2020-05-18 COL Meeting notes

Future SILS News

• SILS News on Introductory Getting to Know videos to Alma/Primo (?) (send to SILS-COHORT) too.

• SILS News about how the decision-making process works: transparency with decision pages, supergroups are ready to expand if needed and remind folks that the wiki will be open

• Impending budgetary/staffing constraints

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• https://uc-sils.atlassian.net/wiki/spaces/SWP4/pages/478904618

• https://uc-sils.atlassian.net/wiki/spaces/COL/pages/edit-v2/485261449 Editorial calendar

• Scenario-planning sub-group for risk mitigation: Who leads?

• Nothing shared externally until after Sept. 2020

Stakeholder inventory

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@Adrian Petrisor

1. The Communication Leads will develop a plan that includes a timeline for completing their work and deliverables. Within four weeks of their launch, the Communication Leads will deliver their plan to the SILS Working Group for review and endorsement.

   • Communication plan 

   • Stakeholder inventory (New + identifying stakeholders and messaging around impact of budget tightening and the value proposition for SILS. Have our boilerplate ready to say why SILS is worthwhile for various audiences.)

   • Communication flow diagram (see #3 below)

   • Online presence (priority)

2. FAQ including basic system info (old vs. new systems) including how CDL and RLFs will be handled in the new SILS, major campus integrations (Work with PM Leads on this; consult with ICs as needed)

   • Do you have a parking lot for issues to cover in the FAQ?

   • FAQ from phase 3 (content itself is outdated): https://libraries.universityofcalifornia.edu/groups/files/sils/docs/SILS_FAQ_ForUCLibrariesEmployees.pdf (on SILS website under “Documents”)

3. Communication pathways (asking questions within cohort and outside cohort) Com Leads would document the communication flow. 

• Next steps are possibly meeting with PPC who have taken the lead in this discussion.

• Next step on agenda for Ops Leads

Stakeholder
@Adrian Petrisor - 1st draft 5/12


Comm plan:
@Adrian Petrisor - 1st draft, 5/19

FAQ (discuss 5/7):
1) Keep acronym glossary
- Consider mind-shift to LSP
2) Timelines
- Implementation
- Training and outreach
3) Confidentiality/info-sharing

Comm flow diagram

@Ben Alkaly (Unlicensed)

Based on stakeholder inventory

First Draft by 5/22

Communications plan

Defining comm channels, audiences

@Adrian Petrisor

• Town Halls, Presentations, etc.

First Draft by 5/19

Open Confluence homepage (Wiki)

Public-facing content. but mainly for Cohort

@Adrian Petrisor / @Ben Alkaly (Unlicensed)

@Adrian Petrisor: Groups sections
@Ben Alkaly (Unlicensed) : Comms/FAQ/Training Docs
https://calstate.atlassian.net/wiki/spaces/ULMS/overview

• Advocate for footer w/o comments

• Request traininig materiels from Neil

• Build completed Decisions Macro (@Ben Alkaly (Unlicensed))

• Add abbreviations to Commsa

By 5/14, noon - HP set
5/15 - Email to chairs
5/25 - Reminder to chairs
6/1 - Live

FAQs

Ops Leads collectively drafting; live by 6/1

Need workflow for additions: Google Form -? Google Sheet → Decision by Ops Leads → Who drafts?

Parking Lot

Capture issues raised during the meeting that will be discussed another time.

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