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Stage & Timeline | Major Tasks | Notes |
|---|---|---|
March - May 2020 | The PM Leads will develop a plan that includes a timeline for completing their work and deliverables. | Deliver work plan to the SILS Working Group for review and endorsement at June 12, 2020 meeting. |
Set up project collaboration tools | Google shared drive, Confluence, listserv, slack | |
Design documentation templates and best practices, including for minutes and tracking action and decision items, to be shared with all cohort groups for their use | Meeting notes template, Decision template, Task report, Team charter. | |
Kickoff all groups | Host kickoff guidance meeting for chairs; provide sample kickoff agenda | |
Taking the temperature survey | Provide chairs with a survey to assess the baseline understanding of the project by members | |
Pre-mortem and risk mitigation | ||
2. Project support June 2020 - July 2021 | Manage and refine the overall project timeline, in coordination with the SILS Working Group and coordinator groups. | Week-by-week Phase 4 Master Timeline Timeline overview on Confluence (milestones) |
Manage and refine the implementation timeline and meeting and training schedules working with the Ex Libris project manager and in consultation with coordinator groups. | Twice weekly meetings Training calendars | |
Manage and refine the overall project Responsibility Assignment Matrix (i.e. RACI), in coordination with the SILS Working Group and coordinator groups. | RACI will be done for each decision. Master RACI for major decisions | |
Project co-managers manage the SILS Working Group decision slate | ||
As embedded staff, the project managers will attend coordinator group meetings and support the work of the chair(s) and members. Additional work will include management of the coordinator group’s minutes, timeline and deadlines, discussion facilitation as needed, and understanding and communicating dependencies. | ICs = Lena Zentall PPC = Christine Barone Training = Neil Weingarten (through mid-November 2020); Joanna Kang (starting mid-November 2020-April 2021) | |
Each embedded project manager will provide guidance to the groups and subgroups that correspond with their applicable coordinator group. Through what can be considered a consultancy service, guidance to functional groups and subgroups might include project management and facilitation advice. | Periodic training webinars on project tools and best practices | |
Facilitate all-chairs meeting to ensure robust cross-group collaboration | Currently planned for 60 minutes every two weeks (chairs + SILS co-chairs, PM Leads, Com Leads, SSM) | |
Report on project status | Mid-term report to CoUL (WG) | |
Onboard new SILS cohort members that join mid-phase; manage offboarding. | ||
Manage user permissions for project tools. | ||
3. Post-Go-Live August 2021 - December 2021 | Post mortem | |
Contribute to final report | Final report to CoUL (WG) | |
Offboard SILS cohort members | Remove access to project collaboration tools | |
Manage project documentation | ||
Decommission project collaboration tools or handoff to ongoing governance group | ||
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