2020-07-16 Op Leads (COM) Meeting notes

Date

16 Jul 2020 1-2 pm

Attendees

Christine Barone (Unlicensed) , Co-chair, PM Leads, out
Lena Zentall (Unlicensed) , Co-chair, PM Leads
Ben Alkaly (Unlicensed), Com Leads
Caitlin Nelson, SILS Service Manager
Adrian Petrisor, Com Leads
Neil Weingarten, PM Leads

Discussion items

	Item	Desired Outcome	Time	Who	Notes	Actions
1	Checkin/quick updates		0	All
2	SILS Service Manager (recurring)		15	Caitlin
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 15: Decision template Comm Leads update? No. Confirm roles	5	All	Use same roles as last time.	Caitlin Nelson will add a summary of where we are at in determining who will have access to the vanguard IZ/NZ environment
4	Virtual town hall	Review presentation by Com Leads and PM Leads Assign backup buddy? Roles during town hall: Facilitate: Ben, Adrian Monitor chat: PMs Track attendance count: PMs Note-taking? Capture questions that could not be answered	30	All
5	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	HOLD FOR ADRIAN How often? What milestones should we align these webinars with? Or do we do them every quarter? Produce them ourselves?
6	SILS project blog (recurring)	Items for the blog?	0	All
7	Alma Training (recurring)		0	Neil
8	(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?	5	All
9	(COM) SILS Communications Calendar	Awareness of upcoming communications and anything needed	0	Ben, Adrian	Last SILS News was June 3 - time for another message: update on Vanguard.
10	Work in progress (Com Leads)	Communication flows diagram Local campus groups spreadsheet (announce via SILS-Cohort-L@ucop.edu) Communicating from project to local groups (where to document this?) Blogs Virtual town halls Meetings with chairs on their communication plans	FYI	Ben, Adrian
11	Work in progress (PM Leads)	All chairs meeting Premortem risk actions RACI Training webinars on project tools and best practices Phase 3.5 report	FYI	Christine, Lena, Neil
12	Parking Lot
13		Total	55/60