Page Comparison

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

  • Does an FG need PPC approval to go out and ask a campus some questions?

    • Bring this early and often to the PPC group. Listserv + agenda item (round robin).

Notes on external communications: 2020-04-28 Op Leads Meeting notes

• What is a line for communication for questions?

  • First line is your own group, or another obvious SILS group

• Second line is Ex Libris

  • 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

  • Might be better at “should” - what is your experience with this option?

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:

1. Reach out to all campuses with a request to fill out some question sheet.

2. Reach out to all campuses with a request to produce some statistics.

3. 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?

  • PPC as clearinghouse for all external “homework” requests.

• How do we manage multiple overlapping requests?

  • PPC as coordinators for deadlines.

New Communications Paths Draft (5/14)

Principles:

• The chair is responsible

(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.

  • Might be better at “should” - what is your experience with this option?

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

  • Does an FG need PPC approval to go out and ask a campus some questions?

    • Bring this early and often to the PPC group. Listserv + agenda item (round robin).

• What is the appropriate amount of work to “assign” to campus staff?

• What is the appropriate pathway to vet these requests?

  • PPC as clearinghouse for all external “homework” requests.

• How do we manage multiple overlapping requests?

  • PPC as coordinators for deadlines.

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

  • Include rationale here…. Discovery and ownership

• 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.

  • Who tags escalation? PMs can; owner is expected to escalate their own questions as needed - tag it and let Caitlin know what’s going on. 

• 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.

• Write to ELUNA lists, coordinate questions among FGs before sending out.

Notes from 5/14:

Co-chairs update

Awareness of work in progress:

• Timeline

• Step B members

• Reminder: SILS FAQ content due 5/19

• Awareness of #all-cohort slack channel. Repurposed #general.

5

Christine

•  Ben Alkaly (Unlicensed) will announce all-cohort slack to Cohort along with other items CB/LZ mentioned

Covering PM needs

Assign deadlines and next steps for identifying PM needs for ICs and PPC groups.

Add to agenda for the PPC and IC steering groups. Can Caitlin and Neil take this to their respective steering groups?

Bring back for discussion in PM Leads (ideally next week).

How long is Neil able to stay on PPC? When do we transition new PM on?

5

Christine

• Lena will likely cover ICs and Christine will cover PPC.

• Caitlin and Neil to report on findings by next Wednesday 5/27 to Christine and Lena.

•  Caitlin Nelson to add to IC steering agenda: discuss PM needs. Findings due 5/27 to CB/LZ.
•  Caitlin Nelson and Neil Weingarten to add to PPC steering agenda: discuss PM needs. Findings due 5/27 to CB/LZ.

(Ops Leads) Communication flows

see 2020-05-14 Op Leads (COM) Meeting notes

Ensure we understand the deliverables; assign work and deadlines.

• Create a table on Confluence showing SILS services and what’s going away: 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. (Lena)

• 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)Probably.

• Did we capture all the scenarios? First thoughts, yes, it’s complete.

10

Lena

• Adrian and Ben discussed Communications flow from the 5/14 meeting with Xiaoli at their COL meeting.

• Ben will roll up Caitlin’s notes from that meeting into a document protocol form for the 5/26 Ops Leads meeting.

•  Ben Alkaly (Unlicensed) and Adrian Petrisor will create a draft of Communication Flow doc for the Ops Leads meeting on 5/26
•  Lena Zentall (Unlicensed) will Create a table on Confluence showing SILS services and what’s going away: 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.

(Com) SILS FAQ

Understand FAQ version 1.0 content and deadlines.

What is our approach how will populate the FAQ?https://uc-sils.atlassian.net/wiki/spaces/SP4/pages/517210559/UC+Libraries+SILS+Project+-+Phase+4+Draft+page

Discuss Confluence site

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

(COM) SILS abbreviations

Is it ready? Where will it live? on the website again or Confluence or both?

Do we need it by June 1?

5

https://docs.google.com/document/d/1W8moTA7X2yji9gEO121Ci0_yJJRgr4-lpQ0E-wsQtcw/edit

can be tackled offline

(COM) Decision dashboard

How will we use it? Who’s the audience? When do we need it?

How will it look, where it will live, what filters would apply, e.g., status? See Caitlin’s example

10

All

(COM

• For Training on home page, link to these 2 Confluence spaces:

  • Internal Training for staff

  • End-User Outreach

• Waiting for FAQ to be ready before moving the new content onto the SILS Phase 4 landing page

• Lena investigated comment settings in Confluence on 5/14: Comments are set at the space level, so we would need to turn them off for each space for each user group. Anonymous users do not have permission to create comments. (That is, you must have an account on Confluence to comment.) I discovered default permissions but those are only applied when you create a new space. Once the space is created, you have to manage the permissions for that space separately. that is, no global settings for permissions. We will have to toggle off permissions to add/delete comments for each each group in each space.

Disable comments (we will turn it back on by space if required)

•  Neil Weingarten to get links to internal training to Ben for Confluence home page.
•  Adrian Petrisor will investigate the footer and why it does not show up universally on all home pages (likely needs to be set per space)

(PM Leads) Premortem risks and actions

Agreement on mitigation-tracking plan.

Where do we track the risks and mitigations? Leave in place on shared drive? Yes.

How do we track the actions? Do we transfer them to a Task page on Confluence? Yes. Note that the action is in Confluence.

FYI. Confluence has an interesting premortem template that takes a diff approach (glass half empty/half full)

Next time, review outstanding actions.

5

Lena

• Leave risk sheets on shared drive and review them periodically.

• Actions for specific people should be added to Confluence for tracking.

•  Lena Zentall (Unlicensed) will move actions from premortems to Confluence for tracking and ensure they are assigned to people.

(PM 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?

10

All

(COM) SILS News Communications Phase 4 Editorial Calendar

Awareness of upcoming communications and anything needed

Parking Lot

Confluence HP draft

Ben/Adrian

https://uc-sils.atlassian.net/wiki/spaces/SP4/pages/517210559/UC+Libraries+SILS+Project+-+Phase+4+Draft+page

Total

60/60

• Training spreadsheet sent to FGs due May 27

• Neil is working on IT training liaison/member meeting on May 27.

  • Agenda:

    • Welcome & Introductions

    • Recap the issue (vanguard vs. non-vanguard institutions)

    • What would you like to do: make the liaison a full member? appoint someone else?

• Caitlin reported UC Davis Law amendment has been signed. Invoice should be coming soon to UC Davis Law.

• First payment is in progress to Ex Libris and should arrive on schedule

• Per Neil’s request Audrey Ho, trainer at Ex Libris, has agreed to meet with Neil (and Caitlin) to review training timeline. Why? Need to know more about train the trainer now to be prepared.

•  Neil Weingarten and Christine Barone (Unlicensed) and Lena Zentall (Unlicensed) will draft and send the agenda re IT liaisons meeting (ensure UL message is sent by GW/CS first)

(Com) SILS FAQ

0

Ben, Adrian

Hold for 5/21 Com meeting

Deadline for FAQ answers is May 23rd for first review

(Com) Slack channel for cohort members to thank each other

Purpose:

• encourage members to recognize each other’s efforts

• showcase the good work that’s happening

• facilitate team bonding.

• Mine this channel for possible SILS News, townhalls, project updates, etc.

If yes, add to Communications plan and name the channel

0

Ben, Adrian

Hold for 5/21 Com meeting

(COM) SILS News Communications Phase 4 Editorial Calendar

Awareness of upcoming communications and anything needed

0

• Training materials for Confluence

Parking Lot

Total

60/60