2020-09-03 Op Leads (COM) Meeting notes

Attendees

Christine Barone (Unlicensed) , Co-chair, PM Leads
Lena Zentall (Unlicensed) , Co-chair, PM Leads
Ben Alkaly (Unlicensed), Com Leads, out (vac 9/4-9/8)
Caitlin Nelson, SILS Service Manager, out
Adrian Petrisor, Com Leads
Neil Weingarten, PM Leads

Discussion items

	Item	Desired Outcome	Time	Who	Notes	Decisions	Actions
1	Checkin/quick updates/anything from slack or email Don’t forget to check the Task report for your outstanding tasks and check them off when done.		5	All	Accounts for Neil, Melanie Ramiro, Stacy Brinkman to UC Libs SILS website. IN PROGRESS Report back from EUOS meetings by COL (1st Tuesday of month) branding term has been confusing. Use customization or skinning or UI for discovery. Communications and Media for UCOP: https://www.ucop.edu/media-relations/staff/index.html		Lena Zentall (Unlicensed) and Christine Barone (Unlicensed) will check who would own the message about go-live and what it means to the UC Libraries/UC. What’s the workflow? Would UCOP want to distribute the communication?
2	(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?	15	All	Value props - ready to go? See 9/1 meeting notes Takeaways from meetings with SILS chairs https://docs.google.com/presentation/d/19y_d6A9_Sr9tYfPkMIEPN18mAMlEcxFhk_sJT_bkJOQ/edit#slide=id.g962fe87c42_0_88	Value props are ready to roll	Ben Alkaly (Unlicensed) will share a link to the value props document with the WG as a preread for 9/4 meeting
3	Premortem checkins	Review actions from premortems	15	All	Hold for a future meeting
4	SILS Service Manager (recurring)		0	Caitlin	Quiet right now as everyone waits for the VG environments
5	Alma Training (recurring)	Update on progress	5	Neil	Neil will send out the meeting invites for October. Back up will be Bonnie. Primo VE essentials emails have gone out Next week, Alma certification.
6	SILS All Chairs meeting (recurring) Note-taking: Lena Facilitating: Christine Monitoring chat: All Track attendance: Lena	Topics for next meeting: Sep 9?	5	All	Review findings and actions from meetings with chairs (Com Leads, Ben & Adrian)
7	SILS project blog (recurring)	Items for the blog?	0	All	Blog has been challenging - finding the time!
8	(COM) report back from EUOS (recurring, first Thursday of the month)		0	Ben, Adrian
9	(COM) SILS Communications Calendar	Awareness of upcoming communications and anything needed	0	Ben, Adrian
10	Work in progress (Com Leads)	Communication flows diagram Local implementation teams interviews in blog (see Local group structures from April 2020) - Ben will draft interview questions Communicating from project to local groups (where to document this?) Blogs Virtual town hall for cohort Virtual town hall for all staff (start early Nov; quarterly) Meetings with chairs on their communication plans Celebration milestones and what’s involved Communicating the value of SILS	5	Ben, Adrian	Is communication flows diagram completed and published? Start thinking about SILS Town Hall for All (open to all staff)
11	Work in progress (PM Leads)	All chairs meeting Premortem risk actions RACI Training webinars on project tools and best practices timeline (extend beyond go-live), identify critical path & intense work periods	FYI	Christine, Lena, Neil
12	Parking Lot				Continue work for SGTF (from Danielle’s visit 8/25) - need to summarize thoughts
13	Wrap up		5	All	Any actions or decisions missed?
14		Total	50/50