| 1 | (Op Leads) Communication flows See 5/5 Op Leads (PM) meeting notes and scenarios | Com Leads to understand and document information flows internally within the cohort and externally to campuses. Understand if the PPC practices would extend to all coordination level groups (IC, PPC, TOC) or if other communication flows are needed. | 30+ | PMs, Caitlin, Com Leads, Xiaoli | PPC notes: 2020-05-01 PPC Meeting notes Communications: impact as a criteria when contacting other groups When a FG/ELG needs to ask questions of another FG/ELG = send it to the PPC listserv When a FG/ELG needs to ask questions of IC = PPC listserv and IC listserv When a FG needs to ask question of campus people
Notes on external communications: 2020-04-28 Op Leads Meeting notes Notes on “buddy system”: 5 campuses have already gone through a migration! Buddy system: Can we pair an Alma UC with a non-Alma UC? Notes on communicating with campus staff (“homework”): 2020-05-05 Op Leads Meeting notes Scenario: A FG needs more information in order to answer a policy question. They might address this by: Reach out to all campuses with a request to fill out some question sheet. Reach out to all campuses with a request to produce some statistics. Reach out to all campuses with a quickie request for info.
What is the appropriate amount of work to “assign” to campus staff? What is the appropriate pathway to vet these requests? How do we manage multiple overlapping requests?
New Communications Paths Draft (5/14) Principles: (Audience IC, ILSDC, Patron Data, FG, ELGs) Have a question? Start here: First line of communication is your own group, or another obvious SILS group. Second line is Ex Libris (via chair). Good at “can” and “options”, maybe not so good at “should” Once you have the option on the table, ExL can articulate ramifications
Third line is the ELUNA lists.
Intra-SILS groups communication: principle of widespread questioning, with vetting by Coordinator group When a FG/ELG needs to ask questions of another FG/ELG = send it to the PPC listserv When a FG/ELG needs to ask questions of IC = PPC listserv and IC listserv When IC needs to ask a question of an FG = FG listserv and PPC listserv
Use email listserv, not Slack. Email will allow for threaded responses and keeps the conversation together. SILS-to-campus communication. Principle: don’t overwhelm campus staff with too much, or overlapping work. When a FG needs to ask question of campus people What is the appropriate amount of work to “assign” to campus staff? What is the appropriate pathway to vet these requests? How do we manage multiple overlapping requests?
SILS-to-Ex Libris communication. Principle: no bottlenecks. SILS chairs can post questions as needed on Basecamp; Each chair / group will get their own category Ex Libris within a couple of days should either answer or acknowledge. Once the question is answered, owner should respond “thanks this is done” and archive it. Escalation conditions: if there is no response within a few days, it can be brought up at the next appropriate check-in; escalation can also be tagged with the escalate “category” - and we can sort by that, and look only at the escalate questions during a meeting. Meeting is a safe space to analyze questions and figure out next steps. Different questions should get different threads - use common sense.
SILS-to-external-world communication (asking questions). Principle: don’t burn our cred with peer consortia, or ask overlapping questions, or silo information. Notes from 5/14: Do we create a single best practices document for reference by everyone? What scenarios should be covered? Who’s involved in each scenario? Finding a balance with UC to ExL communication - when to reach out; how much is too much? General communication about the project SILS Project Reporting - owned by Operation Leads (Com Leads and PM Leads divide the work appropriately) Gathering information from the groups – Chairs have the best sense to know what is of interest to the larger group. They are the logical place to solicit key project update info. Decisions have already been made about what services are going away. Communicate this information (in a table): when is it going away, is it still in discussion, how it relates to SILS, does it affect implementation or is it post-go-live? This will help in decision-making for FGs. ACTION: create a table and share on Confluence
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| 2 | (Com) SILS FAQ | Understand FAQ version 1.0 content and deadlines. What is our approach how will populate the FAQ? | 10 | Ben, Adrian | Group the questions by those we can answer now and those we cannot yet answer yet We could point folks towards the decision pages so that they have another source of information Let people know how to submit a question they would like answered, possibly via google form linked from the bottom of the FAQ page name, campus, email address, question Then COLs would need to find out who to farm it out to for an answer
Deadline for getting as many questions as we can answered is May 23rd
| Deadline for FAQ answers is May 23rd for first review | |