2020-09-15 Op Leads (PM) Meeting notes

Checkin/quick updates/anything from slack or email

• Don’t forget to check the Task report for your outstanding tasks and check them off when done.

0

All

Reminder to check off your “done” tasks from the task report.

SILS Town Hall meeting (recurring)

Preparation for 9/15 meeting

20

Com Leads

https://docs.google.com/presentation/d/1QrLtivzwyUEKOjDyI11kHE3GO-4nCPkXswpzIoPCWTk/edit#slide=id.g8bce6accdb_2_114

Roles:

• Lena - PM/timeline update

• Adrian - runs slides

• Ben - facilitator, MC

• Christine will help with chat (hold questions until Q&A)

• Neil - backup for answering questions for ITS; also fine to say “good question. we’ll investigate and get back to you.”

Send a reminder to TH groups that are presenting 2 weeks ahead of time.

Include the name of the group that is presenting on the email notifications to cohort and call for questions

Alma Training (recurring)

Update on progress

20

Neil

• October workshops schedule has been approved. Zoom and calendar invites are coming out end of day 9/16 or 9/17.

• IT SC and team do not feel they have the knowledge to build go-live training for staff. They feel the FGs should be responsible for this. Neil does not agree with this approach. IT is overwhelmed, particularly with childcare issues.

• We are asking IT to review decisions made in FGs and update training docs, then ask FGs if they got it right.

• Neil has cleared this with Robin and Peter - they are not happy. Neil has offered to create the initial set of documentation between now and the end of the year. Going through Lib Guides is a lot of manual labor. Neil is asking for a task force to help - 1 person from each functional area of the library.

• Define go live training: Training before we go live or ongoing documentation? Before go-live.

• Here's the current doc repo: https://exlibris.libguides.com/alma

• Ex Libris has documentation. We need to revise it. What is the scope of this revision needed?

• What is IT willing to do? not willing to do?

  • Step 1: “Creation phase”: get a UC-ified set of docs based on the default system settings

  • Step 2 “maintenance phase”: Workflow changes and config changes require modification to training materials to be more granular.

  • NW: IT seems unwilling to do step 1 at this time

• Neil plans to use the Davis materials to a large extent.

• Go live training - teaching regular users how Alma and Primo works (couldn’t every single staff person be trained by ExL on the basics).

• Could we invite all staff members to attend the ExL training and that would be the MVP for go-live, then locally, different groups at campus work out their local workflows and training for their staff. Their local implementation team could take the documents and decide how to adapt them.

• Neil pointed out a goal is to standardize how we do things, so it’s not creating 10 diff ways of doing P.O.'s.

• I'm hearing an assumption that we all have to do our workflows the same way. Is that true that we do? Yes, it is one of the soft goals of the PPC that we standardize and get some efficiencies from standardized workflows.

• Neil offered to do this work. He would like assistance (task force?) Adrian is in agreement about creating the task force.

• Caitlin thinks following up with Ex Libris is definitely a good option on the table - get more clarity about what they can do for us in this realm.

• Why can’t we use the Lib Guides as-is? PPC may not make many decisions before go live for standardizing.

• Neil Weingarten will draft a scoping document outlining the issue, possible paths, timing, etc.

SILS project blog (recurring)

Is the blog necessary?

10

All

WAIT UNTIL NEXT TIME

Let’s make on a decision on this (move this to the 9/17 meeting)

• Blog has been challenging - finding the time!

• Is anyone reading it? And is it providing value? If not, delete it?

• Agreement we are communicating this same information to the cohort effectively and we don’t need it.

• Interview different groups to create blog posts such as the ICs on how they are organized locally and how it’s going. Ask 3 questions. Do a seasonal series.

(Ops Leads) Ongoing checkin

1. Is anything blocked or behind schedule?

2. What deliverables are coming in the next week?

3. Any decisions, consultations or approvals needed in the next week? 

4. Do you need anything?

0

All

Op Leads feedback on shared gov

Continue work on https://docs.google.com/document/d/1EmIgNjK79ig4wXFEwpbxoblik2dMmmqH8701xhBi5jA/edit#

What’s the best way to add to this document? On our own or together?

0

Hold for 9/17 or future meeting

Communicating about integrations work

Determine approach and who’s involved https://docs.google.com/document/d/1ZU4-h19rqUCBNX-4NS0DI25Is-6ZBI4_hDKB_Kpu_CM/edit#

0

Hold for 9/17 or a future meeting

SILS All Chairs meeting (recurring)

• Note-taking:

• Facilitating:

• Monitoring chat: All

• Track attendance:

Post to SILS Chairs slack channel on Monday before meeting: If no agenda items or pressing issues by EOD Monday, we’ll cancel the Wednesday meeting.

Topics for next meeting: Sep 23

• https://uc-sils.atlassian.net/wiki/spaces/SC/pages/edit-v2/587366612

0

All

Hold for 9/17 unless time permitting

SILS Service Manager (recurring)

5

Caitlin

Sarah Houghton and Caitlin want to present at WG on CDL as operational home - does this need discussion?

Parking Lot

• Continue work for SGTF (from Danielle’s visit 8/25) - need to summarize thoughts

• Start thinking about SILS Town Hall for All (open to all staff)

• Premortem checkins - Hold for a future meeting

Wrap up

0

All

Any actions or decisions missed?

Total

50/50