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
1	Checkin/quick updates		10	All
2	SILS Service Manager (recurring)		10	Caitlin
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
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
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
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#
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