2020-07-15

Zoom name

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Welcome!

When you join the meeting, rename your Zoom name to your name + SILS group (Go to Participants, find your name, click on More, then Rename.)

Ben and Lena will be watching chat today.

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All

Quick announcements (shared via Slack)

Deadline for setting passcodes on Zoom meetings was extended to September 27.

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SILS co-chairs update

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Chris

Timeline review (recurring)

Awareness of what’s happening, coming soon in the project

We are in the Vanguard Phase (June 15 to ~Nov 6)

Vanguard campuses: UCB (iii), UCLA (Voyager), UCSB (Alma), UCSD (iii), UCSF (iii), CDL

• Jul 13-Aug 31: Vanguard Alma training -- includes weekly training Q&A with Ex Libris (will be recorded), organized by topic

• Jul 31: Vanguard data load and forms due

• August: Vanguard test load configuration

• Sep 4: Vanguard Alma environment with test data ready for review and testing

• mid-Sep: Vanguard Primo VE ready for review and testing

• Nov 6: Vanguard completion (estimated)

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Lena, Caitlin or IC chairs

Communication Leads update (recurring)

Awareness of upcoming meetings with chairs and Communication Leads

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Ben

• Ben and Adrian are scheduling meetings to discuss how they can support your group in communications.

• July 14 is the first Virtual town hall meeting (3rd Tuesday of every month)

  • State of the union from co-chairs (Günter and Chris

  • Update from PMs

  • Presentation from each SILS group (Com Leads and PM Leads will be the first group)

Deep dive: Vanguard Training

Awareness of training plan for Alma Vanguard Training series (July 13-August 31) for cohort members and local campus groups

Q&A

Poll on wrangling and posting questions to Basecamp

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Dominique, Catherine, Neil

• Thank you for your patience as we get training going!

• Basecamp is the home for training materials and where Q&A questions go. IT group will pull out all the information from Basecamp for local campus groups.

• Questions for the first Q&A session are due July 8

• Every Wednesday chairs will get an email from the TOC group with details about the weekly training

• Internal Training (IT) representatives will send the weekly email to their local groups (customizing the info. as needed)

• SILS chairs will send their group the weekly email. Neil asked if chairs are OK with sending the weekly email. Chairs agreed to send the weekly training email.

• IT team is tracking training by campus as well as who is participating from the cohort. This will be done by the IT representative for their campus.

• IT will use a form to collect Q&A questions by Wednesday EOD for the Monday Q&A sessions with Ex Libris

• Certification timeline: Alma Certification will be at the start of September - it’s self-guided lessons and you take a final test.

• If your campus IT member is step B, will that person be doing all the local managing of the training? Yes, by necessity. They will get a template to make it easy.

• A comprehensive list of all training will also be made available so participants can pace themselves and plan their schedule for Q&A sessions they want to attend in person.

• Poll results on whether chairs would prefer to use the Google form created by the IT group for members to submit questions to Ex Libris or whether they prefer to submit the questions themselves to basecamp: 75% use the form; 25% submit directly to basecamp

Chairs agreed to forward the weekly training email to their group.

Flagging any significant issues (recurring)

Decision template

Understand how the decision template works: stakeholders, communication plan, dependencies with other groups, decision-making process, timeline, etc.

What’s working with the template and how could it be improved?

guest speakers: Liz, Lisa, Xiaoli, Josephine

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Liz, Lisa, Xiaoli, Josephine, Ben

HOLD for future agenda

Future Topics?

Feel free to add a topic to the Proposed agenda topics page on Confluence

Parking Lot

Capture important topics for future discussion

Total

50/50