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.	30	Alma campuses
5	Technical communication & engagement next steps https://docs.google.com/document/d/1sI5GAZCMFdyXn8UWoOa01dk6N_mjKVXamNUrj2Iizp4/edit#	Report on progress. Debrief on Feb 5 meeting. 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. Subgroup B, part 1 “questions how to” (Tom & Carlo, Greg to create a seed document; crowd source) HOLD for now Subgroup B, part 2 “external resources” (Lakshmi)- Deliverable: build list of resources over time on Confluence so it’s available to all. Resources stub page started. DONE! Subgroup C: PPC and IC co-chairs + PMs - DONE!	5	Carlo, Tom, Lynne
6	Managing Alma accounts and API use cases	Note: These are two different issues. How do campuses manage user accounts? How many API calls are used now by each Alma campus? Has anyone exceeded their max daily API limit? No at UCR, UCSB, UCD UCI highest is 10K/day; 265 named users. They have 500K UCSB has never done more than a 2K/day (CDL request, spineomatic); uses SRU for a popular music website (wax recordings!). Jeremy really likes SRU and has created libraries. He created overlap reports at CSU for physical to electronic which Alma analytics doesn’t do. What are the API use cases? What guidelines do we need? From Ex Libris Documentation: ”Named Users are users that have at least one role allowing them to log in to Alma. This includes all users with a role other than Patron, Instructor, or Trial Participant. The number of Named Users for an Institution can be identified using the Staff Login Report (Configuration Menu > General > General Configuration > Staff Login Report). This can also be calculated in Alma Analytics by creating a report in the Users Subject Area and adding a filter for Role Type is not equal to / is not in: Patron; Instructor; Trial Participant”	30	Alma campuses	HOMEWORK
7	Other / Homework		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.
8	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
9	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
10	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
11		TOTAL	90/90