2020-07-23 Op Leads (COM) Meeting notes

Checkin/quick updates/anything from slack or email

10

All

• Decision rollups are fixed! Adrian submitted a bug report and the problem was fixed. Thanks Adrian!!

• Neil is on vacation July 28-August 5. May be out later.

• Don’t forget to check the Task report for your outstanding tasks and check them off when done.

SILS Service Manager (recurring)

0

Caitlin

Nothing to report; Caitlin is not attending this meeting.

(Ops 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

• Neil

  • TOC is under construction; focusing on IT and EUOS and doing steering meetings weekly. Building work plans.

  • IT will need to see training timeline for the rest of the project to inform their work plan.

  • Step B+ proposal - Neil will talk to members to ensure they know how much time will be needed and if that will work. Neil will get meetings scheduled this week or post-vacation.

• Ben

  • Email to chairs with town hall presentation schedule (create a confluence page that shows this info?)

  • Countdown calendar - announce on July 27 to cohort.

  • SILS News on milestone of data load for vanguard + announce countdown - aim for August 3.

• Adrian

  • Countdown widget - test on Com Leads by tomorrow.

  • Working with Ben on agenda item #5

• Adrian Petrisor will add countdown widget to COL home page to test. Then, add to other home pages.

Celebration planning

How do we want to celebrate the vanguard data load migration milestone?

Create a calendar for milestones to celebrate and what’s involved (we raised this topic at 7/21 meeting but didn’t assign next steps)

Countdown begins on 7/27/20 - one year to go!

Assign next steps

10

• Put countdown widget on home page for groups and SILS home page

• Add milestones to editorial calendar (Ben will take lead)

• Ben Alkaly (Unlicensed) will add celebration milestones to editorial calendar.

Scoping SILS busy project times and communicating the value of SILS

Introduce this work. Continue discussion next week

5

All

• PMs and COLs will work on a plan separately and come together next week to discuss. Take to Steering when ready to confirm we are on the right track with what they expect.

• Adrian PetrisorBen Alkaly (Unlicensed) will work on com plan for communicating the value of SILS
• Lena Zentall (Unlicensed)Neil WeingartenCaitlin Nelson will work on timeline (extend beyond go-live), identify critical path & intense work periods.

SILS All Chairs meeting (recurring)

• Note-taking:

• Facilitating:

• Monitoring chat:

• Track attendance:

Topic for next meeting July 29

Confirm roles

5

All

CANCEL THIS MEETING

• Lena Zentall (Unlicensed) to cancel SILS Chairs meeting 7/29.

Town hall for UC staff

Decide when to schedule the next one

Confirm if we sponsor and communicate about them ourselves

?

All

Confirmed with DOC that we will run this on our own.

We will do a town hall quarterly. Start early November with first one. Invite local campus groups to suggest a big topic for discussion; choose one or two.

SILS project blog (recurring)

Items for the blog?

0

All

Alma Training (recurring)

0

Neil

(COM) SILS Communications Calendar

Awareness of upcoming communications and anything needed

5

Ben, Adrian

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

Work in progress (PM Leads)

• All chairs meeting

• Premortem risk actions

• RACI

• Training webinars on project tools and best practices

• Phase 3.5 report (in progress!!)

FYI

Christine, Lena, Neil

Parking Lot

Premortem actions

Total

50/50