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2022-08-26 Systems Minutes

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Attendees

Regrets

Action Items

  • Jennifer Mo (Unlicensed) to add new reports identified by Rebecca Pearson and Lingling Jiang to a “Shared Reports” folder; these reports can be modified at a later date. However, they are meant to reflect, as best they can, the reports currently run by CLO
  • Liana Giovando to add clarification around what generic data is in the Sandbox Management Guidelines
  • Liana Giovando and Gordana Vitez to consult with Mowhawk about this decision in the next ISC meeting
  • Liana Giovando to clarify who should be contacted within OCLS for assistance in the Sandbox Management Guidelines
  • Liana Giovando to add a note to the Sandbox Management Guidelines concerning the frequency of the documents updates/revisions
  • Liana Giovando to create a briefing note concerning the Sandbox Management Guidelines
  • Liana Giovando and Gordana Vitez to present the briefing note to the ISC in next week's meeting

Discussion Items

Update from the ISC

  • No updates - omitted to provide more time for the Sandbox Management Guidelines feedback

Feedback on Sandbox Management Guidelines

  • Changes are captured in the Sandbox Management Guidelines document

  • Generic Data

    • Clarification made on what generic data is in this instance and where it is coming from

    • Generic data provided by Ex Libris is being used when performing testing - this is because to use actual data from the colleges would be an incredibly expensive choice

    • Several concerns were raised that the data may not be as accurate or helpful as it could be because of this

    • ACTION ITEM: Liana Giovando to add clarification around what generic data is in the Sandbox Management Guidelines

  • Limiting Access

    • A suggestion was made that for the first year of its use the sandboxes be limited to the colleges and OCLS for use, and for LIT programs to be allowed to use the program after the first year. This suggestion is made in anticipation that the first year will be the most intensive/involved with sandbox use.

    • Suggested that there be clearer scheduling for college testing periods/requests

    • ACTION ITEM: Liana Giovando and Gordana Vitez to consult with Mowhawk about this decision in the next ISC meeting

  • Network Zone Testing

    • A question was raised about OCLS NZ testing “trickling down” and affecting Institution Zones, this would include instances like testing Resource Sharing in the NZ.

    • Request that OCLS make clear what they are testing, why and (if possible) how it may affect college uses

    • This led to a question about what support/services OCLS will be offering in regards to testing in the sandboxes (testing new features, customized solutions for colleges in the IZ rather than NZ)

      • There will be more clarification forthcoming after the OCLS Service Proposal meetings taking place next week - at this time it is still unclear

  • Refresh

    • Several solutions were offered to how often and when the sandboxes should be refreshed.

      • 3 times a year - allowing for any conflicting tests to be run more frequently and also cleared more quickly

      • 2 times a year as suggested in the guidelines

    • A suggestion was made that the dates (periods) for refresh be changed to the end of December and July - which are vacation times for many of the colleges, allowing for minimal disruption for patrons

      • These would be run at the beginning of those months as the refresh can take several weeks to process and then several more days to complete (manual process for requesting as well)

      • OCLS would make the requests for the refresh

  • Assistance Request

    • It should be specified who in OCLS should be contacted in the instance of a problem, or need for assistance

    • It was agreed that the OCLS Help Desk should be contacted for support

    • Possibly include an email template/format for those who wish to submit maintenance tickets

    • ACTION ITEM: Liana Giovando to clarify who should be contacted within OCLS for assistance in the Sandbox Management Guidelines

  • Profiles - Testing Records

    • A question arose if patron data can be imported when creating profiles for testing records or if this was considered a privacy issue

    • It was agreed that the records used for testing should either be patron profiles that have been anonymized (no first name, last name, student number, email, etc.) or a fake record with no real patron data

  • A quick reminder was made that this is a working document and it is subject to change in the future as the needs of the college change

    • ACTION ITEM: Liana Giovando to add a note to the Sandbox Management Guidelines concerning the frequency of the documents updates/revisions

  • ACTION ITEM: Liana Giovando to create a briefing note concerning the Sandbox Management Guidelines

  • ACTION ITEM: Liana Giovando and Gordana Vitez to present the briefing note to the ISC in next week's meeting

  • The guidelines have been approved by the sub-committee!

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/

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