2020-05-07 Op Leads (COM) Meeting notes

Date

May 7, 2020 1-2

Attendees

@Christine Barone (Unlicensed) , Co-chair, PM Leads
@Lena Zentall (Unlicensed) , Co-chair, PM Leads
@Ben Alkaly (Unlicensed), Com Leads
@Bill Hackenberg (UCLA) (Unlicensed), PM Leads
@Caitlin Nelson, interim project lead for ICs
@Adrian Petrisor, Com Leads
@Neil Weingarten, PM Leads

Not Attending

Discussion items

	Item	Desired Outcome	Time	Who	Notes	Decisions	Actions

	Item	Desired Outcome	Time	Who	Notes	Decisions	Actions
1	(Op Leads) Communication flows See 5/5 Op Leads (PM) meeting notes and scenarios	Com Leads to understand and document information flows internally within the cohort and externally to campuses. Understand if the PPC practices would extend to all coordination level groups (IC, PPC, TOC) or if other communication flows are needed.	Move to 5/14	PMs, Caitlin, Com Leads, Xiaoli	Move to May 14.
2	(Op Leads) Opening confluence See also 5/5 Op Leads (PM) meeting notes	Determine what content needs to be in place on Confluence and if anything needs to be removed to avoid confusion (Adrian and Ben are doing an inventory of content that is missing on Confluence or should be held back until ready for primetime.) Current v. SILS products and Major integrations should be accurate ICs were already asked to verify this one, but we can assign a hard date. Who is the audience for this one? It seems semantically overloaded… FAQ? Yes, not fully fleshed out but at least some content. Remove test docs? Strategy: move page to WG space if not ready for primetime Create communication plan.	15		See Decision page Opening Confluence Does it make sense to put practices here? Communication plan: SILS-Cohort-L: Inform Cohort of date so they can review their content; explain our objective (transparency into decision-making process and project progress is a SILS principle #10), reminder to review your content, explanation of why we are not allowing members to make things private in Confluence (Ben & Adrian) by May 15, email/slack Alert CoUL (Günter, Chris via Lena/Christine), DOC (Donald via Lena/Christine) before SILS News is published. (Lena & Christine) on May 15 Publish SILS News (June 1. day it opens) (Ben & Adrian) Reminder the Monday before: Send Cohort a reminder that meeting notes will be visible and should be thoughtfully drafted.	June 1 for go-live with opening confluence Not going to restrict any Confluence project pages. Anything not ready for public viewing should not be placed on Confluence until it is ready. Remove the Vacations/Out page from Confluence so that we can have everything open and transparent Ben and Adrian will split the work of reviewing all pages on Confluence and let owners know if they see anything that is problematic.	@Adrian Petrisor and @Ben Alkaly (Unlicensed) will slack and email a message to the cohort reminding them that the wiki will be open, pages will not be restricted, be thoughtful when writing meeting notes; share link to decision page in the communication @Christine Barone (Unlicensed) & @Lena Zentall (Unlicensed) will cleanup the decision page before the message to cohort is sent on 5/15/20 @Christine Barone (Unlicensed) & @Lena Zentall (Unlicensed) will send Donald an email on May 15th letting him know that Confluence will be public on June 1 so that he can inform DOC @Ben Alkaly (Unlicensed) & @Adrian Petrisor will send a SILS News on June 1 about Confluence going public. @Caitlin Nelson to ask ICs to review the current v. SILS products and major integration pages just to make sure it is up-to-date.
3	Confluence branding	Decide on a name for the SILS Confluence site. Current title: UC SILS Confluence Home page name is: SILS Phase 4 SILS Project SILS Project Wiki SILS wiki UC SILS Project UC Libraries SILS Project UC Libs SILS Project SILS Project Phase 4	5	Ben, Adrian		UC Libraries SILS Project	@Lena Zentall (Unlicensed) change Confluence title
4	(Ops Leads) Local campus implementation teams/contacts	Have we fully defined the problem we are trying to solve? How is communication disseminated from project to local groups? Do we need to track contacts? Problem statement: we need to know who to contact at campuses in different cases. It would be helpful to have a document of who’s doing what. No single point person in Phase 4. IC = implementation coordinator for local group DOC = appointing new SILS members Communications person?	10	Lena, Christine	Lena to share responses from ICs.
5	(Com) SILS FAQ	Assign out answer responsibilities at Thurs. Coms mtg What is the process for asking this? Heard any questions, or concerns, around your campus (or in your groups) that could be added to an FAQ?	10	Ben, Adrian	What will the format be for the FAQ? Initial thoughts are to create categories and have table for question / answer. Confluence, most likely. Create a form for people to ask questions? Or use a global footer with AskSILS-L@ucop.edu.		@Ben Alkaly (Unlicensed) will be the chief copy editor on the FAQ with an eye towards ensuring answers are not too jargony. @Christine Barone (Unlicensed) & @Lena Zentall (Unlicensed) to investigate possibilities for forms in Confluence or a global footer or other ways for staff to submit questions
6	(COM) 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
7	(COM) SILS News	Awareness of upcoming communications and anything needed
8	Parking Lot
9		Total	60/60

Future Agenda items

PM Leads to determine what the highest value meeting time would be for SILS project co-chairs (Chris & Günter) to join a meeting/participate.
Premortem results (See April 28 meeting)
Com Leads agenda: Decision dashboard (how that would look, where it will live. Comm leads will need to decide by the end of the month. discussed at April 14 Steering meeting)
Com Leads agenda: SILS abbreviations