| Item | Desired Outcome | Time | Who | Notes | Decisions | Actions |
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1 | Welcome & ice breaker | Get to know each other Ask me about….(an interest, recent event, area of expertise) OR If you weren’t doing your current job, what would you be doing? | 10 | All | 2 | Role of the PM
| Awareness of the role as defined in the SG charge. Awareness of what PMs should be doing in the first month Answer any questions. PM role (from page 5 https://libraries.universityofcalifornia.edu/groups/files/sils/docs/SILS_phase4_GovernanceStructurePackage_Endorsed.pdf) Project managers Project managers are situated throughout the phase 4 cohort. While individual project manager responsibilities may vary depending on which group they are a member of and/or supporting, project managers will work with their groups to: Manage group deliverables and timeline (done in conjunction with the chair/co-chairs); Confirm communication methods; Schedule meetings/calls; Assist with discussion facilitation and decision-making; Assist with agenda-building; Affirm and, as necessary, expand the member responsibilities and roles; Identify and manage project risks (done in conjunction with the chair/co-chairs); Convene pre-mortem and post-mortem risk assessments; Manage minutes and group documents and ensure group information is kept up-to-date.
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| | 3 | Confluence | Understand how PMs are using current templates: Meeting notes Task report Vacation/out
| | | Check out if there is another table type in Confluence that has easier tools. Christine Barone (Unlicensed) determined with Fei Li (Unlicensed) that only the new table format is fully supported by Confluence Cloud. “I received from Fei about moving/ copying pages from the old site and whether that would cause problems or compatibility issues on the new site: Good question! I’m not sure what the answer is, but if I had to guess, I think it’ll work, but we’ll still be stuck with the newer interface..” Date(s) out, name
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4 | Meeting scheduling | Awareness of current practice: Outlook meeting invites: don’t use the listserv to invite members, instead invite members individually Doodle polls for finding meeting dates Meeting invite details, include:
| Bill is using a sheet to track decisions - who has responded along with emails. He will share it on the IC google shared drive. IC Tracking doodle.com - can be used for free - to schedule meetings No need to send meeting reminders as these meetings should be on their calendar.
| | 5 | Listserv and cc’ing | Awareness of current practice Ensure at least one other person or group is cc’ed on email Listservs are shown on the Confluence home page for each group Let Lena or Caitlin know if you have any changes to make in an email list (changed team member, changed email)
| - Lena Zentall (Unlicensed) will ensure all listservs are “public” for sending – that is, anyone can send email to a list (but only members of the list see the message).
| 6 | 2 | Other tools and practices | Awareness of facilitation tools and practices | | | | Agreement that items will be added to a parking lot at the bottom of the agenda to revisit. | - Lena Zentall (Unlicensed) will send Bill bunny card image and fix the agenda template to move “Future Agenda” to the bottom of the page.
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7 | Decision Log | Decide if PMs want to create a “Decision Log,” where all major decisions are listed. A Decision Log would include the following fields: This would be a manually created and curated page for reference purposes. We found this approach useful for the Samvera Governing Board. | 10 | Bill | Lena mentioned there may be a macro available in Confluence Cloud that automatically rolls up decisions similar to Tasks. | | 8 | Timeline | Understand how we are currently tracking the overall project timeline | 93 | Decision Log | | 10 | | | | |
4 | RACI | Understand stakeholders for decisions and deliverables | | | | | |
105 | IC Premortem results | Determine how to review and use the results Do the PM Leads want to do a premortem? | 3/17 meeting | | | | |
116 | Essential parts of the Charge(pre-read)
| How can PMs support these practices? Training or consulting with cohort groups that don’t have an assigned PM
| 3/17 meeting | | | | |
127 | PM Team Charter | Draft PM Team Charter | 3/17 meeting | | | | |