM FG
Liz Miraglia, Resource Management FG
Lynne Grigsby, RLF SILS Planning Group
Mary Elings, Archives & Special Collections EL
Melanie Ramiro, End User Outreach
Rachel Jaffe, Digital Collections FG
Rikke Ogawa, Public Services EL
Sarah Wallbank, Resource Management FG
Stacy Brinkman, End User Outreach
Stephen Gurnick, Patron Data
TJ Kao, ILS Data Cleanup
Tom Bustos, Implementation Coordinators
Xiaoli Li, Technical Services EL

Implementation Coordinators

Jackie Gosselar, UC Berkeley (in training)
Lynne Grigsby, UC Berkeley
Robin Gustafson, UC Davis
Lakshmi Arunachalam, UC Irvine
Carlo Medina, UCLA (co-chair)
Tom Bustos, UC Merced (co-chair)
Ramon Barcia, UC Riverside
Greg Ferguson, UC San Diego
Susan Boone, UC San Francisco (co-coordinators)
Zach Silveira, UC San Francisco (co-coordinators)
Jeremy Hobbs, UC Santa Barbara
Gillian Keleher and Sarah Lindsey, UC Santa Cruz (co-coordinators)
Caitlin Nelson, California Digital Library (SILS Service Manager)
Alison Ray, California Digital Library
Gem Stone-Logan, California Digital Library (in training)

Guests

Ben Alkaly, Communication Operation Leads, chair, out
Joanna Kang, PM Training
Caitlin Nelson, SILS Service Manager, on leave
Adrian Petrisor, Communication Operation Leads, out

Discussion items

	Item	Desired Outcome	Time	Who	Notes
1	Zoom name Start recording!	Welcome! Ben, Lena, Christine will be watching chat today.	0	All
2	Quick announcements (shared via Slack)		0
3	SILS co-chairs update		0	Günter, Chris	No report today.
4	Timeline review (recurring) Reminder: Implementation Timeline on Confluence for staff without access to Basecamp.	Awareness of what’s happening / coming soon in the project Adding people to subfolders in Gdrive: https://docs.google.com/document/d/1i2xGPgZRh134nY55HUEEXsIpOQA1Ky1UTE7Hb1UK47M/edit	5	Christine	Gather the names and gmail addresses (this is important) of the people you would like to add. Send your list to the PMs at SILS-PM-LEADS-L@listserv.ucop.edu In your email, indicate the name and location of the folder you would like us to add those names to.
5	Requesting a special meeting with Ex Libris	Awareness of procedure for requesting special meetings https://docs.google.com/document/d/1N9mip1f5Tb_c4NqAZ_BAxgSUlhl2uFpnDMRGuX0K2FI/edit#heading=h.s9xgvrgbbzzl	5	Lena	If you don’t see the meeting you are looking for listed in Basecamp Use the Google form to fill out the request This is for Cohort members ONLY We look weekly for new requests. May need to have some back and forth with the requester before turning the request over to ExL
6	NZ Access	Setting expectations about NZ access	5	Christine	Concern about disappointing or setting false expectations in the cohort about who has access to the NZ. According to ExL, NZ is not a space that many staff should have access to Most work should be able to be done in the IZs. We’ll learn more about what the work is, how we’ll accomplish the work and who will do it. For testing, be cautious with changes you make in the test load round since it may have broad impacts on IZs. Clarification, you will still have views of NZ from your IZ, e.g., bibs. Question parity. Possibilities, not parity. Part of the work is looking at how to best accomplish our work in Alma - it’s not a forklift from one system to another. One of our SILS principles is transformation. More broadly, we need to set expectations for who has accounts to any IZ. Joe raised the opposite example – CDL admin who need to coordinate admin changes cohort-wide. Good communication with local administrators is needed to ensure you can easily and quickly reach out when needed. The best model is likely for CDL not to have accounts but to have ready access to local admins to work together.
7	Test load decisions on systemwide policy & practices	Any questions about decisions or test load?	15	FG chairs, ICs	How long will we have the test environment? It is the PMs understanding that the test environment will be around for a few months, but the actual date that test load “ends” has not yet been determined. Has ExL said when they will know by the time the deliver the test load? Probably ExL will not know at that exact moment. PMs continue to ask about this and the technical freeze. The dates will be set after test load is delivered and debrief happens on the test load. Is the test load environment different from the sandbox? Currently, the sandbox is generic, but when we go live, we will get the premium sandbox with our data in it. Is there any reason then to use the generic sandbox? Is there a use for the sandbox during test load? Yes, for training purposes. From the chat: we can also dump a bunch of records into the sandboxes we have now; we have the files :) From the chat: might as well do it now before we have to do data verification on the TL Premium sandbox is how folks will learn how to use Alma with your data. From the chat: I suspect the sandbox specifically is good for broader training outside your area of specialty. Spring workshops that are starting in March are a deeper dive specific to each campus' data - it’s not a “train the trainer” workshop. Those that attend have to have gone through the Alma Essentials training From the chat: in reality, there will still also be valuable "training" once you're live with your integrations and configs finally working Third party integrations: March - May It starts with authentication
8	Communication Operation Leads update (recurring)	Awareness of communications activities.	0	Ben, Adrian
9	Flagging any significant issues (recurring)		0
10	Parking Lot Feel free to add a topic to the Proposed agenda topics page on Confluence	Capture important topics for future discussion
11		Total	30/50