2022-06-17 Systems Meeting Minutes

Owned by Lauren Rupert
Jun 17, 2022
3 min read

Rescheduled meeting as June 10 meeting was cancelled

Attendees

Regrets

Action Items

All colleges to have their reports submitted to the https://clo-collaboration-spaces.atlassian.net/l/c/ugXhk9D0 BEFORE July 8th.
Look into pre-existing “out of the box” report options offered by Alma after the Go Live date
(Future/If needed) @Gordana Vitez to propose options for pre-existing reports offered by Alma to the ISC to be brought to the attention of CLO, in the instance that better report options are found.

Discussion Items

Update from the ISC

  • Metadata and Cataloguing - This subcommittee is continuing to work on the CLO Metadata Standards (previously referred to as the Minimum Bibliographic Standard). As of right now, the subcommittee has established standards for nearly all material types. Once these standards are complete they will be entered into the LibGuide to act as a trusted guide to cataloguing for the Page 1+ Colleges. This subcommittee is also working toward creating normalization and validation rules for the NZ and IZ during the importation of records (even during batch record imports).

  • E-Resources - This subcommittee is currently working on troubleshooting access issues, and seeks to establish why some resources work and others do not. They are also working on creating tests for other colleges to use during implementation to test their electronic resources and to log issues and errors that may be found during the testing (https://clo-collaboration-spaces.atlassian.net/l/c/GTmk7Qhi).

  • User Experience - This subcommittee is currently working on identifying the best strategy for resource sharing. They have passed guidelines pertaining to EDI (https://clo-collaboration-spaces.atlassian.net/l/c/4u1wYKmg) statements and are investigating, with the aid of the Decolonizing the College Catalogue subcommittee, which terms should be placed on a suppressed language recommendation list and how to implement this suppression at a Discovery Layer level.

  • Training/Communication/PR Subcommittee - Branding is now available for Page 1+! Information about Communications Strategies will be launched today, this committee is also working on instructions on how each college can work on training their users.

  • Implementation Steering Committee - Talks of governance after implementation is achieved. Primary which committees and subcommittees will still be necessary and what role they will play after implementation.

Review - https://clo-collaboration-spaces.atlassian.net/l/c/WANfH78q

  • So far more than half of the colleges (11) have made their submissions to the Shared Reports Table. A brief scan shows most colleges have indicated that they have entered CLO Annual Reports in the reports table, most how that there is an easy way to complete the statistics needed for CLO in a more consortial arrangement.

  • Many questions raised have been about circulation at the item level and circulation staff user groups.

  • Once all reports have been received work can begin to determine which reports can be made from “out of the box” options and which will need to be constructed from scratch. There will also be an examination to determine which reports will be beneficial to CLO and to see if there are better “out of the box” options available for use. In addition, investigate how to create analytics reports to match the CLO assessment's needs and requirements.

  • Possibility of a CLO Dashboard being created (designed/offered by OCLS) - a space where colleges could access all needed reports in a convenient location.

  • ACTION ITEM: All colleges to have their reports submitted to the https://clo-collaboration-spaces.atlassian.net/l/c/ugXhk9D0 BEFORE July 8th.

  • ACTION ITEM: Look into pre-existing “out of the box” report options offered by Alma after the Go Live date

  • ACTION ITEM: (Future/If needed) @Gordana Vitez to propose options for pre-existing reports offered by Alma to the ISC to be brought to the attention of CLO, in the instance that better report options are found.

Support for IT Staff for other Colleges

  • BOLT - Banner Ontario Leadership Team (student, finance or employee information system). This working group functions as a group of IT individuals working as a community of practice and peer-to-peer assistance during the implementation period

Any Other Items

Parking Lot Discussion Items

  • Be aware that eResources activated in NZ or IZ should not affect colleges' ability to pull eResources data in Alma Analytics. Tests may be needed to make sure eResources-related reports work as expected.

  • Discussion of role of the SAD subcommittee post Go Live. See Orbis Cascade Alliance Systems Committee for an example: https://www.orbiscascade.org/programs/systems/documentation/