2021-4-15 IT-SC Meeting Notes

Check-in / Items to add to agenda? (recurring)

5

All

Review the previous action items: 2021-4-1 IT-SC Meeting Notes

PM/Ex Libris Update (recurring)

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 (Le, Ping and Svetlana)

• Primo VE - Carolyn Sprague (Carolyn.Sprague@exlibrisgroup.com)

• 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

• Collect questions for upcoming ExL meetings

10

Joanna

Report from last Thursday (/wiki/spaces/ExL/pages/1360888532) and Tuesday meetings (/wiki/spaces/ExL/pages/1380057193) and ask any questions for Thursday

• Brian is coming to 4/15 EXL meeting for CDL/Network Zone workshop questions. Amanda Robertson, one of the EXL consultant managers will be there to receive/answer questions.

Questions for Ex Libris

• [standing] If none at this time, send to Joanna or post to Basecamp if something comes up.

  • 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?).

PM update

• Brian and Katie: did you get invitations for EXL / SILS PMs meetings starting on 4/27 and 4/29?

  • Is edit access for EXL/UC PM meeting space working?

    • For questions for Marci:

      • Post questions in the meeting notes ahead of the meeting. Marci needs to consult EXL team for an answer and will type out the answers. Not going to be able to answer questions on the spot.

      • put [For Marci] at the beginning of the question

• Joanna Kang (Unlicensed) invite all co-chairs to both meetings so there can be coverage. Going to both meetings through August. Give Dominique edit access to meeting space.

Upcoming Events (recurring)

Know what’s coming up and assign work

5

Brian (and team)

Updated Work Plan

• 4/22 - Fiscal Period Close. ExL expects to have your tech freeze dates in time for, or prior to, this meeting. Questions due 4/19.

• 4/29 - UC-led live demo of OCLC Gateway and Metadata Editor

• 5/6: Ex Libris special meeting on Cutover Plan Review

Note: Brian is now trying to update Training Calendar at the same time as this section.

Subgroup Check-in

Notes from each of the subgroups

10

Brian, Dominique, and Katie

Training Documentation Hub Subgroup meeting notes:

Communication Subgroup

• email in progress

• can send to cohort

• local campuses can share more broadly to those appropriate

• Include messaging that there will be a separate opportunity for public service staff to be trained

Local Training

UC Wide Public service primo training

1)need to identify specifically what we want covered

• (back end how things work, front end how to use it)

2) Need to ask discovery if someone can lead this workshop

3) Make sure we loop in EUO

• will run past IT tomorrow
• will draft emails to EUO and discovery
• Will pick date with discovery (maybe mid-june ish?)

Planning for Primo VE Workshop on week of May 17th

Things we need to do

1. Primo VE Workshop Schedule - Approved

2. Finalize zoom plans/links; recording

   1. Zoom info from Lena. Still soliciting CDL staff to be alternate hosts to have coverage for recordings.

3. Potential Participants List

Primo VE environment: still being decided by ICs, have until 2 weeks before workshop to decide (deadline May 3)

Training is on May 17th

Session attendance breakdown by ex libris

Logistics to consider:

• How are we going to handle questions? Who to prioritize? How to accept them? Who will be able to evaluate questions/not overspend time on one specific issue? ICs or FGs?

  • Questions Document

  • Reminder that some questions will be answered live and some will be answered in Basecamp, asynchronously.

• Need to pick host for each session

  • Identify & write script

  • Maybe two assigned to each session to handle questions

Spring Workshop Debrief

UCSD Update

• During the training, Jenny asked for questions to be sent ahead of time contradicting previous instructions

Other

Expertise map

• How to map the questions people have with the people who have the experience.

• Dominique will make a framework

Agenda for IT

Prepare agenda for this week’s meeting

0

Team

Parking Lot

• Future IT meeting conversation: what are your expectations for how long this group will continue work? How long are you available?

• Special topics meeting request form

  • Revisit closer to/after UCM workshop

• Future meeting: feedback on Training Documentation Hub (maybe March 19)

• Communications: how to reach staff who are not attending SILS town halls but SILS will affect their day-to-day work

TOTAL

60 / 60 min