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in-person at Alliance Summer Meeting 2015, held at Warner Pacific College in Portland, Oregon

In attendance

Systems Team
  • Rose Carlson (Reed)
  • Blake Galbreath (EOU)
  • Wade Guidry (chair, UPS)
  • Scot Harrison (SMU)
  • Nathan Mealey (PSU)
  • Bonnie Parks (UP)
  • Alex Merrill (WSU)
  • Al Cornish (Staff liaison)
Institutional Attendees
  • Linh Le (OHSU)
  • Kun Lin (Whitman)
  • Margaret Mellinger (OSU)
  • Doris Munson (EWU)
  • Sid Nash (WWU)
  • Pavel Popov (Clark)
  • Jim Rible (SOU)
  • Barbara Valentine (Linfield)
  • Natalee Vick (SPU)
  • Jennifer Ward (UW)
  • Heather White (MHCC)
  • Dawn Lowe Wincentsen (OIT)
  • Natalie Beach (Chemeketa)
  • Robert Ferguson (WSU)
  • Ping Fu (CWU)
  • Mary Galvin (UO)
  • Sarah Johnson (Concordia)
Ex Libris
  • John Larson
Welcome and introductions (Wade Guidry)
A special welcome was made to Mary Galvin, the newly hired Systems Librarian at the University of Oregon.
“Report on Chairs, Team members, and Representatives” training document, currently in in development; highlights (Al Cornish)
Al noted that as we move now from migration to sustainable operations, that a training document is in development for chairs, team members, and representatives. It is expected to be available for review by late August and will describe team roles, who makes appointments, and available communication methods.  It will also define expected time commitments for each role—chair, member, representative—as well as the process to be followed should time commitments exceed expectations.
Systems-related Communications and Resources (Wade)
Wade gave an overview of current communication venues—lists and team web site.

There are three email lists:
sys-reps@orbiscascade.org  – official communication from team to representatives, used when action is needed by official systems representatives.
sys@orbiscascade.org – communication among the team members
sys-discussion@orbiscascade.org – general discussion list of systems issues open to anyone with an interest.  This is the most active list.
A concern was raised about silos created by the current lists. For instance, a “Primo down” message might be sent to either the Discovery or the System discussion lists, with no communication between them. If you’re not monitoring both, some communications might be missed and if you are on both, you frequently get multiple messages about the same issue. During implementation, it was noted, we had a Leads list—a central location--where this kind of a communication took place.
One suggestion was to have a list for Alma discussion and one for Primo, with the expectation that users would include clear subject headings (eg, PBO--) so list members could readily decide what to delete and what to read. It was also suggested that we move more discussions to Alma-L and Primo-L, although the Alliance Primo installations are significantly different than at other institutions and might not be useful to these extended communities.  It was suggested that systems down messages would still be more appropriate on Alliance-sponsored lists (and in SalesForce).
Systems site (on Orbis Cascade Alliance teams tab)

Wade reviewed what is available on the Alliance System Team site, which can be found at orbiscascade.org / Teams / Systems  (url: https://www.orbiscascade.org/systems-1/ ): team membership, team generated documents, meeting minutes, and Summer Meeting presentations.
Alma and Primo enhancement cycles – 2015 (Wade)
Alma Stage 2 voting will be in August

Primo enhancement submissions to ELUNA / IGeLU through end of July
Wade reminded us that management of the enhancement process is part of the System Team’s charge. The process, including the 70-30 consortia-individual voting distribution, is based on the policy approved by Council. For the recent Alma enhancement request voting, over half of the top 20 Alma were supported by the Alliance. This will be paired down by ELUNA. (John Larson explained that Ex Libris assigns a certain amount of “man years of development” to finalist enhancement candidates.  Some may cost more than others. That total cost determines how many requests Ex Libris will ultimately take on. August is when ELUNA stage 2 voting for Primo requests take place.
Al Cornish will serve as chair of the Primo Enhancement Requests Working Group, and the Alliance process has begun. Please send Systems-related enhancement requests to Wade for inclusion in the list for consideration as soon as possible because alliance-level requests need to be submitted to ELUNA by July 17th.  Institutions will have until end of July to submit additional institutional requests directly to ELUNA, if they wish.
Wade has added SalesForce cases that are in “Project Management Review” review status. However, closed cases where Ex Libris had added a comment for the institution to submit for enhancement, can’t be searched. This will be up to individual institutions to identify/remember and send to Wade.
Training Needs / Ideas
API training (Al): follow-up discussion on API training
Wade reminded the representatives that the Collaborative Work Force Team is taking the lead on documentation and training, so our role is to surface training and documentation needs and possibly to do training in specialized areas.

A need was expressed for beginner-level API training, as not every institution has staff with experience. If we could identify a common API need, another suggested, it might be used to develop a productive web training. (One team member also suggested Jason Michel’s Web Service APIs and Libraries for anyone interested in getting started.)

It was also noted that currently there isn’t a good place to share APIs. John Larson suggested relying on the Ex Libris Developer’s Network (http://developers.exlibrisgroup.com ), giving not only those in the Alliance, but others the chance to build upon what Alliance members have done (https://developers.exlibrisgroup.com/blog/tag/code ). The Systems Team may want to look at whether this might work for Alliance APIs—and in what cases. John Larson also reminded the group of the support forum within the Developer’s network (https://developers.exlibrisgroup.com/discussions#!/forum/forums/list.page ) , which can be used specifically to get support from Ex Libris on API-related questions.

The Alliance, it was suggested, may not need centralized hosting so much as centralized discovery on the Systems Team page, for instance. We could look at identifying/listing problem statements and API solutions that could be adopted.

It might be useful to take a further look at the Ex Libris Developer Network by making it a topic of an open systems call.

What other training do individuals need? Who might be willing to provide training?

No additional topics raised.
Systems Documentation Needs
What needs do we want to share with Collaborative Workforce and/or make available on the Systems site?  The following was suggested:

  • PBO map (Lesley Lowrey’s effort from the early 2015 Primo Hackfest)
  • “Dummy GES used to hide Summit link on electronic resources” documentation (which may currently exist only in email)
  • CSS to hide the extra fields in the resource sharing form
 It was agreed it is important to continuing building out the Systems Team page.

Wade noted that the Alliance is an institutional subscriber to Google Docs now, so Team documents can live there, not in personal accounts as had often happened during migration. For Summer Meeting presentations, for instance, we will link from Systems Team page to the Google Docs file, at least until the Collaborative Workforce Team has developed documentation protocols.
Systems Team Working Group Updates (Wade)
Alma Enhancements Working Group and Primo Enhancements Working Group activities were covered in an earlier agenda item.

The Service Level Agreement Working Group is looking at ways to evaluate Alma and Primo performance, building on the work Alex Merrill has done at WSU using Nagios reporting tool. For WSU, this enables documenting system slowdown (slow page loads) as well as system down time. The working group expects to publish a Primo/Alma quarterly performance report based on metrics that are not as yet fully defined.

The Primo Toolkit Working Group will document best-of-breed customization work that has been done at Alliance institutions. The groups charge has been approved and has been posted to the Systems Team site (https://www.orbiscascade.org/primo-toolkit-working-group/ ). Nathan Mealey, working group chair, has put out a call for nominations on both the Systems and Discovery and Delivery discussion lists. The request for nominations has also been posted on the team site (https://www.orbiscascade.org/call-for-members-primo-toolkit-working-group/ )

It was suggested that the working group consider developing a list of members who know how to implement these customizations (or other system-related projects) and might serve as consultants to libraries that don’t have the technology expertise, sometimes the case at smaller institutions in particular. This could be a list of project types and particular consultants. This is a collaborative workforce need, it was suggested, that Systems should raise with the Collaborative Workforce Team.