2021-02-18 Meeting notes

Date

18 Feb 2021 2-3:30 pm

Attendees

Discussion items

	Item	Desired Outcome	Time	Who	Notes
1	Check-in / Logistics	Report any major changes in availability / circumstances Anything to report on the test load?	10	Carlo
2	ILS Data cleanup / Patron Data groups / PPC	Patron Data (Carlo) ILS Data Cleanup (Tom): co-chairs visit on 3rd Thursdays. TJ Kao will join on 2/18. PPC: Review final decisions (as needed) SILS Chairs/Coordinators meeting update & actions	10	Carlo, Tom
3	Timeline review / PM update Questions should be posted to Basecamp 2 weeks ahead EOD Wednesday for special meetings and EOD Monday for Thursday standard office hours. working copy timeline Confluence Implementation Timeline Timeline Feedback Plan for the process of approving the timeline with ICs Requesting a Zoom call with an Ex Libris consultant is fine when you need F2F to resolve a complex discussion. Reach out directly to that consultant on BC.	Stay up to date on timeline / deadlines: Basecamp To-Dos and share FYIs	10	Lena	A reminder to complete the Alma account survey by this Friday 2/19. Thanks! Estimate what your account number would be at full capacity with libraries open and everyone back in person: student works + staff. Don’t inflate beyond that number. It’s fine to inflate your current number, which as others have pointed out, is low right now due to the pandemic.
4	User roles and profiles	Q&A with Alma campuses on how they have combined user roles / profiles for job roles at their campus. Share some of the ways you have configured your accounts for some of your workflows. Possibly provide tips, lessons learned, or gotchas. Could we discuss the possibility of creating some sort of landing page on Confluence/working group that shares these best practices for roles/profiles?	30	Alma campuses (and Carlo for the last point)
5	Technical communication & engagement next steps https://docs.google.com/document/d/1sI5GAZCMFdyXn8UWoOa01dk6N_mjKVXamNUrj2Iizp4/edit#	Report on progress. Subgroup A “expertise” (Carlo, Lynne, Liz M) Deliverable: Create a document by the end of Nov to be shared with ExLibris. Meeting with ExL 2/5 at noon.	0	Carlo, Tom, Lynne	Awaiting next Ex Libris meeting on 2/22, will have more to share after that.
6	Fiscal Year-End	At the AEFG meeting today, we discussed how to best ensure that our message sent out with the SILS migration timeline’s impact on financial activities during Fiscal Year-End is landing with the appropriate stakeholders, especially at the executive decision-making level. Is this something that the IC group can help reinforce? Any suggestions how we might confirm that there’s awareness of the coordination of Fiscal Year-End and rollover activities? Note that AEFG has requested a special session on Fiscal Year-End that is tentatively scheduled for March 25th.	10	Susan
7	Possibility of IT subgroup?	Ex Libris mentioned we may want creating an IT subgroup (SysAdmin types). Suggestion from Marci: Technical staff/IT should begin meeting together regularly (like the ICs and FGs do) to share what is already known among the existing Alma campuses as they work on integrations, authentication, etc. ICs should be included in these meetings. Note: there might be a need for systems librarians as well as sys admins/IT involvement. As needed, Ex Libris can join meetings.	10	Lena, Carlo
8	Other / Homework	Reminder from Feb 11 meeting	0	Tom	From 2/11 meeting: DRAFT MVP doc 2021-02-10. ICs don’t have a specific tab but rather will be charge of coordinating this work. ICs should review the document with their local implementation teams and ensure they have pulled down what’s needed to implement locally. ICs need to ensure the Day 1 MVP is realistic, and to look for any gaps. For example, patron data load is missing. Tip: Make a copy for local use.
9	Q&A (recurring)	Q&A during the IC meeting as a first stop before asking a question on Basecamp. If it’s time-sensitive, post to slack (IC channel, SILS Chairs are good options) Any issues that we want to seek broader input from other consortia?	?	Carlo
10	Questions for Ex Libris PM (recurring) Post questions in Basecamp as they come up. It’s open 24/7!	Note: We lose in efficiency and we may lose in translation when questions go through the PMs. When topics come up that should logically go to Basecamp to the Ex Libris consultants, invite an IC (or appropriate person) to take point on that issue.	0	Lena
11	Parking lot		0		Guidelines and best practices for managing accounts (do we allow shared accounts? etc.) See Feb 11 IC meeting notes. TBD: Buddy system (Adrian Petrisor, Com Leads) Timing: after spring workshops, if there’s interest Best practices/guidelines for managing Alma accounts. (see Feb 11 IC meeting notes) (If needed) Best practices/guidelines for APIs.
12		TOTAL	70/90