2021-07-20 Meeting Minutes

Owned by Liana Giovando
Last updated: Jul 29, 2021
6 min read

Attendees

  1. Jessica Bugorski (Co-Chair) 

  2. John Ellis (Subcommittee Chair – Systems/Analytics/Data)

  3. Dijana Kladnjakovic (Subcommittee Co-Chair – Metadata/Cataloging)

  4. Liana Giovando (Project Manager)

  5. Virginia Roy (OCLS)

Regrets

  1. Rachel Caldwell (Subcommittee Chair – Discovery/Customer Service/Front End)

  2. Leigh Cunningham (Subcommittee Chair – eResources/Acquisitions)

  3. Jane Burpee (Subcommittee Chair – Training/Communications/PR)

  4. David Luinstra (Co-Chair)

  5. Stacey (Subcommittee Co-Chair – Metadata/Cataloging)

  6. Thomas Guignard (OCLS)

 

Action Items

All, complete TORs prior to July 27th. Come to the meeting on the 27th having read all others and prepared to make comments.
Liana and VR to include request for quote for premium sandbox in SaaS Agreement
John and Systems/Analytics Subcommittee to prepare Briefing Note on recommended 3rd party integrations for all participating colleges. https://developers.exlibrisgroup.com/alma/integrations/
Liana and VR to include request for quote for the provision of Primo for the Network Zone.
Dijana and Metadata Subcommittee to consider a Briefing Note for the order of operations when it comes to loading to the Network Zone?
Liana and VR to ask Ex Libris to describe the cost and project implications for project timeline extension in Annex E.
Liana and VR to bring the unique situation at St. Clair to the attention of Ex Libris and ask if they can provide extra services in this case and how much that will cost.
Stacey & Danielle to prepare Briefing note on Network Zone Setup/Configuration Options (Annex E, section 4)
@Liana Giovando to create a Briefing Note template including examples and suggested word counts.
@Liana Giovando to change CLO to CLO18 on the infographic.
John and Systems/Analytics Subcommittee to keep track of collaboration with BOLT group (Banner Ontario Leadership Team).

Discussion Items

  1. Review Danielle’s comment on ANNEX E - Items for ISC to consider (documents sent separately by email)

    1. Danielle Emon made notes regarding Annex E of the SaaS Subscription Agreement with Ex Libris and pointed out the following items that need to be brought to the awareness of ISC, library project leads, etc.

      1. Standard Sandbox is an experimental/test database that is loaded with ExLibris bibliographic data - not college library data. A premium sandbox will need to be arranged at additional cost if the colleges wish to have an ongoing place (after Go Live) that will allow staff to experiment with a copy of college data and configurations in the Alma and Primo VE production environment.  More info is available here.

        1. ACTION ITEM: We will asked Ex Libris for a cost estimate.

      2. Reminder that Ex Libris’ expectation that college IT resources will be provided shouldn’t be underestimated. 

      3. There is a long list of standard 3rd party integrations, but it is possible not all libraries will want all of these integrations, or the same list of 3rd party integrations.  Or do they? Each college will have to complete a spreadsheet for 3rd party integrations, but it may be that the ISC has a minimum list of integrations that will work for all?  Eg., ILL; publish to Google Scholar; etc. Ex Libris has made the following information available regarding integrations: https://developers.exlibrisgroup.com/alma/integrations/

        1. ACTION ITEM: Systems/Analytics Subcommittee to prepare Briefing Note on recommended 3rd party integrations for all participating colleges.

      4. Annex E does not include the provision of a Primo instance for the Network Zone. In other words, there is no public facing discovery layer for the NZ. This was discussed as a group and general consensus was that it is not a priority for students and faculty to be able to search the NZ. Committee members commented that students will likely just be annoyed to find that another college has the book they need, while theirs does not… Staff will still be able to search holdings across all participating colleges using Alma.

        1. ACTION ITEM: We will ask for a quote for the service so we may weigh the option but it is not a priority.

      5. We have asked if Ex Libris can load local authority records including headings created by the decolonization project, and what costs may be involved.  The ISC, Metadata Subcommittee and OCLS should also factor in this authority work when thinking about which libraries are first priority to load to Network Zone.

        1. ACTION ITEM: Metadata Subcommittee to consider a Briefing Note for the order of operations when it comes to loading to the Network Zone?

      6. Ex Libris notes that, “If customer is unable to provide data in required formats in the project test load timeframe, the Alma project schedule will need to be re-scheduled.” We may need to consider project timeframes or early help for Mandarin, Centriva and Evergreen libraries.

        1. ACTION ITEM: We will ask Ex Libris to describe the cost and project implications for an extension in Annex E.

      7. We will need to take some time to understand St. Clair’s needs, confirm if going to one or two library locations and ensure no extra cost. May also need to consider order or load?  Are there any common identifiers between the two systems? St. Clair may require an early start or additional staff time for data prep and mapping, etc.  Note in Annex E, item 3.5, Ex Libris does not include data de-duplication services.

        1. ACTION ITEM: We will bring this to the attention of Ex Libris and ask if they can provide extra services in this case and how much that will cost.

      8. The last section of Annex E describes the configuration and set-up of the Network Zone. This is a very important aspect to the CLSP project and will have a major impact on our model of collaboration going forward. It is important to consider this carefully.

        1. ACTION ITEM: Project Management office to prepare Briefing note on Network Zone Setup/Configuration Options (Annex E, section 4)

  2. Review https://clo-collaboration-spaces.atlassian.net/wiki/spaces/CI/pages/77266968

    1. This Decision Making Framework Draft is a work in progress but will be used to capture Guiding Principals that will direct the decision making process of the ISC as well as Subcommittees. It will also be used to inform the CLO18 of our intentions and describe the likely direction of decisions and overall environment of the project. We will continue working on this draft as well as the Terms of Reference for each Subcommittee and other Subcommittee guidelines with the aim to have everything finalized by the end of August.

    2. When an issue is identified that needs a decision or attention, it should be brought to the attention of the ISC. Any member of the project can bring an issue to the attention of the ISC. For example, the PMO, a Subcommittee, a College Library, or even the ISC. It will be up to the ISC to consider the issue and determine which Subcommittee is most suited to research the issue and respond. The ISC will assign the issue to one or more Subcommittees. Subcommittees will research and prepare a Briefing Note with a summary of the issue and recommendations for the best response. The ISC will review the recommendations of the Subcommittees with an eye for the overall project and implications of the decision on all stakeholders. They will accept or propose changes. Once the Briefing Note is adopted, it will be given back to the Subcommittee to implement and carry out grunt work if necessary. The CLO18 will be consulted for issues that are beyond the scope of the ISC.

    3. ACTION ITEM: Liana to change CLO to CLO18 on the infographic

  3. PMO Briefing Notes

    1. The Project Management Office, Subcommittees and ISC (if appropriate) will begin sharing important decision-making information in the form of Briefing Notes. A Briefing Note provides a summary of an issue with recommendations for an informed decision based on research. These will be stored in Confluence and available for reference throughout the project. Examples include:

      1. https://clo-collaboration-spaces.atlassian.net/wiki/spaces/CI/pages/81854517

      2. Network Zone Setup/Configuration Options (Annex E, section 4)

      3. ACTION ITEMS: Liana to create a Briefing Note template

  4. Humber is reaching out to the BOLT group (Banner Ontario Leadership Team) to ask the other Ontario Colleges with Banner systems if they'd like to collaborate on any of the integration work between Ex Libris and Banner. 

    1. LOVE IT! Who is responsible for following up? Is this a Systems Subcommittee item?

    2. ACTION ITEM: Systems/Analytics Subcommittee will own this.

  5. Update on including Seneca and Loyalist

    1. We have asked for a description of implications/costs, etc of adding Seneca and Loyalist to the contract. We are waiting on reply from Seneca and Loyalist regarding their interest and readyness.

  6. Update on contract negotiations https://clo-collaboration-spaces.atlassian.net/wiki/spaces/CI/pages/87392272

    1. We are aiming to have a version with all of our proposed changes and requests for clarification to Ex Libris by Wednesday, July 21.

  7. Signed Participation MOU’s: https://clo-collaboration-spaces.atlassian.net/wiki/spaces/CI/pages/17891350/Participation+MOU#Signed-Participants

    1. Only Humber, La Cite, and Algonquin outstanding. We need all colleges to sign before sending the final version of the SaaS agreement to OCLS’s President (William Best, Cambrian College) for a signature (hopefully within the next two weeks).