2021-03-12 ULMS Steering Committee Meeting Notes

1:00-1:05

Welcome

@John Wenzler

Chris Lee and Christina Hennessey joined the meeting.

1:05-1:15

COLD Report & Rapido Update

@John Wenzler

John gave a brief updated on the topics discussed at the COLD meeting held in the morning: SCELC shared print and the California Collections Collaborative initiative. The ULMS Steering Committee report will be presented and discussed by COLD, along with the Rapido proposal at next COLD meeting on March 19.

1:15-1:30

Resource Sharing pilot program

@Chris Lee @Natalya Magazino (Unlicensed)

Chris Lee presented the benefits of pursuing a resource sharing pilot with SUNY. Full details are available in the attached document. The aim is to identify 4-6 CSU libraries interested to join consortial sharing with four SUNY centers. The pilot will not require combining the network zones; requests will be directed to SUNY only if items not available in CSU+. The proposed partnership would be beneficial regardless of Rapido adoption. Proposal has been discussed with the Resource Sharing functional committee, and is supported by the committee. In terms of timeline, ideally the pilot could be rolled out over the summer and go live in the fall. John will discuss with COLD the proposal and the selection of the participating CSU libraries for this pilot.

1:30-1:45

CSU/UC Reciprocal Agreement Proposal

@Natalya Magazino (Unlicensed)

Open

The Resource Sharing functional committee is proposing that CSU libraries enter a reciprocal agreement with UC libraries as outlined in the attached document. The benefits would include cost savings (no charges between the libraries) and reduced turnaround time. The committee has a draft agreement outlined and would like to proceed with contacting the UC libraries. John will bring this proposal forward to COLD Exec and discuss the best way to approach the UCs and to bring them onboard. Another venue could be contacting the UC Alma/Primo project managers in order to reach all UCs at once.

1:45-2:15

Functional Committee Reports

All

Resource Sharing

• The CONTU Guidelines and ILLiad Updates task forces have both had their first meetings. A lot of interest in both task forces.

• Working on building evidence for a satisfaction survey meeting with ExLibris. The RSFC will be hosting breakout rooms during this week’s I-SPIE TV in order to gather feedback and examples from our community of practice on top issues identified by the RSFC in the satisfaction survey.

• Working with the FFC on exploring how we can use Alma’s resource sharing request API to accommodate CSU+ requesting for CalState Walkin users.

• Met with ILL coordinator at UCSD and chair of UC courier team to discuss their interest in an ILL/resource sharing reciprocal agreement with the CSUs. Learned a little bit about how the UC courier contract is structured.

• Drafted a systemwide resource sharing reciprocal agreement. Would like to seek COLDs approval to establish systemwide resource sharing reciprocal agreements with the UC libraries.

• Planning to test CSU+ requesting in Primo VE. Chris is in the process of setting our campuses up.

Resource Management

• 1-VE Configuration

  • Some members of the Task Force are monitoring or involved in the efforts to Configure Primo VE 

• 2-The TF completed revision of the NO DEDUP Policy, and will post this to Confluence

• 3-Ideas continue about Content Notes where material has aspects that are seen as sensitive to those researching in OneSearch

Fulfillment

• Continued working with the RSFC to recommend options for Walk-in User CSU+ requests.

• Began working on organizing and providing documentation to the fulfillment top 3 issues for our meeting with ExLibris.

• Began preliminary Primo VE testing for fulfillment functions.

• The next Fulfillment Open Forum will be Thursday, March 25^th at 11am. We will demo Digitization and Walk-in User workflows.

ERM

ERM arranged a committee watch party for the January 11th Alma & CDI Single Activation for Consortia video: https://www.youtube.com/watch?v=tKbawBkpt1s .  

o   While ERM acknowledges that the Ex Libris videos can be a little confusing to watch at times (descriptions can be hard to parse quickly), we recommend that institutions keep up with CDI training videos as they come out.  

o   A takeaway from this video is the optional ability to combine institution and network zone search results on the same tab in Alma.  You have to ask Ex Libris to turn it on. https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/100Managing_Multiple_Institutions_Using_a_Network_Zone/03_Managing_Records_in_Consortia/065Combining_Institution_and_Network_Zone_Search_Results

PrimoVE CDI testing

o   Campuses should be testing their PrimoVE instance to see how CDI records are displaying.  ERM recommends that individuals seek out records for books, newspapers, and journals.  

o   You can test how CDI records for a specific collection display by searching by DBID, instructions are the first tip in the CDI Tips and Tricks page: https://knowledge.exlibrisgroup.com/Primo/Content_Corner/Central_Discovery_Index/Documentation_and_Training/Documentation_and_Training_(English)/CDI_-

Discovery

Campuses are advised to note the VE evaluation schedule available at Primo VE Evaluation Schedule . We anticipate Ex Libris involvement and attention time to decrease significantly after March 23^rd so everyone with Basecamp access should submit any questions they have related to the Go VE process on that platform a.s.a.p. 

• Our normal cmte. meeting happened, the minutes for which are here: 

2021-02-19 Discovery Functional Committee Meeting notes  
Out of that meeting arose 2 forms related to drools for Primo VE. 
First, courtesy of Mark Braden: a form where you may submit drools you have created in your library to work with Primo VE metadata. https://docs.google.com/forms/d/1t3Gl11zE50saDkg_k_ThpcCMA8YjjbgNmLvL3Wh__co

Use this to share your contributions, drools will be made public on the confluence/wiki. 

Second: a form where you may request drool creation in order to rectify full record display problems that are impeding your ability to judge VE. VE - drool Creation Requestarchived

Use this to make the drool experts aware of issues – though be mindful that there is a relatively small group of people working on this.

• We held two VE Forums, one on 2/26 and one on 3/5. The recordings and topic notes for these forums are available here: 

VE Forums

• We had an authentication troubleshooting call on 3/9, the recording of which is linked from the VE Forums page on the wiki. 

• The February release of Primo has been installed on the sandbox and will be installed on production on March 14^th. Campus Primo admins will want to review the release notes and test/implement new features. https://knowledge.exlibrisgroup.com/Primo/Release_Notes/Primo/2021/001Primo_2021_Release_Notes?mon=202102BASE

Assessment & Analytics

•  We met this morning with the Ex Libris team regarding our priority issues for Analytics. There is some improvement in Network Zone Analytics performance and we learned some best practices for creating reports that help. Christina shared those best practices with the listserv and on Slack today. Ex Libris is doing some additional investigation of the other two issues we raised.

• We have received 16 responses to our usage data survey. We're hoping for a few more responses before we wrap up, and then Heather Cribbs will be putting together a report and we'll talk about next steps.

• As I noted at the last steering committee meeting, we received the report from the data visualization task force, and that task force's work is now considered complete. Their recommendation was to create a CSU-wide data lake or data repository and they concluded that Tableau may not have the features we need at this time. There are some possibilities that working with the APIs might improve the functionality of Tableau, but we would need to identify resources to support that development work. I'm attaching the report from the task force here. 

Acquisitions

• Discussed the future ExLibris meeting to discuss program issues.  

• Discussed problems with our campuses contingency plans for the Fall.  

• Discussed budget calendars and preparing for the fall budget.

2:15-2:30

Summer Meeting

@brandon dudley (Unlicensed)

California ELUNA or CSU Meeting or Both? The group discussed the pros and cons and was decided that no CSU-wide meeting is needed this summer.

Time Permitting

Other

@brandon dudley (Unlicensed)

What committee is up next to work their Top Issues with ExL? ERM