2020-08-25 Op Leads (PM) Meeting notes

Attendees

Christine Barone (Unlicensed) , Co-chair, PM Leads
Lena Zentall (Unlicensed) , Co-chair, PM Leads
Ben Alkaly (Unlicensed), Com Leads (8/25 Ben is presenting to leadership council locally at UCLA - may be late.; vac 9/4-9/8)
Caitlin Nelson, SILS Service Manager
Adrian Petrisor, Com Leads
Neil Weingarten, PM Leads

Discussion items

	Item	Desired Outcome	Time	Who	Notes
1	Special guest: Danielle Westbrook	Danielle from SGTF has invited Ops Leads to gather their impressions/feedback on how things are going working in the gov structure with a focus on those things that will continue past go-live scope (e.g., decision-making, how parts engage each other, PM’ing moving forward). Based on this discussion, we will decide how to brief SGTF on our feedback (i.e. memo style/brief feedback written, written + in-person, etc.)	30	Danielle
2	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.		0	All
3	(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?	10	All
4	SILS Service Manager (recurring)		0	Caitlin
5	Alma Training (recurring)		0	Neil
6	SILS All Chairs meeting (recurring) Note-taking: Lena Facilitating: Christine Monitoring chat: All Track attendance: Lena	Topic for next meeting on Aug 26? Introduce/walk-thru vanguard testing spreadsheet (PPC) if they are ready Ask chairs about the idea of a problem log and corresponding slack channel for sharing issues and learning from one another during testing. Are there other ideas for how to do this? How do we include those who are testing, but not part of the cohort? See PPC-SC notes. For local imp teams, the desire is to (a) confirm there was a problem, (b) confirm the problem/question was passed on to ExL in Basecamp, and (c) record the response/resolution from ExL RFP #1 priority “essential” requirements to use for test plans or as a reference for what the functionality is supposed to be if something does not seem to be working as expected. (Reminder: NDA is still in place for vendor responses. They should not be shared outside UC.)	10	All
7	SILS project blog (recurring)	Items for the blog?	0	All
8	(COM) SILS Communications Calendar	Awareness of upcoming communications and anything needed	0	Ben, Adrian	Phase 3 final report, public version – send SILS News (was a message already sent to Slack, Cohort?) Added to the Editorial calendar
9	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	FYI	Ben, Adrian	Start thinking about SILS Town Hall for All (open to all staff)
10	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
11	Parking Lot				Ben is working on the Chairs meeting recap (worked on Friday for an hour) to looking for patterns and any changes needed. Take to an SILS Chairs meeting on 9/9. Discuss in Ops Leads 8/27. Premortem actions (PM) Communication recommendations from meetings with chairs (COM) Coordinator-level chairs meeting: Define the problem statement, goal, and the desired outcome for the meeting. Ask Adrian to grant access to op leads members to the survey.
12	Wrap up		5	All	Any actions or decisions missed?
13		Total	50/50