Attendees

1. Jessica Bugorski (Co-Chair)

2. John Ellis (Co-Chair)

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

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

Action Items

None

Discussion Items

Welcome Katherine!!

Action Items Update

Ex Libris Workshop

Goals

• The goals of the 4-day workshop are to revise and expand staff understanding of Alma functionality, prepare to define and train on local workflows using Alma and identify areas for tuning configuration.

• Recommended sessions set-up by Ex Libris:

  • Technical Services: 6 sessions - 12.5 hrs total

  • Fulfillment: 1 session - 2 hrs

  • Patron Services (ties to Fulfillment): 4 sessions - 7 hrs total

  • Analytics: 1 session - 1.5 hrs

• Other training is also planned, for example, self-directed training and as part of weekly project meetings.

• Liana has asked Ex Libris to reach out to TCPR Subcommittee.

Subcommittee Chair Updates

Cataloguing/Metadata (Stacey)

• They are reaching out to the Decolonize the Catalogue Subcommittee for their decision as it relates to briefing note

• The week of Nov 15 meeting will be used to discuss 2 other briefing notes, 1 on Bibliographic Standards and 1 on Data Clean up.

Systems/Analytics/Data (John)

• They discussed the potential involvement of the BOLT group in terms of Banner integrations. A survey will be sent to gauge their interest.

• Liana said that Centennial IT was interested in who to learn from and who to share wit. She recommended they to reach out to the SAD Subcommittee.

• They are also taking a look at Migration and Field Mapping forms and records to see if they can assist.

Data Extraction & Validation/Mapping & Migration Forms (Stacey)

• The initial data extracts are done and validated which went smoothly for the most part. Acquisition data extracts are still in process for 4 colleges. Jennifer and the colleges are working hard to complete them. It is a learning process.

• All colleges are working on migration & field mapping forms. They need support so we will plan individual meetings with each college and Ex Libris and extend the due date for final forms from Nov. 12 to Nov. 19.

Implementation Kick Off & Planning

• Humber’s request to delay Implementation Kickoff Meeting by a week to Nov. 15 is agreed to as it may provide some relief to colleges, but will not impact timelines.

• The PMO has emphasized the need for the PMO to receive information about planning and deliverables before the colleges so they can proactively prepare and coordinate support (e.g. from OCLS) in advance.

Project Funding Plan (Virginia)

• The recommendation is to use additional central funding to pay the majority of future software costs for 2023/24 as it is fulfills the mandate and will benefit all colleges equally.

• See the Funding Use Update & Discussion Presentation

• The ISC would like more details about categories of PMO costs that have been accounted for to have a better understanding of what activities have been considered.

• ISC will table a decision until next week.

Review and Approve Briefing Note 01 and Briefing Note 02

• DECISION: ISC approves recommendation of Briefing Note 1 and 2

Go-Live Date (Tuesday, July 26, 2022)

• The Go-Live date is a hard date and is not flexible once it has been set. Ex Libris does not recommend pushing the date earlier because it will shorten the testing period.

• The CLO18 will need to be informed so directors have advance notice and can be aware of vacation planning. They may need to consider blocking weeks of July 18 and 25 for vacation for library staff & potentially OCLS as well.

• DECISION: ISC approves July 26 Go-Live Date

Review Draft Risk Mitigation Plan

• Deferred until next meeting

Staffing Capacity across System

• Concerns are raised about staff capacity at the college libraries. Is there any way to provide respite and/or recognize effort over the last few weeks? Consider engaging the TCPR Committee for support.

IT Issues

• IT priority with CLSP project may be a challenge. PMO will help support colleges as needed and will look at updating project information for IT to support use cases for IT support

• The ISC will monitor colleges for any potential issues with IT support for implementation