2020-10-21

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Welcome!

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.)

Ben, Neil, Lena, Christine will be watching chat today.

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All

Quick announcements (shared via Slack)

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• nothing significant to share

SILS co-chairs update

5

Günter

• There are a lot of stressful situations right now, in addition to implementing the SILS, we are in extraordinary times.

• Remembering this can help us de-escalate tension in meetings and in exchanges with others and show one another kindness.

• Taking care of yourself is important, but taking care of others helps us to take care of ourselves adds to our happiness.

• Revisit the SILS Principles as a reminder of what is important in the project

Timeline review (recurring)

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

We are in the Vanguard Phase (June 15 to end of October)

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

• Certification: Alma (Nov 20) & Primo VE (Dec 18) - These are not due dates per se, these are the dates where IT will be available to assist you with certification questions. You can complete certification any time before the test load environment is delivered Feb 19.

Upcoming meetings with Ex Libris

• 10/22 Aeon (UC-led)

• 10/26 NO MEETING WITH EXL

• 10/29 Integrations overview

• 11/2 NO MEETING WITH EXL (VANGUARD ICS ONLY)

• 11/5 Implementation phase kickoff

Training:

• Another round of Alma Training starts in November for UC Merced, UCD Law and anyone who didn’t participate in the vanguard round and wants training. Stay tuned for more news from Internal Training!

  • Email was sent yesterday by IT announcing the Getting to Know Alma pre-training videos that need to be completed prior to kickoff on Nov 5. Estimate: 90 minutes to complete.

• Schedule of all Ex Libris meetings for the Implementation phase on Confluence in the IC space.

• Coming soon…a new calendar invite for the Monday meeting series with Ex Libris (1-2pm, project update & training Q&A) will be sent with the new Q&A dates and Basecamp links to post questions.

  • Sending it to the whole SILS cohort to save chairs the trouble of forwarding it to their groups.

  • ICs will still need to forward the invite to local campus implementation staff

  • Internal Training group to forward to their campus for anyone taking the fall training.

  • Same Zoom link for both Monday & Thursday ExL meetings for convenience.

Reminder: Implementation Timeline on Confluence for staff without access to Basecamp.

5

Lena

• Some campuses are not planning to do certification until January

• Many cohort members are feeling overwhelmed with work and will get the certification after the winter break after they have completed the test load.

• The dates for certification are not “due dates” they are merely the dates by which the IT team can prioritize assistance due to their workload. IT will still assist folks that need it after those dates.

• Certification is an intense process, especially if you're brand new to Alma

RLF Configuration Task Force

Awareness of the work of this task force with Q&A

15

Cathy, Lynne

• Charge is to examine what the RLFs will look like after cutover. Looking for the ideal situation for the RLFs. Looking at how records are managed. If you have an RLF question, they can be a reference.

• Three options are being considered

  • RLFs stay as they are (with UCLA and Berkeley)

  • RLF becomes their own IZ

  • There is no RLF location, campuses manage their own records

• Working on a survey to find out what campus staff and RLF staff want. Due out in March

• A recommendation will go to CoUL in the fall of 2021

• Other conversations will include holdings records consolidation

• Membership: not representative, but based upon necessary expertise that impacts the RLFs

  • Looking for someone from an Alma campus that has cataloging expertise

• They consulted like consortia: Alma institutions that accepted deposits from multiple institutions (WRLC, SUNY, Georgia Tech)

• They will take a break due to campuses re-opening and to build membership. Will start back up in January.

• This task force does not address RLF decisions made during the implementation phase. Those decisions should go through the Phase 4 gov structure as all other decisions do.

  • RMFG is working on some RLF questions now. RMFG asked for feedback from Fulfillment FG and got their feedback and is incorporating it in the decision.

Managing expectations

Understand how frequently cohort members are being asked to answer questions about future workflows/scenarios/policies.

Share how you are managing expectations and responding to these inquiries. (open discussion)

15

Christine

• PPC discussed this at their last meeting.

• Are others managing expectations of campus staff? how are you doing it?

• Examples: speculation about future workflows, questions that have already been answered and other questions/requests that are taking time.

• What’s causing pressure is reinventing new workflows at campus on top of SILS work.

• No time to deal with these questions!

• Some concern about SILS from campus members: rumors and fears that things won’t go well. Letting these folks know things have changed over the years and this won’t be the same experience now as it was for other institutions in much earlier migrations.

• At Merced, Only 30 FTE, rely a lot on students to get work done. It can be overwhelming at times - ebbs and flows. When times are tough, it would be helpful to postpone SILS work. Do you feel empowered to say no?

• Lingering PTSD from other migrations.

• Pressure on libraries from the central campus: enabled a page and pickup that required a LOT of time and these are often the same folks participating in SILS. Take care of each other is good advice from Günter.

• This is widespread. Needing to power through work when called upon by campus, and tamping down rumors and fears.

• How can we help?

  • Collect questions and create an FAQ (Communication Leads could potentially spearhead this work)

  • If asked to present or do other work that you do not have time for, please decline the request in a timely manner to honor everyone’s time.

  • Expectations for what can happen by go-live. What can be delayed. This topic is on the future SILS chairs agenda – such an important topic.

  • How does our resetting of internal expectations extend to what we are expecting from the Ex Libris team (who are also working hard, not just for UC but for other customers)?

  • We need to ensure the larger base at campuses is brought along in the process and kept informed about what will be there on day 1 to avoid disappointment. It’s a communications challenge. It’s easier for SILS cohort to be in sync but harder for those at campuses who are only involved with SILS to a small extent. Easier to accpet the “bugs” you know than the “bugs” you don’t in the new system.

  • MVP is in our SILS principles. This is a good group to have that conversation with this group. Publish and improve is the plan and should not make anyone nervous.

  • from chat: How does our resetting of internal expectations extend to what we are expecting from the Ex Libris team (who are also working hard, not just for UC but for other customers)?

  • Communications – need multiple strategies for getting the word out. We have meetings, webinars, email. What else can we do? Everyone in the project empowered to confidently speak to the issue. Do we need talking points so we feel confident to send the message?

  • Also from chat: I've had some success demoing Alma in local program meetings
    With a focus on some of the features that are an improvement for us

Next steps?

• Build the FAQ – send your questions. We have a vanguard FAQ; could build on it or create a new one as needed

• library staff newsletter: add SILS news to your local campus library staff newsletter.

Communication Operation Leads update (recurring)

Awareness of communications activities

10

Ben, Adrian

• SILS value propositions

• FYI. Next SILS Town Hall for All is Nov 2

• FYI. Next SILS Town Hall for cohort is Nov 17.

Flagging any significant issues (recurring)

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Parking Lot

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

Capture important topics for future discussion

Total

50/50