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is deadline for test plans since we get Alma on Sep 4.How do we encourage groups to coordinate? do groups repeat the same information? do we need to coordinate?

Try one more month of standard Q&A

Ask chairs to share questions/topics that arise that may be of broader interest across groups

6

Item

Desired Outcome

Time

Who

Notes

Decisions

Actions

1

Checkin/quick updates

010

All

Lena in consultation with Ben Alkaly will draft a process message to the cohort about what happens if they need to reduce their time. (WG 7/10 meeting)

2

SILS Service Manager (recurring)

10

Caitlin

Testing and assessment (IC, PPC, SSM, Com Leads)

  • ILSDC is drafting a working document for what to look at when examining your data in the vanguard environment. Where does this fit into other’s test/assessment plans?

    • Sep

    3

  • Who is the audience? if it’s every group for themselves, it doesn’t need to be coordinated. If these test plans will be used by multiple groups/people, we may need some coordination to help (single document, consistent format)

  • Test examples:

  • Reporting out on lessons learned in the vanguard by vanguard campuses AND FGs – what format might this report back take? Meeting for each group? One big meeting “fair”? Alma campuses should take a lead.

    • Who is the audience?

      • ICs to inform how they make changes to the test load - technical, specific, needs to be documented

      • general cohort and staff - higher level overview

    •  Caitlin Nelsonto pull together a small group of stakeholders to discuss testing and assessment plan
    		3

    SILS All Chairs meeting (recurring)

    • Note-taking: Lena

    • Facilitating: Lena

    • Monitoring chat: Ben, Lena (wait until the end of the speakers talk/obvious pause)

    • Track attendance: Lena

    Topic for next meeting July 29

    Confirm roles

    0

    All

    HOLD

    		4

    Virtual town hall

    Debrief

    15

    All

    • Delay in toggling between screens - put everything into the presentation instead

    • Communicate in slack instead of chat

    • Put Intro slide up before the meeting starts so attendees know they are in the right place

    • Put questions we got in advance on a slide of the presentation

    • Send reminder to submit questions a week in advance AND a day in advance on Monday.

    • Add a topic of the month (ask chairs for topics)

    • Idea: This month I learned…(share revelations, light bulb moments)

    • Big issue is how do we encourage more Q&A?

      • suggested topics

      • ask chairs to submit one question per group

      • split into breakout rooms

        • use a broad question and randomly assign people or break out by interest

        • facilitated by a chair to ensure everyone gets a chance to speak

    • What is the purpose of the town hall? (look at original proposal)

      • (Adrian) We want people to break out of silos, and encourage cross-functional collegiality

        • If this is true, breaking rooms into topics based on their original silos would be antithetical.

    		5

    FOR JULY 23

    4

    Virtual town hall for UC staff?

    Open up our Cohort town hall to anyone?

    Replace DOC webinars with our own town hall series?

    10

    All

    • How often? Quarterly

    • What milestones should we align these webinars with? Or do we do them every quarter?

    • Produce them ourselves? Yes.

    Tentatively plan to produce them about quarterly.

    Decide when to schedule the next one

    Confirm if we sponsor and communicate about them ourselves

    10

    All

    5

    SILS project blog (recurring)

    Items for the blog?

    0

    All

    76

    Alma Training (recurring)

    0

    Neil

    87

    (Ops Leads) Ongoing checkin

    1. Is anything blocked or behind schedule?

    2. What deliverables are coming in the next week?

    3. Any decisions, consultations or approvals needed in the next week? 

    4. Do you need anything?

    5

    All

    98

    (COM) SILS Communications Calendar

    Awareness of upcoming communications and anything needed

    05

    Ben, Adrian

    9

    Work in progress (Com Leads)

    FYI

    Ben, Adrian

    1110

    Work in progress (PM Leads)

    • All chairs meeting

    • Premortem risk actions

    • RACI

    • Training webinars on project tools and best practices

    • Phase 3.5 report (in progress!!)

    FYI

    Christine, Lena, Neil

    1211

    Parking Lot

    1312

    Total

    5540/60