2020-06-04 Op Leads (COM) Meeting notes

Co-chairs update

0

(Op Leads)

Review / finalize work plans

• Goes to WG for approval at 6/12 meeting

• Sent as pre-read no later than June 10

PM Leads work plan

20

Lena

• Use high level deliverables from the implementation timeline and the high level bullet points from the SILS website

• Add to the new home page as a sub page using a similar table

• For decision pages, PMs to ensure the RACI section is filled out properly.

• PMs to create a timeline of high level dates for a new page (sub page of home page)

(Ops Leads) Communication pathways

Discuss what the appropriate lines of communication are for flow of information between systemwide project and local campus groups.

Who fills the role of liaison?

20

Caitlin, Christine

• If an issue occur in an FG, some reps are taking the issue out of SILS to their supervisor or local campus group rather than discussing in SILS with their chair.

• ICs are being used as the liaison for their campus but it’s not expected that they are the communication pathway or that they should have all the information about the project.

• Communication contact for each campus? What work would we be giving this contact? We’ve got campus reps on every session – is this enough?

(Ops Leads)

From PPC: Request to change the decision template to include “scope = vanguard” somewhere.

2

Christine, Caitlin

• Yes we can edit the template. We want to keep the form as simple as possible

(ComLeads)

UC IT Blog post FYI

2

Caitlin

Bala Balakumar is posting an article on behalf of SILS for UC Procurement.

https://cio.ucop.edu

(ComLeads)

Understand how we can improve Basecamp organization

5

Caitlin

• Complaints:

  • It’s unorganized and information gets buried. Can we document canonical answers somewhere besides basecamp?

  • Local groups can’t see basecamp; FG members can’t see basecamp - only chairs.

• We need information from Ex Libris, that applies to many people. But only a few people can ask and see the answers.

• No view-only access available for basecamp

• Can we have more than one instance of basecamp? one for tasks and one for message board?

• How many people can be involved in Basecamp? What’s the bandwidth?

• At Irvine, only chairs and PMs in Tasks section; message boards is separate. groups decide who asks the question on basecamp. Long threads can be overwhelming. Copy answer from long thread to another document outside basecamp.

(Op Leads) SILS Principles

Revising SILS principles for phase 4.

https://docs.google.com/document/d/1jnIx3ufU8XFkG0Uq13NCIZoZ7cIxMgcElzjthhGykuo/edit

Anything to add/edit?

HOLD for week of 6/8

(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

(COM) SILS News Editorial Calendar

Awareness of upcoming communications and anything needed

0

Ben, Adrian

Parking Lot

• For decision pages, PMs to ensure the RACI section is filled out properly. (Talk to PPC about this)

• Local group contacts and structure - what’s the use case? https://docs.google.com/spreadsheets/d/1IGEn-g0op7J4GQzNCkzAmaCu6rTlfa8YUQe15o9q5GY/edit#gid=0

• Communication contact for each campus? What work would we be giving this contact? We’ve got campus reps on every group except the Ops Leads – is this sufficient?

Total

60/60