2020-08-20 Op Leads (COM) Meeting notes

Attendees

Christine Barone (Unlicensed) , Co-chair, PM Leads
Lena Zentall (Unlicensed) , Co-chair, PM Leads
Ben Alkaly (Unlicensed), Com Leads (may be a little late 8/25; vac 9/4-9/8)
Caitlin Nelson, SILS Service Manager
Adrian Petrisor, Com Leads, out
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.		5	All	The TH was a success! Idea for a survey to see what cohort would like in future TH: Q&A, more presentations. B&A will talk about it. 10-11 Ben is presenting to leadership council locally at UCLA - may be late. Invite Danielle to Ops Leads on a Tuesday 11-12 to request Ops Leads gather impressions/feedback on how things are going to shape ongoing gov, covering what’s in scope (decision-making, how parts engage each other, PM’ing moving forward), and what’s not. What date works? 8/25. Add PPC co-chairs and IT co-chairs to ExL UC PM Confluence? Yes. Reminder to use vacation/out page to record time out. PMs will slack a reminder to everyone. Include a link to the Gdrive doc on your Confluence home page so it’s more visible. Caitlin: IC, PPC, WG, PM, TOC? Yes! At the end of the meeting, let’s take time to review any decisions or actions missed.	Check with Danielle for 8/25, then 9/1 as backup.	Ben Alkaly (Unlicensed) will talk to Adrian about a survey to cohort asking what they would like in future THs Adrian Petrisor will check on the recording for the 8/18 TH Ben Alkaly (Unlicensed) to check if Adrian can present the value props at the 9/4 WG meeting. Lena Zentall (Unlicensed) will verify which meeting date Danielle can attend: 8/25 or 9/1 Christine Barone (Unlicensed) add IT chairs and PPC chairs and project co-chairs to the ExL-UC PM space PMs ask chairs to add links to their confluence space for the vacations/out page in their group’s Gdrive
2	(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?	15	All	EUOS is finishing their workplan in preparation for meeting with WG on 9/4. IT is working on their workplan but they have a lot of other work now, so it’s coming along more slowly. Allison Benedetti is replaced by Sylvia Page. IT sent the October Alma workshops proposed schedule to Marci today. Marci has forwarded it to the ExL training. Ben is working on the Chairs meeting recap (worked on Friday for an hour) to looking for patterns and any changes needed. Will begin working on value props messaging. Take to an All chairs meeting on 9/9. Discuss in Ops Leads 8/27. Third-party integrations still needs to be brought to ICs, just been mindful that they are super busy right now and don’t want to overwhelm Setting up special meetings with cohort groups Adding co-chairs to the ExL-UC PM space to add more transparency to PM work with the vendor.		Lena Zentall (Unlicensed) to ask Marci how public links work and share back with Ben & Adrian. (CB placed this Q on meeting agenda with Marci for today.) Lena Zentall (Unlicensed) to add to agenda for SILS chairs 9/9 report from Com Leads on meetings with chairs.
3	SILS Service Manager (recurring)		5	Caitlin
4	Alma Training (recurring)	Oct Alma workshops: Did IT’s proposed schedule go to Ex Libris yet? (was due 8/19) Would it be possible to share the valuable content from IT’s 8/18 email on Primo VE training, certification training, FAQ on Confluence? Or Google shared drive? EXL would like to have the spring training workshops scheduled by end of August or mid-September.	5	Neil
5	SILS All Chairs meeting (recurring) Note-taking: Lena Facilitating: Christine Monitoring chat: All Track attendance: Lena	Topic for next meeting on Aug 26? Training? Ask about interest in topics on SILS chairs channel? PPC channel? Or cancel? Topic for co-chairs? More on testing… FGs share testing plans? 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 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
6	SILS project blog (recurring)	Items for the blog?	0	All
7	(COM) SILS Communications Calendar	Awareness of upcoming communications and anything needed	0	Ben, Adrian
8	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)
9	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
10	Parking Lot				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.
11	Wrap up		5	All	Any actions or decisions missed?
12		Total	45/50