2021-09-17 Minutes

Owned by Thomas Guignard (Unlicensed)
Last updated: Sept 22, 2021
4 min read

Attendees

Discussion Items

Analytics

Still waiting for more information from ExLibris. Liana is also working to prepare a briefing note around collection analytics.

Eva heard from other ExLibris libraries that Alma makes it easy to create reports. Existing reports and dashboards from the Community Zone can be easily copied and modified. Likely will be easy to collect information. We will soon have access to the sandbox, that will enable us to test it out and identify what can be done out of the box but we will need to check if we have access to the Community Zone.

Network Zone and Analytics

There was a question around whether colleges will be able to share data across the Network Zone to make it possible for OCLS to centrally gather stats on behalf of CLO.

Eva asked Emily at UOIT how OCUL is doing it. The way that Omni has been set up prevents OCUL from seeing and gathering data from members. This is a policy decision rather than a technical decision.

Amanda: the recommendation of this committee should be to allow colleges to share as much data as possible to make it possible for OCLS to collect data needed for the CLO stats on behalf of CLSP members. The key question is likely whether patron data can be anonymized when sharing to the Network Zone. We will need to request from ExLibris a menu of options that shows what kinds of data can be shared in the Network Zone, and what steps have been taken to secure the data, e.g. anonymization of patron information.

Alma Administrator training requirements

When we negotiated with ExLibris, they confirmed that the only requirement from their perspective is to make sure that there are two Alma certified administrators across all colleges.

Do we need to track this? Will OCLS be interested in knowing who on the colleges has the Alma cert? Thomas will ask OCLS. This might be something to do after the implementation.

Will there be a listserv for all CLSP members? It’s likely that the Sirsi listservs will eventually be retired and replaced by a CLSP listserv. John will defer this to the Communications subcommittee.

Amanda: can there be a requirement that there is at least one person on each committee taking the Certification course? John will make the recommendation the the Steering Committee.

Third party integrations

BOLT, PeopleSoft, Colleague user groups - Ruth is gathering information about what system each college is using and what user group exist for each system.

ExLibris will ask each college to fill out a form to gather information about third party integrations. The PMO will be coordinating the gathering of these forms, which have to be filled by October 15.

Status of IT services involvement at the colleges

Centennial: they have just shared the terms of the contract with their IT so they know what’s coming.

Algonquin: they are currently working through an ITS integration project, they have made sure to include CLSP to the roadmap so it’s on their radar.

Lambton: IT is aware that CLSP is coming and that there will be a need to integrate with college systems. Not sure how far this discussion has gone at the college.

Humber: Soft launch meeting next week with ITS and library team to discuss scope. They will write a project charter, figure things out with Guelph Humber to determine policies around sharing data.

Fanshawe: General conversation ongoing with ITS, regular meetings, Tony knows who at ITS will be the main contact for the CLSP integration, they are aware. The ExLibris forms will shed light on the type of information needed, what type of integrations we’re talking about.

George Brown: They have a direct connection with ITS who they are keeping appraised on the project.

Fleming: Preliminary discussion with ITS, they are aware and contact has been established. Waiting for the contract to be signed to get more details on what they will need and who at ITS will be the main contact.

Sheridan: ITS have been aware of this project since last year, they know it’s coming, a point of contact has been assigned. Meetings will be held starting next week. Lingling is planning to invite IT and their systems person to any discussions with ExLibris regarind 3rd party integration that she’s invited to.

Misc

Some colleges (Humber, Centennial) have been thinking about migration for a long time and have begun the process of reviewing policies, etc. So they are eager to have all integrations to be in place by the go live date. Might have a more aggressive schedule that the progressive integration schedule proposed by ExLibris. To get the dev site up and running, SSO and SIS integration is a priority. All else is secondary and can integrated once the dev site is live.

Records cleaning - Lingling mentioned that at the last Sirsi meeting there was a discussion around what data cleanup will be done by OCLS before the migration. OCLS has checked with SirsiDynix about what level of support they will be able to provide to support the migration. SD can do it but it will cost $8000 per college. OCLS has mentioned that they can also offer this support without needing to rely on SD. This is more of a discussion item for the Metadata subcommittee.

Action Items

John to bring to the ISC the following questions we’d like to ask ExLibris about data sharing across the Network Zone:
What is the level of granularity and security of local information that can be shared across the Network Zone
Can we see a list of fields - how is this controlled in the sandbox
How much of these settings can be set for a group of colleges instead of each college having to do it on their own
Thomas to ask OCLS if they will want to track who is Alma certified at each college
John to bring the recommendation that there be at least one Alma certified administrator from each subcommittee.
John to ask Jane Burpee and the communications subcommittee whether they have planned to set up a listserv for all CLSP members post implementation.