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Aleph Version 16 Task Group
Minutes, 090304 meeting
Topic 1 - Forming
The group worked on defining ground rules on how we will work together. We discussed expectations of ourselves and each other.
The ground rules we agreed on were:
- Choose civility in communications
- Assume Best Intentions
- Listen Actively
- Don’t interrupt
- We are all equals as leaders
- Respect people’s local culture
- Recognize that we are in a new structure, which is just being built
- Inform the Task Group if you are unavailable
- Recognize competing priorities
- Be open to change
The following are agreements we made about how we should do our work:
- Email discussions:
- put deadline in the subject, put AV16 at beginning of subject line
- if don’t hear from others don’t make assumptions, check with others.
- Minutes:
- we will rotate the job of minute taker.
- they should be drafted within 3 working days of the meeting.
- others should respond to the draft within 2 days
- the final version should be posted on the web site.
- Faciliators:
- Chair facilitates the meeting
- There can be topical chairs that faciliate that agenda item - usually this is the person who suggested the topic.
- Role of the chair:
- talks to CLD
- call and sets agenda
- plan next agenda - done at end of each meeting
- Draft agenda out 3 days prior to meeting
- Timing/Deadlines:
- Meeting dates should be set early and posted on web
- Let others know if you can’t make a deadline.
- Be explicit in email if you have a deadline.
Topic 2 - Setting a timeline
The group reviewed the existing goal of the end of December for live implementation of version 16, listed tasks needed to get us to that date and assigned dates to many of those tasks. The resulting timeline is a first draft.
Topic 3 - Plans for testing
Much of this topic is reflected in the timeline. We agreed to have at least two Phases of testing. Phase I will be the AV16 group and the subgroups (once they are ok’ed by CLD). There will be a reflector set up to include the AV16 group and the subgroup members. Marlene will work on instructions for submitting Aleph Rx reports. The Phase I testers will use the reflector for submitting reports until the Aleph Rx database is ready. ITD will create Release notes which contain what is not ready for testing yet. Phase II testers will be decided by the campuses. They will discuss problems in the Communities of Interest (which have to be set up soon to make this possible). Problems will be reported to ITD through the Aleph Rx database.
Jessame will send out an introductory email to the subgroup members. This introduction should include instructions on email etiquette.
Topic 4 - Training/Documentation
Who will do it?
- Training decisions should be the responsibility of the subgroups.
- They may need to find others to work specifically on training.
- One tool for training could be SWAT sessions at the time of the general release of the test database
- Celia will clarify our ability to call on others with CLD.
Tools for communicating during testing:
========================================================
- V16 web site - needs to be organized. Place for documentation.
- COIs - have to communicate about version 16 in these environments.
- Virtual work - as much as possible.
- AV16 testers email list - avtesters16@itd.umd.edu
- Reflector includes the AV16 group, people recommended on the testing subgroups and the Aleph team in ITD
- Communicate about Phase I testing on this reflector.
- Need some guidelines about email, such as putting AV16 and one letter code for functional area in the subject line. (C=Circ, Z=Serials and Acquisitions, D=Cataloging, Database loading, etc., P=PAC)
- Aleph Rx - should be ready by Phase II, if not sooner.
Next Meeting
September 15, 2004
1:00-4:00 p.m.
Jean's house, Crofton
Proposed Agenda:
Review Timeline (Cindy)
Finalize Aleph Rx Plans (Marlene)
Review Communication Issues
Report on Training (Jean)
Review list of stuff not there in test (Jean)
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