2020-07-21 Op Leads (PM) Meeting notes

Date

21 Jul 2020 11-12 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		10	All	Decision rollups are not working. Adrian has not been able to find out why. Communication to celebrate the vanguard data load migration; create a calendar for celebrations and what’s needed	Adrian Petrisor to open a customer support ticket with Confluence on the failure of the decision rollups
2	SILS Service Manager (recurring)		5	Caitlin	Vanguard testing: how can we manage non-vanguard campuses wanting to test the vanguard instances? What is it that people actually want to do, and what are the options for doing that? Can we solicit use cases that would help us figure out best access levels? Want to draft a feedback mechanism for the campuses to commit to high-level dates for migration
3	Integrations and communicating outside the library	Do we (PMs & Com Leads) have a role in this work (identified during risk assessment) Integrations: Need a list of APIs from EL and get that information to campus; Reach out to IT/CIO to ensure our work is prioritized. Provide timelines and list of integrations; scope work with IT; assign a contact - the IC? Need 10-12 months notice to IT/CIOs; Alma uses a LOT of ports Need to stay on top of external-to-libraries communication and bringing them along (Campus IT, fiscal, registrar, etc.)	10	Lena	Library IT directors have direct line of communication with CIOs at campuses. ICs communicate with their Library IT directors. Adrian has access to the listserv of Library IT directors who can then share it with their CIO. Campus central IT may not always be responsive. Shibboleth is the main integration campus IT will be involved in. Library IT > central campus IT > CIO runs central campus IT. Create an overview message that gives the timeline for when integrations will happen (what are the critical info. people need to know in advance) Ask for Todd Grappone’s advice on how to communicate out: ICs, local campus groups, Library IT listserv?	Lena Zentall (Unlicensed) to email and ask ICs what work has already been done in communicating project timeline to campus IT for integration work. Lena Zentall (Unlicensed) to ask for Todd Grappone’s advice on how to communicate out most effectively about integrations work: ICs, local campus groups, Library IT listserv?
4	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 29 Confirm roles	0	All	HOLD FOR JULY 23 What are you doing to reduce the load for your SILS group? Canceling meetings, opting not to do some work that is not strictly needed, forming more small subgroups?
5	Virtual town hall	Discuss the Town Hall presentation schedule https://docs.google.com/spreadsheets/d/16wh9IkT-aKNxjBrPknXjo9l3Qk0bRQj-5mqHtXvZ2Ks/edit#gid=0	10	Adrian, Ben	Completed!
6	Town hall for UC staff	Decide when to schedule the next one Confirm if we sponsor and communicate about them ourselves	10	All
7	SILS project blog (recurring)	Items for the blog?	0	All
8	Alma Training (recurring)		0	Neil
9	(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
10	(COM) SILS Communications Calendar	Awareness of upcoming communications and anything needed	5	Ben, Adrian	Lena in consultation with Ben Alkaly will draft a process message to the cohort about what happens if they need to reduce their time. (WG 7/10 meeting) https://docs.google.com/document/d/13mIKPH8YQAEIyOQXA_3KOYc1duEs_kAmTkUqo7T-G80/edit# - DONE!
11	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
12	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
13	Parking Lot
14		Total	55/60