2020-06-25 Op Leads (COM) Meeting notes

Co-chairs update

Welcome, Josephine Tan. She will present to Ops Leads on UCSF’s Decision RACI for their local group at 1pm.

4 roles in SILS!

1. Discovery FG chair

2. Internal Training member

3. End User Outreach member

4. PPC member

1

Lena

Decision RACI

Special guest: Awareness of how UCSF is monitoring decisions at their local campus using this Decision RACI https://wiki.library.ucsf.edu/display/SILS/Decision+Tracking

Are there lessons to learn in considering how we monitor decisions across groups? (use tags? pull those tags/field into a column on the all decisions rollup)

15

Josephine Tan, guest

• This would be helpful for other campus local teams to use.

• Links to the Confluence decision page

• Idea: use tags to include each group included on the Stakeholders area. Operations Leads agreed it’s a great idea! Josephine will share it on SILS Chairs slack, and we could announce it at the SILS Chairs meeting (as part of the discussion of Decision pages)

• How are new decisions added? The decisions are hand-selected by their Implementation Lead. Ask subgroups to decide which ones should go into the matrix.

• https://uc-sils.atlassian.net/wiki/spaces/IC/pages/518652656 : Could we add a Stakeholders column in this report? Would that be helpful for chairs to see all the decisions they are “tagged” as a stakeholder on.

• RACI question: How do you use R/A for decisions? Comes into play with subgroups. R=doing the research, legwork, making a recommendation. A=decider.

SILS Service Manager (recurring)

Followup from Tuesday on how to publicize meetings so library staff are aware: Ex Libris Meetings page created. What other info is needed? Include meeting time?

This is a general list of all Ex Libris-hosted meetings. The SILS Training group will provide a fuller plan for sharing information about training meetings.

5

Caitlin or Lena

• Add new “Meeting tracker” section to Home page

  • https://uc-sils.atlassian.net/wiki/pages/createpage.action?spaceKey=IC&title=Ex%20Libris%20Meetings%20-%20Vanguard

  • https://uc-sils.atlassian.net/wiki/spaces/PMOL/pages/485097913

• Adrian: Add link to “All decisions”. Add brief sentence to explain this is a subset of decisions (the ones that have been decided)

SILS All Chairs meeting (recurring)

Decide how to share roles for note-taking, facilitating, monitoring chat, track attendance (lightweight) , etc.

Topic for next meeting on July 1: Principles, Decision template

Formal communication plan needs to be part of the decision-making process and included on each decision page (Ben)

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

15

Lena

• Add to meeting intro section: periodically answer questions in chat at pause points. Unmute if you have a burning question/comment.

• Message in invite: “We are setting these meetings for every 2 weeks to allow for timely discussion of important topics, but we will cancel the meeting if we don’t have urgent items to discuss. 

  We will record these meetings. Attendance is optional. 

  We realize everyone is attending a lot of Zoom meetings and it can be exhausting, so review the agenda and decide if a topic is important for you to be there in person to join the conversation. “

• Note-taking: Lena

• Facilitating: Lena

• Monitoring chat: Ben, Neil (If you ask a question for the speaker you are purposely not interrupting so wait until the end of the speakers talk/obvious pause)

• Track attendance (lightweight - count?): Ben

SILS project blog (recurring)

Items for the blog?

5

All

Alma Certification training

Keep this as a regular agenda item for the foreseeable future

Update from Neil on Alma certification training

5

Neil

• Certification Communication (from TOC)

• Trainings and Meetings Explains (from PMs)

  • includes info on Alma Certification PLUS the Alma Essentials/Fundamentals trainings with ExL

• Current need: we need to communicate to the COhort and local teams ASAP who is expected to do what.

  • Need to confer as PMs on who leads this communication.

  • Need to check with Marci about any delays - including the postponing of the 6/29 topics.

(Ops 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?

5

All

(COM) SILS Communications Calendar

Awareness of upcoming communications and anything needed

10

Ben, Adrian

• Continue discussion from 6/23: Time off new wording suggested by Adrian: For extended absences (more than two-weeks long) such as family leave or reduced hours, talk to your group co-chairs about the possibility of choosing a substitute for attending meetings and completing group work. *Note: if edit accepted, Confluence has to be updated.

• Suggested edits:

  • to reduce the time it takes to onboard substitutes, our expectation is that…” (feel free to edit)

  • more than three-weeks (since vacations may be 2 weeks)

Work in progress (Com Leads)

• Communication flows diagram

• Local campus groups spreadsheet (announce via SILS-Cohort-L@ucop.edu)

• Communicating from project to local groups (where to document this?)

• Blogs

• Virtual town halls

• Meetings with chairs on their communication plans

FYI

Ben, Adrian

Virtual town halls: survey form link will go into the email reminder a week before the meeting.

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

Parking Lot

Total

60/60