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

• Dijana Kladnjakovic to share draft “briefing note”
• Everyone to review Draft Risk Mitigation plan and make suggestions for other risks & mitigation strategies and discuss next week.
• Aura Hill to add Draft Risk Mitigation Plan & Vacation Planning to next week’s agenda

Discussion Items

Subcommittee Chair Updates

Discovery/Customer Service/Front-End

• The subcommittee had a preliminary discussion on resource sharing and decided to gather background information on the current physical resource sharing situation, as well as different physical resource lending models and in other institutions.

• It was identified that it is key to understand the direction CLO wants to take in terms of resource sharing. The subcommittee intends to prepare a summary of their research/background document for CLO. CLO’s next meeting is in early December.

E-Resources/Acquisitions

• They are working on drafting a briefing note related to supporting e-resources that are not in the Community Zone (CZ). They have reached out to all the colleges to obtain a full list of resources not in the CZ and are conducting research into possible approaches.

Systems/Analytics/Data

• A survey asking about interest in collaboration on Banner and other SIS integrations was sent to library liaisons at Banner colleges. Humber, as chair of BOLT, had reached out to IT at Banner colleges as well. PMO will talk to Humber to share information and align approaches.

Cataloguing/Metadata

• They are working on how to reflect the work of Decolonizing Subcommittee in CUC records going into the Network Zone. They have met with Decolonizing Subcommittee and presented draft “briefing note” with possible approaches and asked them to provide guidance by December 15.

• The files for test load are due Nov 19, so whatever decision is made will not be reflected in test load.

• Jane brings a recommendation to have a sub-subcommittee/working group on this issue and Virginia asks for OCLS to be included if this goes forward.

• ACTION ITEM: Dijana to share draft “briefing note”

TCPR

• Haven’t met again - working on potential RFP for branding and developing communication activities.

OCLS Updates

• OCLS is also meeting as a group and looking at implications for OCLS services, such as Network Zone, cataloguing, e-resources, etc. The goal is to provide a proposal of high-level set of service descriptions for ISC & subcommittees to consider in relation to mapping current services to the future state.

Connecting IT personnel across colleges

• Centennial IT will meet with IT from Algonquin and Fanshawe to understand work requirements for CLSP implementation. A few other colleges are experiencing IT issues mainly triggered by Authentication Form.

• The PMO is working to update Confluence with information colleges need for IT Intake Forms.

ELUNA Membership

• https://el-una.org/

• Liana proposes consideration of ELUNA membership as there are many benefits, resources.

• ELUNA coordinates recommended changes/issues to Ex Libris.

• The suggestion is to consider one consortial membership managed by OCLS and recommend colleges consider joining to join working groups, etc. or perhaps an additional consortial membership for Steering Committee.

Decision on Project Funding Plan (Funding Use Update & Discussion Presentation)

• Costs for Project Management Office have been reviewed.

• The recommendation is reframed to indicate that implementation costs will remain the first priority, and the ISC just needs to agree to the principle that remaining funds will go to cover future software costs.

• VR will need to obtain permission from ministry, confirm with auditors and the Board and see if Ex Libris is open to early software payment.

• DECISION: ISC supports this recommendation.

Review Draft Risk Mitigation Plan

• An initial draft of the risk mitigation plan is presented.

• ACTION ITEM: Everyone to review and make suggestions for other risks & mitigation strategies and discuss next week.

• Some suggestions are to include vacation planning and crucial dates where staff is needed as part of Timeline risk and to re-rate IT risk and Financial risk as things have changed.

• Virginia will update OCLS Board on development of Risk Mitigation Plan.

Other - Vacation Planning (“Please don’t leave us” dates)

• Staff want to know when they can take vacation without impacting the project too much.

• Expected very busy periods will likely be last 2 weeks of January (data review), last week of Feb (Alma Workshop), but a detailed project plan is in development and dates are being finalized with Ex Libris.

• Library staff that are faculty have limitations due to unionized environment (e.g. no carryover of vacation days). May need to identify and communicate “safe” periods for vacation and create back-ups.

• ACTION ITEM: Aura to add Vacation Planning to next week’s agenda