Wednesday, May 26 at 11:00 EDT

LG members:

Paul Albert,  Robert Cartolano, Mike Conlon, Anna Guillaumet, Doug Hahn,  Anthony Helm, Bruce Herbert , Damaris Murry Benjamin Gross  (star) Terrie Wheeler

LYRASIS:

Laurie Gemmill Arp, Michele Mennielli

Regrets:

Federico Ferrario, Ann Beynon (on leave),   Christian Hauschke,Tom Cramer

(star) = Secretary

Connection Information

Zoom connection information is available in the Outlook invitation.

Meeting Minutes

Agenda for May 2021 VIVO Leadership Group

Bruce:  Welcome everyone, and let’s get started with announcements.

  1. Status of accessibility audits – if results are available

Laurie:  Lyrasis funded Deque to evaluate our site for accessibility, and had 400 some issues to address.  The company’s website is: https://www.deque.com/

Rob C (in chat): How much did the review cost?

Laurie (in chat): Cost was based on extent but just under $ 11k

2. Report on new member (FIU/UC Davis) onboarding meeting

David Wilcox: Onboarding meeting with UC Davis and FIU.  Learned more about their needs, and how they would like to start getting involved in the VIVO Community.  Highly recommend this practice going forward.

3. Update on VIVO-EuroCris Discussion

Anna:  Draft MOU being reviewed by the VIVO Ontology team.  The goal is to align the VIVO ontology with SERIF.  This MOU is currently being reviewed by the VIVO Ontology Interest Group, and they hope to have it completed by Monday, June 14, 2021.  Link to MOU

4. Please Vote/Approve budget

Terrie:  100% approval of budget with 8 members voting in favor of budget approval.  VIVO LG members who have not yet voted will be given until the end of the week to vote on the budget.  As of the posting of the minutes, the VIVO FY22 budget has been approved. 

5. Remembrance for Graham Triggs

Bruce:  In Christian Hauschke’s absence, I am so sorry to announce that Graham Triggs has unexpectedly passed away.  I didn’t know Graham that well personally, but I know that this will be a big loss for the VIVO Community.  https://twitter.com/OSLHannover/status/1397554319948398594

Rob C (in chat): That’s terrible news - so sorry to hear about Graham

6. Spanish Speaking VIVO Conference

Anna:  The Spanish Speaking VIVO Conference will be held tomorrow.  We already have over 400 registrants, and we expect it to be a very important conference for the Spanish VIVO Community.  There is still time to register if you are interested, Spanish Speaking VIVO Conference Registration.

Michele (in chat): There are 481 registrations so far.  Here is the link to register: https://lyrasis.zoom.us/webinar/register/WN_NngLQ6cTTtOLoRM7rcM9hg 

7. Annual VIVO Conference

Terrie:  The 2021 Annual VIVO Conference will be held virtually June 23-25, and I will put the registration link in the minutes:  VIVO Conference Registration.   VIVO 2021 Annual Conference

Discussion (50 mins)

  1. Feedback on Having Officers. Is it working? 

Laurie:  About 18 months ago when we did the “It Takes a Village” project with the VIVO Leadership Group, we had a lot of findings, conclusions for the VIVO Project, and one was that we should suspend the Steering Committee and instead elect officers.  We have done this for a year, and are we are interested in the community’s feedback on this new structure.  Is the new structure with the officers working?  For reference, this link to the VIVO Leadership Group Officers was shared in the chat.  This is what we developed as a result of our “It Takes a Village” project.  Does this new structure meet the VIVO Project’s needs?

Robert Cartolano (in chat):  Thanks officers!

Terrie:  In the last VIVO membership meeting, the terms of the officers was discussed.  Mic Minelli noted that DSpace elects its officers in the summer so they can take office in October, near the beginning of the academic year.  This idea was further discussed with the VIVO Officers, and now we would like to discuss this with the VIVO Leadership Group.  To change the VIVO Officer terms to align with the DSpace officer terms, the following changes would need to be voted on by the VIVO Leadership Group.

Processes

  1. Elections for three Community Members and the Bronze representative conclude by the end of May September.
  2. In early June, October, planning begins for the new LG starting in July: November:
    1. The current Chair announces the new LG members.
    2. The Secretary invites the group to the first meeting of the year during the last week in July. November
    3. The Chair asks the group for nominations for the new Chair, Vice Chair, Secretary and Treasurer; self-nominations are encouraged. 
    4. The Secretary announces the election dates to the group.
  3. Nominations stay open for the month of June. October. The Chair checks with each nominee to ensure they are willing to serve.
  4. The election is open from July October 1 to 15 or thereabouts. The new officers are announced after the election is closed. The former Chair can provide an orientation for the new officers if necessary.
  5. The new officers are in place to facilitate the first meeting of the new term.

Term limits

  • Any voting leadership group member except representatives from the organizational home would be eligible to serve as an officer.
  • No single institution may have more than one representative serving as an officer during the same term.
  • To offer opportunities for newer leaders, each officer shall serve no more than two consecutive terms in the same position. After taking at least a year between terms, Members can serve as officers for additional terms.

Terrie will follow up with this proposal offline in e-mail that we can review and vote.

  1. VIAB Proposal Discussion (45 mins)

Bruce has listened to VIVO members and VIVO users throughout the past year as Chair of the VIVO Project.  To that end Bruce has taken all that he has heard, and developed a proposal for a product he is temporarily calling “VIVO-In-A-Box until a more clever, more apt name is found for this.  At today’s meeting Bruce presented this VIVO-In-A-Box Proposal to the VIVO Leadership Group., which covers the following bullets, and has a rollout plan tentatively scheduled as seen below.

  • Data ingest and Reciter
  • Minimal viable profile – and use cases serve by VIAB
  • Defining Process with dates
  • Branding and marketing
  • Because the community is already aware of the VIVO in a Box discussions, and eager to provide feedback, I propose that the process look something like this:
  1. You share your white paper on VIVO in a Box with the VIVO Officers – May 12
  2. Share white paper on VIVO in a Box with VIVO LG via e-mail – May 19
  3. Discuss with VIVO LG – May 26 – request feedback by June 8
  4. Review feedback with VIVO Officers – June 9
  5. Present at a VIVO Town Hall – June 16
  6. Continue to collect feedback to modify (if needed) by June 30 VIVO LG
  7. Present at VIVO Conference (between June 23 – 25)

Bruce presented a slide presentation on his VIVO-In-A-Box Proposal.  As he does, he makes the following observations:

RIMS/CRIS as Research Support that can provide competitive advantage to the organization.  A wide distribution of who has the responsibility for this system in the university. 

Challenges for organizations new to RIM/CRIS

Dual challenge for financial and expertise

Usually, the challenge is IT expertise

Various situations that fall into three broad categories: 1. Limited resources,  2. Limited IT staff, 3. Organizations seeking to support more robust services

Bruce describes what he proposes, and asks if this describes others in the VIVO Community?

Robert C: thumbs up

Anthony:  Yes, this reflects my experience.

How would these user stories play in Europe?

Anna:  It could be good in Europe.

Paul, question about column in the center.  Are we stereotyping the middle group to say they don’t need or don’t want commercial systems?

Bruce: These groups may want to use an open source system instead of using a commercial system (cheaper).

Paul:  Does this exclude sites that have a subscription to Web of Science?

Bruce:  No not at all, these commercial licenses (e.g. Web of Science) would be maximized in this new proposal

Robert C”. I see this as leveraging Web of Science, Scopus etc to use not only in discovery (as current) but also in the RIM/CRIS proposal for VIVO in a Box

Paul (in chat):  Could change to "Limited appetite for purchasing commercial systems". Also, might want to change "software as a service" to "software as a services / cloud-hosted service", not to be pedantic.

Benjamin Gross (in chat):  I think in relation to the points on the persona slide, those with limited resources still want customization, especially when our examples of successful systems are almost always heavily customized. If the project is going to grow, we likely need to downplay the customization possibilities (which is always a tempting convo with open source) since customization is such a labor intensive and expensive activity.

Project goals

  1. Increase the # of VIVO implementations
  2. Recruit additional community members

Project Strategy: Create a version of VIVO that:

  1. Is easier to install and sustain
  2. Reduces costs of implementation

Create a version of VIVO that is:

  1. All open-source components

Terrie:  Open source important to still own our data.  I will share link to German report on academic publishers using organizational data in the minutes.  Robert C. has explained how in the past libraries gave up ownership and copyright of content, and how we cannot make the same mistake with data.

  1. Easy installation and/or hosted (software as a service) solution
  2. Simplified profiles that harvest data from limited number of sources
  3. Limited customization
  4. User interface optimized for accessibility
  5. Improved profile editor
  6. Support data reuse and/or reporting

Robert C (in chat): +1 - careful curation of features, balanced with limited customization, is super important for a hosted service to scale to support hundreds

Anthony Helms (in chat): +1 on Rob’s “control the front-end” argument. Too many vendors offer a logo and band of color and not much else.

Benjamin Gross:  We've heard Robert's points on commercial ownership of institution services from Pure users

Develop Associated Community Services

  1. Marketing
  2. Training
  3. Organizational Mentoring

Rob C:  Don’t outsource your brand to others.  Own your brand.  Don’t outsource your ingest or harvesting to other vendors.  This enables us to own our data.  Key components that we need to own.  Such Key components to own are front end (presentation layer) or interface, as well as ingest or harvest.  Backend is how you control and provide discovery. 

Rob C (in chat):  Library is the Brand - https://scholarlykitchen.sspnet.org/2019/03/20/guest-post-the-library-is-the-brand/

Minimal Profiles of VIVO-In-A-Box - Minimal Information

  • Faculty name (and headshot)
  • Affiliation and contact information
  • Position title
  • Research overview
  • Research areas/keywords (faculty input vs harvesting keywords from objects)
  • Publications

Anna G (in chat): Researcher profile: and conferences? are inside publications?

Andrew woods provided the following feedback from developers/committers:

In discussing the seed you planted regarding a re-envisioned, tightly-focused VIVO with the VIVO Committers, there was a fair amount of interest which evolved into blue-sky thinking on a VIVO 2.0. 

On the technical side, this is an opportunity to decouple the application layers, embrace scalable architectural patterns, and support clear ingest patterns. Additionally, a modern reboot of VIVO would likely draw broader development interest from the community.

Brian:  This all sounds good so far.  A lot to digest but going in the right direction.

Brian:  Developers are still in the same place, basically.  Biggest question is: what is the ultimate scope, where will we get resources to develop this, how are we going to develop this new product, etc.   Time and people are constraints, as committer group is quite small.

Rob C (in chat): +1 Brian - scoping challenge and resources required

Benjamin G (in chat):  An important corollary of the decoupling effort is robust APIs are required so those decoupled components can still talk to each other effectively.

Rob C (in chat):  Thanks Bruce - this is terrific progress!

Anthony Helms (in chat): Enjoy the long weekend, those in the U.S.

Meeting adjourned at 12:03p








   








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