2025-01-23 Meeting notes
- Susan Kimball
- Thomas Trutt
- Clay Oldham
Date
Jan 23, 2025
Recordings
Find all recordings here: https://recordings.openlibraryfoundation.org/folio/resource-access-sig/ (pw: folio-lsp)
Zoom
https://zoom.us/j/337279319 (pw: folio-lsp)
Participants
@Susan Kimball
@Olga Kalachinskaya
@Rachael Smith
@Erin Weller
@Thomas Trutt
@Shannon Cunningham
@Amelia Sutton
@Cornelia Awenius
@Christine Tobias
@Jennifer Bolmarcich
Jessa Eris
@Robert Heaton
@Anja Kakau
@Nina Morgenstern
@stephaniekaceli
@Clay Oldham
@Catherine Descanzo
Discussion topics
Time | Item | Presenter | Notes |
|---|---|---|---|
5 min | Administrivia | @Susan Kimball @Olga Kalachinskaya |
|
30 min | Review Jira tickets |
Action items
Please add name/affiliation to RA-Reserves Subgroup main page
Rank existing tickets on Google sheet
Decisions
📄 Meeting Minutes
The meeting began with Susan addressing participant list issues and Olga officially starting the meeting. Olga discussed the plan for the course app group, highlighting the need to consolidate existing tickets and create a ranking system for institutions to prioritize them. The group agreed to use AI for note-taking due to difficulties in finding volunteers. Susan shared administrative details and links to open JIRA tickets. Olga proposed a detailed plan for reviewing and ranking tickets, which included creating a Google Sheet for ease of access and editing. The importance of maintaining momentum was emphasized, and a timeline for follow-up meetings was discussed. The group decided to move older data to a historical section and encouraged participants to add their affiliations to the RA reserves page. The meeting concluded with a plan to meet in two weeks to discuss progress.
🗣️ Discussion Points:
Participant List and Meeting Start (11:01:56 - 11:03:19)
Susan added participants to the list and addressed issues with multiple entries for Clay.
Olga initiated the meeting officially.
Discussion on Course App Group and Existing Tickets (11:03:25 - 11:06:23)
Overview: Olga discussed the plan to proceed with the course app group and the existing epic ticket. She mentioned that the epic ticket connects to other tickets but does not include all of them.
Historical Context: Referred to minutes from January last year, where Thomas had collected many tickets together, providing a good starting point for the discussion.
Screen Sharing: Olga shared her screen to show the existing tickets and discussed the need to consolidate them into one place to avoid looking in different buckets.
Permission Issues: Olga mentioned that she was not allowed to add tickets to the epic and would need to ask for permission to do so.
Ranking System: Proposed creating a list similar to the RA gap list, where each institution could rank the tickets from 0 to 3 based on their needs. This would help in understanding the priority of each ticket.
Individual Review: Suggested that each institution review the tickets individually and add their rankings to the list, as going through all the tickets in meetings would take too long.
Next Steps: After reviewing the existing tickets, libraries would bring forward any missing functionality for discussion in meetings and add new tickets if needed.
Note Taking and AI Usage (11:05:02 - 11:06:23)
Discussion on using AI for note-taking due to difficulty in finding volunteers.
Thomas mentioned issues with AI in Zoom and suggested using Cornell’s copilot.
Administrative Details and Invitations (11:06:23 - 11:07:07)
Susan discussed adding people to the invite list for the RA reserves meeting.
Shared a link to open JIRA tickets related to courses.
Plan for Ticket Review and Ranking (11:07:19 - 11:13:57)
Document Creation: Olga proposed creating a list of tickets for institutions to rank based on their needs. She shared an Excel document with exported tickets from the existing epic, filtered to show only open or blocked tickets.
Institutional Input: Each institution would add their rankings to the list, indicating their interest in each ticket. This would help in identifying which tickets are most important to the group.
Ranking Criteria: Suggested a ranking system from 0 to 3, where 0 means the institution does not need the feature, and 3 means it is highly desired. Institutions could also use a question mark if they did not understand a ticket.
Discussion and Updates: After ranking the tickets, the group would discuss any missing functionality in meetings and add new tickets if needed. Some tickets might need to be updated if they are old.
Approval Process: The rough outline of tickets would be brought to the council for awareness and consideration for development. If approved, the group would proceed with more detailed work on the tickets.
Timeline and Follow-Up Meetings (11:13:57 - 11:17:29)
Review Period: Discussion on the timeline for reviewing tickets and the frequency of follow-up meetings. Olga suggested giving institutions time to review the tickets and add their rankings.
Maintaining Momentum: Susan emphasized the importance of maintaining momentum and suggested meeting in two weeks to discuss progress. She was concerned about losing momentum if they waited a whole month.
Additional Tasks: Mentioned that there were items on the regular resource access gap list that could be transferred to the courses gap list. This could be done while reviewing the tickets.
Brainstorming: Encouraged participants to start brainstorming and adding items to the gap list as they reviewed the tickets. This would help in identifying any missing functionality.
Document Sharing: Decided to use Google Sheets for ease of access and editing. Susan and Thomas discussed where to create and share the document, and how to ensure everyone had access.
Creating and Sharing Documents (11:17:29 - 11:21:18)
Discussion on where to create and share the document for ticket ranking.
Decided to use Google Sheets for ease of access and editing.
Historical Data and Action Items (11:21:18 - 11:23:11)
Susan mentioned moving older data to a historical section to avoid confusion.
Action item for participants to add their affiliations to the main RA reserves page.
Final Comments and Next Steps (11:23:11 - 11:28:50)
Olga discussed the next steps and the importance of reviewing existing tickets.
Plan to meet in two weeks to discuss progress and any issues.
✅ Decisions Made:
Use AI for note-taking if no volunteers are available.
Create a Google Sheet for ticket ranking and share it with all participants.
Move older data to a historical section on the wiki.
📌 Action Items:
Thomas: Save the Zoom transcript and run it through Cornell’s copilot.
Susan: Add participants to the invite list and share the link to open JIRA tickets.
Olga: Create and share the document for ticket ranking.
All Participants: Review and rank the existing tickets, add affiliations to the RA reserves page.
📊 Data & Insights:
33 open JIRA tickets related to courses.
Existing tickets need to be reviewed and ranked by each institution.
🔄 Follow-Up:
Next meeting scheduled in two weeks to discuss the progress of ticket review and ranking.