Attendees

1. Jessica Bugorski (Co-Chair)

2. John Ellis (Co-Chair)

3. Katherine Marceau (Subcommittee Chair – Systems/Analytics/Data)

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

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

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

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

8. Liana Giovando (Project Manager)

9. Virginia Roy (OCLS)

10. Thomas Guignard (OCLS)

11. Aura Hill (OCLS)

12. Jana Purmalis (OCLS)

Regrets

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

Action Items

Discussion Items

Subcommittee Chair Updates

SAD Subcommittee

• Working on helpful information for IT using information from different colleges that already implemented Alma to support college’s IT and keeping them engaged.

• Creating groups of collaborators based on systems being integrated (e.g. Banner, Colleague, etc.)

E-Resources Subcommittee

• E-Resources still gathering items for list of E-resources not in Community Zone. List is quite large. Many items may remain at the institution level. https://clo-collaboration-spaces.atlassian.net/l/c/R1xaFhQC

Met/Cat

• The Request for Decision document was shared with Decolonizing Catalogue Subcommittee on which approach to take to preserve decolonized subject heading work that was done. Requested response by December 15.

• Next meeting is scheduled for tomorrow. Danielle is attending to talk about standardization at NZ and IZ levels. They will also talk about data clean up.

No further updates from subcommittees as new meetings have not happened yet.

TCPR - CLSP Kahoot holiday celebration - with Prizes!

• Working on a Briefing Note on Hiring external consultant for Branding which will be sent to the ISC next week.

• On Friday December 17 morning, TCPR is hosting a CLSP Kahoots holiday celebration - with Prizes! If you have trivia/individuals who should be celebrated/any ideas for Kahoot questions (e.g. SAD Committee) please let Jane know. A future idea is to consider providing some small item/cookies/snack pack for each person that’s part of the implementation, but there are logistical challenges.

OCLS Update

• OCLS is gathering information into different collaborative opportunities including both cost recovery and funded services. They are also speaking with Ex Libris to get information about other consortial models from an OCLS perspective and map out what those services could be.

• OCLS is capturing and sharing information from subcommittees and Basecamp to add to discussions about services and working on their own Alma/Primo training so they can support colleges, especially smaller ones who may not have Alma Administration.

• There is a request for more information about the project from CLO 18 and the PMO will develop monthly communication for them. CLO 18 interested in how CLSP Project will affect OCLS services.

Review Draft Risk Mitigation Plan

Additional risks to consider:

• Health & Safety: Employee workload and possible burnout

• Compliance Risk: Compliance with Ministry's transfer payment agreement, AODA (may be handled by Ex Libris)

• Reputational Risk - OCLS, all libraries, colleges reputation may be affected if CLSP implementation is not successful.

• Strategic risk: CLPS is part of post-pandemic recovery solution and the need to adapt to the way students want to learn, which includes a robust digital environment.

• ACTION ITEM: Aura to add Draft Risk Mitigation Plan as standing agenda item

Vacation Planning

Vacation Planner

ACTION ITEM: Liana to create a summary of busy periods and less busy periods to help colleges with vacation planning if it has not been completed yet.

Implementation Details for College IT Departments

https://clo-collaboration-spaces.atlassian.net/l/c/LZRHe9RK

Project Plan Draft

https://docs.google.com/spreadsheets/d/1CM7f6Io-EJbgtGCofALKZn3KGclY1rtawz1y1YkGEhw/edit?usp=sharing

• Liana has drafted the project plan but some dates are only estimations. Ex Libris will not likely provide fixed dates for some activities until later in the project.

• Lines with yellow shading show where IT will be engaged. Please note that authentication cannot start until environments are ready (January 18) and some dates are still shifting.

• Jane would like to add estimated actual hours within the time period for activity

• The plan is to share the draft project plan with college liaisons and emphasize that dates will change. It will be shared via link so they are always directed to the updated version.

Information about SUNY Authentication and Generating XML File

• SUNY said it took about 4-10 hours for Authentication process for IT, but the SIS integration took much longer. For the SIS requirement to generate XML file, SUNY hired a developer to write a program to create XML file and it took 70-100 hours. All SUNY used Banner and had the same IT.

• CLSP may be able to purchase SUNY’s program or may be able to adapt it, but it only provides a solution for Banner colleges. The SAD committee is working on SIS requirements for all colleges.

• Ex Libris will have an IT person working with each college and they will have individual meetings, etc.