2020-11-05 IT-SC Meeting Notes

SDate: 05 Nov 2020

Expected Length: 9-10am

Location: Zoom (See calendar invitation or inquire with Chair for Zoom details)

Attendees:

Turnbow (San Diego; co-chair)
Caitlin Nelson (SSM, interim PM)
Katie Ritchey (Unlicensed) (co-chair)
Brian David (Unlicensed) (co-chair)

Not attending:

Prior to Meeting:

Agenda

	Item	Desired Outcome	Time (mins)	Who	Notes	Decisions	Actions
1	Check-in / Items to add to agenda? (recurring)		5	All	Review the previous action items: 2020-10-29 IT-SC Meeting Notes Neil won’t be able to PM this group anymore, Caitlin is stepping in, but out at the Winter Break. How do we want to approach roles / work / do we need a new PM?
2	Shifting roles	Understand how best to allocate work and support needs	10	All
3	Ex Libris report (recurring)		5	Caitlin	Report from Tuesday meeting (/wiki/spaces/ExL/pages/872120535 and /wiki/spaces/ExL/pages/877953201 Notes) and ask any questions for Thursday Post Go-Live: Knowledge Acceleration Program What is it? A live webinar program created specifically for libraries who have gone live with Alma in the last six months. This series of six live sessions will focus on a range of topics that libraries often look to optimize in their first year of production, including reviewing and adjusting configuration, Acquisitions workflows, maintaining resources, using Analytics and more Who Should Attend? All library staff are eligible and encouraged to register, attend and participate What is the time commitment? One day a week, for about 60 minutes including live Q&A, over the course of 6 weeks When should we plan on attending? Based on your project timeline, we expect having your staff participate in either a late Fall 2021 or early Spring 2022 Cycle. More details regarding timing, session descriptions and registration will be provided to you by your EXL Project Manager post Go Live (July 2021).
4	Calendar & Timeline check-in / Communications (recurring)	Know what’s coming up and what communications need to go out	10	Team	Timeline / Work Plan: https://docs.google.com/spreadsheets/d/13CSVYsPVnWvg_Lqw2LrAEhmsWn6H6IPK9299QAt9vAA/edit#gid=1864386615 Katie can fill out some dates on P4 Service tab (emails etc.) Brian’s calendar = confluence public calendar → audience is everyone so they know what we’re working on and visibility into IT work / upcoming events.		all - review work plan to update tasks and dates, etc
5	Upcoming Events (recurring)	Know what’s coming up and assign work	5	Brian (and team)
6	Fall Trainings	Understand what needs to be done for fall trainings	5	Team	Are the Fall training emails set up and ready to go?
7	Spring Workshops	Understand what needs to be done for spring workshops	10	Team	ExL is holding these weeks for us. The workshops should begin on Mondays (corrected dates) 3/1/2021 3/8/2021 3/15/2021 4/5/2021 4/12/2021 4/19/2021 4/26/2021 5/10/2021 Next step: Decide which 5 “new institutions” go when Survey of 5 new inst here: https://forms.gle/YWubaM6NEKs8KAnq5 Decide how to break out the 5 current Alma institutions (if we do one or two workshops) Two workshops. Real IT discussion about how to break them up. Get clarity on the CDL / Network Zone proposal if needed: are we accepting their offer for this? YES Question for ExL: what is the content here, is it really for NZ staff, or general? How else do we want to use our 2 remaining workshops? 1 Primo and 1 Analytics: see agendas here UC Davis Law question - do they get their own workshop? How do we prioritize UC Merced? What other topics or timing do we want? Extra one for current Alma campuses if needed?	Two workshops for current Alma campuses.
8	Agenda for IT	Get the agenda drafted and published for members and chairs to be updated	5	Neil / Team	This week’s meeting: 2020-11-06 IT Meeting Notes QA invites - IT members can change when they send out locally. Talk about the “documentation gathering” at each campus. UCSD having a hard time getting input UCSC not so much - already on Alma/Primo Can we start creating a master list to look at? Add recurring item for WorkPlan / timeline review and Upcoming Events as well. Pull out the relevant pieces of info for folks Reminder that whoever volunteers has the support of the SC Clear action items? Examples? Add a recurring covid / availability check-in Bring the Spring training form to the group, set deadline for one week. Bring up the work plan for bringing stuff over from Basecamp to Confluence, and get volunteers for doing that.
9	Parking Lot				Nov 6: Two workshops for current Alma campuses: discussion for how to split them up. What to do about future “one off” trainings like Primo Certification or Fullfillment network, etc?
10			TOTAL	60 / 60 min