2020-04-15 ACQ/ERM FG Meeting notes

Date

Apr 15, 2020 11AM-12PM

Zoom:

See calendar item or inquire with Chair for Zoom details.

Attendees

@Mark Hemhauser (Unlicensed) , UC Berkeley (notes)
@Lisa Spagnolo , UC Davis (chair)
@Paula Pascual , UC Irvine (timekeeper)
@Stacy McKenna , UCLA
@Sarah Sheets , UC Merced
@Carla Arbagey , UC Riverside
@Judy Keys , UC San Diego
@Lisa Wong , UC Santa Cruz
@Holly Eggleston (Unlicensed) , California Digital Library
@Susan Boone , UC San Francisco (may not be attending)
@Maricel Cruz (Unlicensed) , UC Santa Barbara

Not attending

Future agenda items

Discussion items

	Item	Desired Outcome	Time	Who	Notes	Decisions	Actions

	Item	Desired Outcome	Time	Who	Notes	Decisions	Actions
1	Assemble	Getting settled, reviewing agenda, confirming roles. (Lisa reviewing rotation for roles)	5	Lisa	Will “flip-flop” roles rather than stagger. This means week 1 note taker becomes week 2 timekeeper and week 1 timekeeper becomes week 2 notetaker.
2	Updates: specifically from PPC	Discussion of infrastructure: deliverables, decision-making, etc.	15	Lisa	Decision Types & Starter Mechanisms Make decisions at lowest possible level--functional group. This chart helps illustrate when issues go up/wider and where/how decisions are made. Decision Page of our FG The template we use to document decisions that we make. Includes status of decision. Timeline. RACI = responsible (we are responsible group); accountable (other group has final say but we put forth decision); consulting (we work with another group, but decision is ours); inform (let others know about the decision, but they aren’t part of it) Lisa will track these decisions weekly and help us work through them in our meetings. SILS Harmonization Principles Defines key principles for considering harmonization of policies and procedures. PPC update on infrastructure. How are we functioning, how we’re connected to campuses. We have escalation members on PPC--often AULs for broader functional area.
3	Review of Charge	Revisiting the “supergroup” designation, how group will address needing to cover the subject scope (working in some clarification from SILS Project Managers)	10	Lisa	Page 25 of Governance Structure Document How do we work in other campus experts who’s knowledge fits our work? We would be consulting them. Once work is underway, we can request PPC permit us to add other members on specific matters where we don’t have full enough expertise.
4	Team Charter Work	Have a “final” charter document, and park anything that doesn’t fit, but wanting to keep in a side document.	25	Team	Team Charter: Includes group objective, roles, and expectations for working together. Discussed word-smithing to get “harmonization” and “migration” concept included in Objective statement. Roles are set. Expecting for working Together. Sarah’s proposal, particularly calling out discussion facilitation and resolution of disagreement are valuable to include directly in our document. Modified and improved how we will keep all engaged and voices heard. Enhanced emphasis on listening without interruption. Additional values/tasks. HOMEWORK: think about group practices for 3rd section - can edit directly in wiki doc, send via Slack, etc.
5	Wrap-up	Identify next actions	5	Lisa	Non-Alma migration sites have a “current state” form to complete for Alma due Friday. Mainly about the type of systems and processes you running now.
6	Parking Lot	To save for future discussion	60/60