| Item | Desired Outcome | Time | Who | Notes | Decisions | Actions |
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| 1 | Co-chairs update | 0 | Christine, LenaAnnouncement: Thursday, Josephine Tan will present to Ops Leads on UCSF’s Decision RACI for their local group at 1pm. Ask Ben & Adrian: Where have we documented the communication path from project to local group? (see All Chairs meeting notes). Good to have a place of record to link to. Should this be included in a blog post? somewhere else? | 5 | Christine, Lena | | | |
| 2 | SILS Service Manager (recurring) | Meetings with Ex Libris: How do we share meeting information publicly so staff at campuses know what’s coming. We can’t share Zoom or recording info but we can have a list of topics and who to contact for more information. Date, Topic, Who to contact? ICs | 0 | Caitlin | | | |
| 3 | SILS All Chairs meeting (recurring agenda item) Debrief on what worked, could be better Topics for next meeting on July 1? Sandboxes discussion among chairs (how will we use them during vanguard, testing, decision-making, etc.), Timeline review (here’s what’s happening, here’s what’s coming soon) - Postpone until next weekCreated a proposed agenda topic page Decide how to share roles for note-taking, facilitating, monitoring chat, track attendance (lightweight) , etc. Postpone until next week | 15 | Lena | Cathy M. thought the meeting was helpful and useful! Went smoothly considering the number of people Polls worked well and thumbs up and down! Note in chat at end saying they would love to hear from the Communication Leads.
| Add recurring time for Communication Leads to recap major happenings SILS-wide (blogs, etc.) | 4 | Step B+ proposal for the TOC | Update from Neil | 5 | Neil | TOC met with DOC members for the affected campuses TOC has a proposal ready Next steps, Neil will send to DOC member and Lena will send to Steering at the same time.
| | Topics for next meeting on July 1? 2020-07-01 | 10 | Lena | | | - Lena Zentall (Unlicensed) to invite SILS chairs meeting every 2 weeks and communicate that we will cancel the meeting if we don’t have urgent items to discuss.
- Lena Zentall (Unlicensed) to add to PPC agenda this week: For decision pages, PMs to ensure the RACI section is filled out properly.
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| 4 | SILS project blog (recurring) | Items for the blog? | 5 | | | | |
| 5 | Alma Certification training Keep this as a regular agenda item for the foreseeable future | Update from Neil on Alma certification training | 5 | Neil | Team is ready to go. Waiting on Ex Libris to respond with timeline. Dominique created a spreadsheet for tracking Vanguard training. Officially starting to plan for trainers at campuses! IT will work with IC members to identify who would be good trainers for go-live training. Intent is to identify gaps, e.g., if reps in various topical areas of training are missing
| 6 | Blog posts | Determine how blogging will work; how rollups can be done; where local groups should post. Ben and Adrian will discuss and investigate technical options; bring back decision to Ops Leads. | 10 | Ben | Each space can have a blog. If the content is of limited interest, post it on your group space. Ben and Adrian recommend items of global interest can get posted to the SILS home page blog. What will our strategy be? Round up info from the various groups? Let them come to us with topics and consolidate the info? Post their own blogs? At their weekly meeting, Ben and Adrian to look at decision rollup and decide if there’s something that should be reported more broadly. Ask if they want to post a blog. PMs may see opportunities in meetings and suggest the chair draft a post. B&A will monitor what’s happening in decisions to see if a post is needed. Idea: ask each group to create a workplan with milestones, major decisions and phases (to use for a timeline). Ben and Adrian will use the Timeline overview, adding swim lanes. Objective: transparency and a way to see what’s happening in each group.
| - Ben Alkaly (Unlicensed) will draft an email to chairs about their workplan, major milestones and phases of group’s work to create a timeline.
Nothing to report | | |
| 6 | (Ops Leads) Group timeline | Review email to chairs about group timeline and consider how to make it easy for chairs to respond | 15 | Ben, Adrian | Purpose of understanding deliverables and phases for Com Leads is to identify where communication is needed, i.e., what’s news-worthy and get it onto a Com calendar. Do we ask for project timelines for each group if it will be challenging for them to respond? Yes but make the request lightweight and easy. An example of a milestone that could go on a timeline that affects many groups: “All decisions regarding data migration are due June 26” We could create a summary RACI with decisions by date. Adrian is not convinced this is needed. Cohort is starting to be aware of the dependencies of decision-making (domino effect). Reminder that static timelines may not be consulted so it’s critical to communicate to stakeholders when something is happening. Another option: Calendar for each month with deliverables listed by date on the calendar. Formal communication plan needs to be part of the decision-making process and included on each decision page (share this at the July 1 SILS meeting)
| Com Leads to proceed with the ask to chairs of their group timeline (deliverables and phases of their work). Ask for it now, in advance of individual Coms meetings, so you have something as a starting point for your discussion with the group chairs. Share group timeline responses with Ops Leads to see if anything should go on the overall timeline. | |
| 7 | (Ops Leads) Ongoing checkin | Is anything blocked or behind schedule? What deliverables are coming in the next week? Any decisions, consultations or approvals needed in the next week? Do you need anything?
| 10 | All | Didn’t have time | | |
| 8 | (COM) SILS Communications Calendar | Awareness of upcoming communications and anything needed | 10 | Ben, Adrian | SILS news on SILS principles for phase 4.0 Reminder about Taking Time off policies (no meeting backups) - call it out more explicitly – meetings are recorded; you cannot invite a substitute member to join the call.Time off new wording suggested by Adrian: For extended absences (more than two-weeks long) such as family leave or reduced hours, talk to your group co-chairs about the possibility of choosing a substitute for attending meetings and completing group work. *Note: if edit accepted, Confluence has to be updated. https://docs.google.com/document/d/1JuM1DE371arAFXSTY6bbMTBq9B0bvTo4ZxSuiwKUFNQ/edit
| | - Lena Zentall (Unlicensed) to put the new suggested wording to time off to Steering agenda “For extended absences (more than two-weeks long) such as family leave or reduced hours, talk to your group co-chairs about the possibility of choosing a substitute for attending meetings and completing group work.*Note: if edit accepted, Confluence has to be updated.”
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| 9 | Work in progress (Com Leads) | | FYI | Ben, Adrian Virtual town hall: 3rd Tues 12:30-1:30 July 14, August 18.Schedule out town halls on the 3rd Tuesday for one year (July 2020-June 2021. | | | |
| 10 | Work in progress (PM Leads) | | FYI | Christine, Lena, Neil | | | |
| 11 | Parking Lot | | | | For June 25 meeting at 1pm: guest Josephine Tan will discuss how they are monitoring decisions at their local campus using this Decision RACI https://wiki.library.ucsf.edu/display/SILS/Decision+Tracking | | |
| 12 | | Total | 60/60 | | | | |