2020-03-24 Meeting notes

Co-chairs update

For meetings, respond “yes” or “no” on invites

FYI:

• Kickoff with chairs on March 31 - who can participate in planning & event?

• Orientation on April 2 at 2-3

5

Christine, Lena

PM charge

Shared understanding of charge and deliverables

• Manage and refine the overall project timeline, in coordination with the SILS Working Group and coordinator groups;

• Manage and refine the overall project Responsibility Assignment Matrix (i.e. RACI), in coordination with the SILS Working Group and coordinator groups;

• Facilitate pre-mortem and post-mortem risk assessments;

• 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;

• Onboard new SILS cohort members that join mid-phase;

• Manage user permissions for project tools.

Related Groups:

• The PM Leads will actively collaborate with the Communication Operation Leads on systemwide communications, providing guidance as necessary and sign-off for SILS-News content. How do we do this? slack, listserv, meetings?

• The PM Leads will collaborate and liaise closely with the SILS Service Manager. How do we do this?

• The PM Leads will collaborate with the coordinator groups (facilitated by the PM Leads members serving as project managers for those groups) and provide guidance to the functional groups and subgroups that report to the coordinator groups. How do we provide guidance?

Most critical PM work…

Timeline

• What goes on Confluence?

• what are the major milestones for the website?

• what goes on shared drive?

• Who manages what?

20

All

PPC PM Lead

Determine best option for covering PPC PM Lead

10

Premortem

2 for FGs

1 for ELs

1 for IC subgroups (Patron Data,

Information Flows

Ensure info flows align with SGTF decision-making practices (pages 9-12).

Caitlin

Training videos

“Get to Know Alma” (videos and docs)

Idea: Neil to share with cohort; draft SILS News?

5

Kickoff meeting

TTT survey - seeds for premortem, taking the temperature: here’s how we did the survey, here’s how we analyzed the results, hwere’s how we shared back with the group and beyond.

Essential parts of the Charge (pre-read)

How can PMs support these practices?

• Best Practices (page 7-8), slack v. email

• Decision-making (page 9-12)

Training or consulting with cohort groups that don’t have an assigned PM

3/24 meeting (wait for Bill)

All

SILS News

SILS news with new roster and go-live date (July 27, 2020)

message: project is moving forward in spite of COVID

IC Premortem results

Determine how to review and use the results

• Assigning actions

• Assigning time to revisit

Do the PM Leads want to do a premortem?

All

PM Team Charter

Draft PM Team Charter

3/24 meeting

Parking Lot