2020-12-08 Com Leads Meeting notes

Checkin/quick updates/anything from parking lot, slack or email

• Don’t forget to check the Task report for your outstanding tasks and check them off when done.

 5

All

COL/EUOS “talking about SILS” deck

Where is this used?

• ULs could share this with staff.

• Local town halls or presentations.

• Local outreach/coms teams

How is it made available? As a slide deck you could grab from.

• Posted on SILS website and/or Confluence.

Timeline: EUOS and Com Leads working together to have a slide deck by January.

Editorial calendar (recurring)

10

Ben, Adrian

What’s on deck? Anything we need to think ahead about?

• Email message to (Cohort listserv, DOC via Donald, CoUL via GW/CS update) about more intense work period starting in the new year.

• Goal: Ensure supervisors know this is a busy time. Reminder that SILS groups own decisions not stakeholders you consult with.

  • Recognizing contributions + awareness of upcoming work

  • Testing will affect more people and it will be more thorough for the test load.

  • PPC will be coordinating test plans along with ICs. Chairs will define, scope and identify the work and stakeholders.

  • Take advantage of existing groups and communication pathways, such as ILL Ops. (For example, ILL Ops will work with FFFG and CDL on resource sharing testing.) You may ask consulting groups to make recommendations but decisions are made in SILS per our SILS shared governance.

• Bullet points on major work:

  • December: Test Load Preparations

  • January: Complete Alma Trainings (Alma Essentials and Administration Fundamentals)

  • January/February: Initial Configuration Work 

  • February: Primo VE trainings 

  • February: Alma & Primo VE environment deliveries

  • March - May: Integrations; Testing and configuration continues

  • May & June: Cutover planning

  • July: Cutover begins

• Timing: Who receives this? What is the timing on sending this out? 

  • December 15 TH talking points by co-chairs.

  • SILS chairs on 12/16 (ask Joe and Elizabeth to share their ILL Ops example).

  • Cohort email sent at the first of the year

• Have SILS co-chairs tease that we are ramping up in SILS

Feedback from SILS Chairs on communicating and managing expectations

Continued from 11/17/20

Expand the FAQs for the Implementation phase

How will we populate the FAQ? Ask at SILS Chairs? Yes. Would it be easier to ask on SILS Chairs slack channel?

Add an FAQ for “how to learn what’s happening in the project”: Talk to your local group/imp team, talk to co-chairs of a group, website, Confluence (meeting notes, decision pages).

Create generic email template for “important but not today” questions? (see 11/17 notes)

20

All

FAQ update draft in Google Docs

• Need Chairs input: Listserv? Slack?

• Some campuses are starting to get questions about what happens to Melvyl from faculty.

• Update from 12/4 PPC meeting:

  • FAQs could point to specific decision pages and address test load.

  • FGs will share with their groups to see if they can surface questions. PPC now feels like the angst they experienced from colleagues during VG has subsided.

• XX bib records during Vanguard

• XX decisions reached

• XX respondents to SGTF survey

• XX participants in Alma-Primo essentials training

• XX of weekly or bi-weekly group meetings

• 160 cohort members

SILS Town Hall meeting (recurring)

• Chairs talking points

• Finalize slide deck

• Check questions in the queue

• Confirm several weeks in advance with guest speakers

3rd Tuesdays: 12/15 (today!)

Roles:

• PM update: Lena

• Slides: Adrian

• MC: Ben

• Chat: Ben (Christine to help) - use Com Leads channel

10

Com Leads

• Is 12/15 slide deck ready? Ben will do this today.

• Plans for the holiday “party” portion?

  • Numbers visuals

    • how many people in the cohort: ~160

    • how many decisions were made:

    • major accomplishments

      • 10 campuses and CDL loaded x records into Alma

      • Shared Governance TF completed a survey and shared early ongoing governance models with CoUL for feedback. (ask Danielle)

      • Number of people who participated in Alma/Primo Training or Fall workshop (ask IT)

      • Number of hours of Zoom meetings (Adrian will count agendas OR use the # of meetings weekly - 28 meetings per week):

      • Number of slack messages/number of channels (~40)

  • Greg’s video (download it from the all-cohort slack channel)

• GW & CS talking points?

Town Hall for All

Finalize Schedule for Q1/2/3

5

Com Leads

Anything to discuss here?

Confirmed:

• Q1: 1/25 11-12

• Q2: 4/19 11-12

• Q3: 7/29 11-12

Com Leads ongoing checkin

1. Is anything blocked or behind schedule?

2. What deliverables are coming in the next week?

3. Any decisions, consultations or approvals needed in the next week? 

4. Do you need anything?

0

All

Parking Lot

From SILS Chairs meeting on 11/18: Ben will talk to Adrian about using short 5-minute videos done on topics of interest (aka FAQs) to share with all staff (possibly via SILS News) or during TH. Can be time-consuming.

Wrap up

5

All

Any actions or decisions missed?

Total

40/50