2020-07-28 Meeting notes

Date

28 Jul 2020, 10am-11:30am

Attendees

Jared Campbell, UC Davis
Ellen Augustiniak, UC Irvine
Sharon Shafer, UC Los Angeles
Michael Yonezawa, UC Riverside [Today’s Notetaker]
Heather Smedberg, UC San Diego
Jess Waggoner, UC Santa Cruz (co-chair) [Today’s Timekeeper]
Sarah Houghton, California Digital Library
Chizu Morihara, UC Santa Barbara
Lisa Ngo, UC Berkeley

Not attending

Josephine Tan, UC San Francisco (co-chair)
Elizabeth Salmon, UC Merced

Discussion items

DISCOVERY VISION: We strive to design and implement the best possible discovery and delivery experience for our end users using data-driven decision making. We envision a network zone experience that will allow users to discover library materials across UC collections without sacrificing relevant results. As such, the default search and results interface should prioritize the success of typical users while providing additional functionality for more advanced users.

	Item	Desired Outcome	Time	Who	Notes	Decisions	Actions
1	New items on Discovery Confluence and Google Drive	What’s new that’s been added this past week	5 min	Jess	Added link to Alma Configuration Form Guide at bottom of our Primo VE Resources page Added a Branding folder in our Google Drive to house branding subcommittees findings
2	Updates from other SILS groups	Share relevant items	10 min	Jess Sarah	Jess & Josephine met with co-chairs of End User Outreach Subgroup (EUOS) [Stacy Brinkman & Melanie Ramiro] last Wed to discuss branding, logo, and graphic designer. Action item from that mtg: Josephine contacted Lena Zentall (project manager) to ask who would put out call for a graphic designer (preferably someone from a UC campus) and what group would that person be placed into Governance task force being assessed; questionnaire forthcoming asking for feedback	Lena’s reply[7/23/20]: “the first step is {for Discovery} to make recommendations on branding to the SILS Working Group before any actions are taken. It's too early to consider hiring a designer and who would work with the designer. Your research/consulting may indicate that a logo is not needed. It would be useful in your recommendations to include a timeline/deadlines for when you need various deliverables.”
3	Check-in: Subcommittees for Primo VE Branding	Update on progress and any questions to work towards completing Decision Page for Primo VE Branding	10 min	All	Environmental Scan: Ellen, Lisa, Chizu Completed; still outstanding a write-up. Literature Review for best practices: Heather, Elizabeth, Michael Still gathering information sources; need to complete individual review of each information source. Accessibility/SEO: Sarah, Sharon, Jared Completed; looking into how much control is available customization. Subcommittee reports located in two places: Discussions page Branding folder in Discovery Google Drive		All: Report back findings to the group on 04 Aug 2020
4	Feedback on Discovery Network Scope and Consortia Union View Summary	View feedback gathered from local campuses	15 min	All	Discussion of responses from ExLibris by Jess. Review of the feedback from local campuses. Fulfillment, esp. for non-UC materials, was one of the most mentioned concerns by those consulted. Still investigating what the ILL Fulfillment process looks like; what will users see and what will they have to do to be able to discover and see what is available. The flexible nature of Primo VE in both Discovery Network Scope and Consortia Union View creates a lot of questions. The CARLI group might be the first to deploy a Consortia Union view soon. What goals/objectives would we want a Consortia view to be able to do? Melvyl WorldCat local will not overlap with new catalog; we will be linking out to Worldcat.org A variety of flavors of “request” at different institutions for ILL fulfillment; Look for guides which walk through process for ILL requests via Worldcat.org Consider starting a limit by availability discussion document	Answer from ExLibris re: staff benefits of a union view? ”There is no specific feature or functions that staff users have access in a consortia union view as they would not have access in the institutional view. As to workflow efficiencies using a union view, it has to be discussed in ALMA collaborative network how your consortium will share centrally managed resources, and how to use fulfillment network to support requests and view online services from other institutions. Primo VE is just a discovery and delivery layer for ALMA. There is no web crawling or Search Engine Optimization benefits to having a union view.”	Josephine Tan: Check on when the Deadline for this decision? Check-in with SILS Fulfillment group to determine if there have a decision document and if Discovery FG is listed as a stake holder. See (Vanguard) Decide how to integrate an ILL broker with Alma
5	Review Alma Configuration Form Guide	Look at Chapter 14 to see if any recommendations need to be made for Primo VE configuration in prep for Vanguard data load	20 min	All	Vanguards institutions customization or out of the box configurations?	Discover FG recommendations? Not enough time? Would be helpful to get recommendations on what would be the basic configurations. Recommendations for Vanguards for customizations.
6	Discuss Discovery Work Flow planning	Look at the DISCOVERY FG - Roles, Charges & Deliverables, and Decision-Making Workflow to determine our group’s plans for prioritizing our deliverables {These notes are on the Team Charter page}	30 min	All	Draft Work Flow Plan to fill out Primo Decisions page {Jess’s notes} Group Purpose The primary focus of the Discovery FG will be making decisions related to the implementation and configuration of the Primo VE NZ instance. The FG will also act as consultants to local/campus implementation teams, who are responsible for local (institutional zone) instances. Charges & Deliverables Specific to Discovery FG The UC Libraries will activate and adopt the Primo VE discovery system. A Primo VE instance will be developed for each campus to support discovery at the local level. A Primo VE instance for the UC Libraries Network Zone (NZ) will also be developed to provide centralized indexing, shared customization of views via a Central Package, and centralized configuration of mapping and code tables, allowing for the discovery of records and holdings across the NZ, and services such as fulfillment and resource sharing. The primary focus of the Discovery FG will be making decisions related to the implementation and configuration of the Primo VE NZ instance. The FG will also act as consultants to local/campus implementation teams, who are responsible for local (institutional zone) instances. Membership Skills: User interface design, e.g., usability, customization, end user search practices Search configuration, e.g., search profiles, Boolean operators, browse, collections Display configuration, e.g., views, labels, resource types Delivery services, e.g., holdings display, request forms Dedup/FRBR, e.g., record matching, record comparison, metadata		Save for next meeting 8/4/2020 Josephine/Jess: Will start filling out the Draft Work Flow Plan (Roadmap) Confluence place for Workflow Flow Plan
7	Homework	Prepares team for next meeting		All			All: Look at ExL’s Primo VE Customization Best Practices All: Continue with self-paced Primo VE training All: Continue with self-paced Alma Essentials
8	Parking Lot/Q&A	Save these issues for future discussion & comments			Configuration Determine plan for MELVYL and Related SILS Services ExL Go Live Ready Checklist Ebook ILL lending as it relates to discovery and limiting to availability.