2021-06-04 PPC Meeting notes

Check-in / updates

Information sharing and problem-solving

5

All

RMFG: Finalizing MVP items; campuses are also starting to prep training materials and sharing them out

DCFG: Still working out some of the workflows and procedures for harvesting metadata; currently working on making sure the host institution is included in metadata from Calisphere. Also hoping to finalize our decision tree + companion document to share with stakeholders when they have a little more time/bandwidth to consult.

AEFG: Finalizing 001 and 002 related to CDL and Related Local E-Resources (below); progress on 008 E-Resources Troubleshooting, and 006 Outbound Linking. Lisa S. reviewing UCD outbound linking project to get image file size requirements to ensure appropriate files on hand for content providers. Also reviewing 014 Alma Config for Primo Discovery per PPC recommendation - anticipating short “guidance” page re: Report a Problem and Direct Linking.

DFG: Continuing to explore options for providing WorldCat search and results access points. Basic WorldCat Discovery is looking like the more preferred option to link users to for a few reasons: CDL would provide maintenance and request linking back right into Primo VE is currently smoother than taking users to Worldcat.org

Fulfillment & ILL: Finishing up recommendations for (Go-Live) Renew Workflow for VDX Requests (Go-Live) Harmonization of Loan Periods and Blocks in the UCs Automated Fulfillment Network (Go-Live)Alma "On Hold Shelf Letter" notice details

TSELG:

• campuses really need to know how network zone will be managed, something like who can do what and when; 2) Content of NZ: what types of records (e.g., order records, vendor records without OCLC #, etc.) are allowed; level of quality required (e.g., brief record without subject headings ok). Would it be useful to have a meeting co-sponsored by PPC and CDL for any interested UC staff? PPC could use this meeting to highlight various decisions we have made so far regarding NZ.

  • Use this NZ page as a basis for linking out to other NZ decisions. NOTE: RMFG still needs to update the page first before adding links.

  • Use the tag “NZ” for NZ related pages

• Campuses are also interested in knowing how CDL will do their acquisitions work in Alma, for example recharge.

PSELG: no report

ASCELG: no report

Add the “NZ” tag to NZ related items

• Tag your decision pages on NZ with the “NZ” tag
• when announcing decisions next week, inform cohort about the new “NZ” tag

Decisions

Discuss and approve proposed decisions

45

1. AEFG (Go-Live) Electronic Resources Practices - Linking IZ orders to relevant CDL e-collections (MVP 001)

   1. Best practices for linking IZ version of orders to CDL electronic collections (for existing); Deliverable is Documentation for Day 1, record work within 1st 6 months.

2. AEFG (002) - (Go-Live) Campus Purchase Order Practices for CDL and Related Local E-Resources (AEFG-MVP-002)

   1. Campus purchase order practice to support systemwide and other data reporting. This extends to CDL and related local e-resources, and does not extend to other purchase order practices.

      1. Need to qualify “all” new ordering because some ordering (such as GOBI) will follow another workflow

      2. Link out to pages with those other workflows as a way to reference those differences or describing other workflows that may not start from the NZ.

3. RMFG https://uc-sils.atlassian.net/wiki/spaces/RMF/pages/1536394145/%28Go-live+and+beyond%29+Best+practices+for+repository+import+profiles

   1. provide guidance around using repository import profiles in the SILS NZ

      1. Liz will link out to the import profile page

      2. Will add screenshots

      3. Clarify language around “repository” for those who are unfamiliar with cataloging/metadata

4. RMFG (Go-live and beyond) Deleting UC Network Zone bibliographic records

   1. decide how to handle NZ bib record deletions

   2. Add “all cohort” under I for inform in the RACI

5. RMFG (Go-live and beyond) OCLC numbers in UC Network Zone bibliographic records

   1. determine whether OCLC numbers are required in all NZ records

   2. Liz and Lisa to add a sentence that AEFG has not had the chance to test this more fully. As AEFG workflows evolve, they will be happy to incorporate that.

6. DFG https://uc-sils.atlassian.net/wiki/spaces/DF/pages/1483669599/Go%2BLive%2BManaging%2Blocal%2Bfields%2Bfor%2Bdisplay%2Bsearch%2Bfacet

   1. Determine whether to harmonize local fields for display, search, and facet in Primo VE.

7. Fulfillment https://uc-sils.atlassian.net/wiki/spaces/FIF/pages/615022869/Go-Live%2BDocument%2BDelivery%2BService%2BDDS%2BSetup

   1. Best way to set up a Book delivery and Digitization Service, also known as Document Delivery Service (DDS), in Alma/Primo VE and whether that setup lends itself better to consortial harmonization or campus-based configuration.

1. approved

2. approved with minor revisions as noted.

3. approved with minor revisions as noted

4. approved with 1 minor edit for the RACI

5. approved with minor edit as noted.

6. approved

7. approved

• Christine Barone (Unlicensed) will share this with the cohort on Monday and let them know about the new “NZ” tag

Shareable MVP

https://docs.google.com/spreadsheets/d/1gpYQWYpt4GYMLWoVQHrKRlKwY6pMu_2eX78L1C-hPNI/edit#gid=0

• Review “Readme” tab - make any changes in another color so we can track them by June 11

• Add links to your training documents to Column b (as you get them)

Feedback from SILS Chairs

• Make it clear what “day one” means. Possibly changing the “implemented by” header to indicate target date for issuing by PPC

  • Is it implemented?

  • Is the decision made but it’s not in place yet live?

• Direct readers to their local IC for questions.

• Status revisited weekly at PPC meetings and updated.

• If training documentation is available, add the link and description to column B (Detailed Description).

• Building in (lightweight) contact info into the doc if it gets separated from context (either on Readme or at top of each tab to go to FG page, etc.).

15

Xiaoli

• Review the “Readme” tab and add any revisions/new content in a different color so we can see the changes

EUOS (recurring)

https://docs.google.com/document/d/19pE99m3xZKp52BJVCBElm_d4bMPCpzRQt1-cW6gf_hQ/edit

Soft deadline for when decisions that affect everyone can be completed

0

Major decisions should be made by (soft deadline): June 11th for all groups

Ongoing: make sure we keep the public service components in mind as we keep making decisions. PSELG is also going to keep monitoring discussions

• Christine Barone (Unlicensed) will share with ICs and EUOS that June 11 is our target date. (DON’T SHARE UNTIL AFTER JUNE 11).

PM Update

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

0

Christine

Meetings

For Monday project updates and office hours, feel free to skip and watch the recording later if there are no topics or if topics are not a subject of interest.

List of meetings on Basecamp

• June 10th Office Hours are cancelled

• Thurs July 15: TENTATIVE – “What to Expect” Cutover Session (Laurie)

Details Regarding Opening SalesForce Cases 

• If an issue/question is campus-specific, please open a case with your account associated with your campus 

  • Instructions for existing Alma-campuses, please see post 📢 **For existing Alma campuses** regarding cases in SalesForce - 01UCS - Alma/Primo VE Project Implementation for University of California Libraries

• If an issue is being reported for the consortia, please send email for UC-wide cases to be submitted to EXL Salesforce to sils-sysops@cdlib.org

• REMINDER: If you need a SF account, please check with your IC and refer to SalesForce - Support Portal - 01UCS - Alma/Primo VE Project Implementation for University of California Libraries

Homework

Parking Lot

Future meeting:

• AEFG questions that came up were re: coordination of Analytics (cross-function?)

• and... how the Selector role in Alma is changing (people will care, prob fits w/ AEFG, but overloads us....)

TOTAL

65/90