2020-10-15 PM Leads Meeting notes

Attendees

Christine Barone (Unlicensed) , Co-chair, PM Leads
Lena Zentall (Unlicensed) , Co-chair, PM Leads
Caitlin Nelson, SILS Service Manager
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.		10	All	Weekly Ex Libris meetings, pros and cons of inviting the whole cohort using the SILS-Cohort listserv? Currently we are inviting the ICs, SILS Chairs (one member from each group), IT. Primary audience is x, y, z but all are welcome. Call out to ensure primary audiences got the invite. Are we OK with keeping link sharing on? Benefits? Risks? (Peter is investigating if we can limit link sharing to “viewer” and “commenter” only and disable “editor”. Hold until Tuesday Com Leads When will fall Alma training be posted to IT Confluence space? IT is planning to update the existing pages with the new dates so they can reuse the same pages.	Use SILS-Cohort listserv to invite everyone for weekly project updates. Specify the primary audience; all are welcome to attend.	Christine Barone (Unlicensed) or Lena Zentall (Unlicensed) to ping Peter to see if he can have an answer to the question about link sharing by Tuesday, 1020 with the list of training topics. Lena Zentall (Unlicensed) to resend the Thursday meeting invite to the SILS cohort listserv.
2	Internal Training - new co-chairs and PM work	Review PM role for IT/EUOS in the post-TOC world. What on-boarding is needed for new co-chairs to ensure they are fully empowered to lead and have everything they need?	20	All	SSM is yes to attending both steering and embedded meetings for both groups. Yes, for Neil. PM role (for IC, PPC, IT meetings) Agendas at least 1 day in advance; Take notes and actions (or delegate per team charter) Put time on agenda to share back from ExL meetings - timely sharing via Slack during the week for time-critical info. IT in particular: get training invites out early enough in advance; get recordings back to people in a timely manner. Co-chairs and how to empower: Prompt and request to take lead For risks, provide the opportunity for the group/chairs to answer how they would re-prioritize, deal with the risk. Ask: what are possible mitigations for this risk? Surface questions: have you considered this? How do you think we should manage this? What are the risks / benefits to this? → let them think and decide.
3	Training, IC, PPC, SSM	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?	0	All	Request to push Primo VE certification to mid-Dec. What does full support of IT mean? If people have questions about the certification process, it’s a priority to answer it. Risk is the team will be busy with other work. To date, IT has not received questions on certification. Expect them coming closer to deadline. Possible mitigation: create a FAQ based on earlier experience, and potentially ask groups.
4	SILS All Chairs meeting (recurring) Note-taking: Facilitating: Monitoring chat: All Track attendance: Post to SILS Chairs slack channel on Monday before meeting: If no agenda items or pressing issues by EOD Monday, we’ll cancel the Wednesday meeting.	Topics for next meeting: Oct 21 https://uc-sils.atlassian.net/wiki/spaces/SC/pages/edit-v2/587366612	10	All	One idea is to ask the the RCTF to come and present about their group (purpose, charge, current work, membership, etc).
5	Parking Lot				Share ExL recording links on Confluence? (would need to get permission from ExL and others) Consider a buddy system for local campus staff (particularly for post-go-live training and other work), pairing a new campus with an existing Alma campus for the local implementation teams. Match by size (student count): Davis, Irvine, Riverside, Santa Barbara, Santa Cruz. Identify risks of not having a buddy system. Post this idea on the Coordinator. Identify times when a buddy is needed, benefits/risks. Premortem checkins - Hold for a future meeting Timeline planning (extend beyond go-live), identify critical path & intense work periods Adrian & Todd are working on integrations communication work Coordinators group: Start with a one-time introduction meeting for Coordinators with IC and PPC; IT co-chairs are in flux right now. Intent is not to have a recurring meeting. Ask ICs and PPC co-chairs: What do you see coming up that will need to be coordinated? decisions?
6			5	All	Any actions or decisions missed?
7		Total	50/50