2020-06-18 Op Leads (COM) Meeting notes

Date

Jun 18, 2020 1-2 pm

Attendees

@Christine Barone (Unlicensed) , Co-chair, PM Leads
@Lena Zentall (Unlicensed) , Co-chair, PM Leads
@Ben Alkaly (Unlicensed), Com Leads
@Caitlin Nelson, PPC/IC liaison (incoming SILS Service Manager)
@Adrian Petrisor, Com Leads
@Neil Weingarten, PM Leads

Discussion items

	Item	Desired Outcome	Time	Who	Notes	Decisions	Actions

	Item	Desired Outcome	Time	Who	Notes	Decisions	Actions
1	Co-chairs update		0	Christine, Lena
2	SILS Service Manager		0	Caitlin
3	SILS All Chairs meeting (recurring agenda item)	Debrief on what worked, could be better Topics for next meeting on July 1? Sandboxes discussion among chairs (how will we use them during vanguard, testing, decision-making, etc.), Timeline review (here’s what’s happening, here’s what’s coming soon) - Postpone until next week Created a proposed agenda topic page Decide how to share roles for note-taking, facilitating, monitoring chat, track attendance, etc. Postpone until next week	15	Lena	Cathy M. thought the meeting was helpful and useful! Went smoothly considering the number of people Polls and and thumbs up and down worked well ! Note in chat at end saying they would love to hear from the Communication Leads.	Add recurring time for Communication Leads to recap major happenings SILS-wide (blogs, etc.)	@Lena Zentall (Unlicensed) to add recurring agenda item for Communication Leads to recap major happenings in SILS
4	Step B+ proposal for the TOC	Update from Neil	5	Neil	TOC met with DOC members for the affected campuses TOC has a proposal ready Next steps, Neil will send to DOC member and Lena will send to Steering at the same time.		@Lena Zentall (Unlicensed) to check with SILS Steering as to whether Step B+ proposal needs to go to WG @Neil Weingarten to send proposal to the AULs at the affected campuses for their review and approval.
5	Alma Certification training Keep this as a regular agenda item for the foreseeable future	Update from Neil on Alma certification training	5	Neil	Team is ready to go. Waiting on Ex Libris to respond with timeline. Dominique created a spreadsheet for tracking Vanguard training. Officially starting to plan for trainers at campuses! IT will work with IC members to identify who would be good trainers for go-live training. Intent is to identify gaps, e.g., if reps in various topical areas of training are missing
6	Blog posts	Determine how blogging will work; how rollups can be done; where local groups should post. Ben and Adrian will discuss and investigate technical options; bring back decision to Ops Leads.	10	Ben	Each space can have a blog. If the content is of limited interest, post it on your group space. Ben and Adrian recommend items of global interest can get posted to the SILS home page blog. What will our strategy be? Round up info from the various groups? Let them come to us with topics and consolidate the info? Post their own blogs? At their weekly meeting, Ben and Adrian to look at decision rollup and decide if there’s something that should be reported more broadly. If so, B&A will ask the group co-chairs if they want to do a blog post. PMs may see opportunities in meetings and suggest the chair draft a post. B&A will monitor what’s happening in decisions to see if a post is needed. Idea: ask each group to create a workplan with milestones, major decisions and phases (to use for a timeline). Ben and Adrian will use the Timeline overview, adding swim lanes. Objective: transparency and a way to see what’s happening in each group.		@Ben Alkaly (Unlicensed) will draft an email to chairs asking about their workplan, major milestones and phases of the group’s work to create a timeline.
7	(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?	10	All
8	(COM) SILS Communications Calendar	Awareness of upcoming communications and anything needed	10	Ben, Adrian	SILS news on SILS principles for phase 4.0 (after approved) Reminder about Taking Time off policies (no meeting backups) - call it out more explicitly: meetings are recorded; if you miss a meeting, you cannot invite a substitute to join the call in your place.
9	Work in progress (Com Leads)	Communication flows diagram Local campus groups spreadsheet (announce via SILS-Cohort-L@ucop.edu) Blogs Virtual town halls	FYI	Ben, Adrian	Virtual town hall: 3rd Tues 12:30-1:30 July 14, August 18. Schedule out SILS virtual town halls on the 3rd Tuesday for one year (July 2020-June 2021)		@Adrian Petrisor will schedule virtual SILS town halls on the 3rd Tuesday for one year (July 2020-June 2021)
10	Work in progress (PM Leads)	All chairs meeting Premortem risk actions RACI Training webinars on project tools and best practices Phase 3.5 report	FYI	Christine, Lena, Neil
11	Parking Lot
12		Total	60/60

Future Agenda items

Review outstanding premortem risk mitigation actions with PM Lead
For decision pages, PMs to ensure the RACI section is filled out properly. (Talk to PPC about this)
ICs meeting backups - how does this work? (add to 6/22 IC-SC meeting)