2020-07-16 Op Leads (COM) Meeting notes

Date

Jul 16, 2020 1-2 pm

Attendees

@Christine Barone (Unlicensed) , Co-chair, PM Leads, out
@Lena Zentall (Unlicensed) , Co-chair, PM Leads
@Ben Alkaly (Unlicensed), Com Leads
@Caitlin Nelson, 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	Checkin/quick updates		0	All	Lena in consultation with Ben Alkaly will draft a process message to the cohort about what happens if they need to reduce their time. (WG 7/10 meeting)
2	SILS Service Manager (recurring)		10	Caitlin	Testing and assessment (IC, PPC, SSM, Com Leads) ILSDC is drafting a working document for what to look at when examining your data in the vanguard environment. Where does this fit into other’s test/assessment plans? Sep 3 is deadline for test plans since we get Alma on Sep 4. How do we encourage groups to coordinate? do groups repeat the same information? do we need to coordinate? Who is the audience? if it’s every group for themselves, it doesn’t need to be coordinated. If these test plans will be used by multiple groups/people, we may need some coordination to help (single document, consistent format) Test examples: ILSDC working doc: https://docs.google.com/document/d/1a8-DT7KzLMAsW3euLmg--vlbx4ApMIVkG9wTKUrRohg/edit Alma/Primo IC examples: https://drive.google.com/drive/u/0/folders/1q4FpaR5MMY7oj0WTpLx64b-5q_VN6T6d Reporting out on lessons learned in the vanguard by vanguard campuses AND FGs – what format might this report back take? Meeting for each group? One big meeting “fair”? Alma campuses should take a lead. Who is the audience? ICs to inform how they make changes to the test load - technical, specific, needs to be documented general cohort and staff - higher level overview		@Caitlin Nelsonto pull together a small group of stakeholders to discuss testing and assessment plan
3	SILS All Chairs meeting (recurring) Note-taking: Lena Facilitating: Lena Monitoring chat: Ben, Lena (wait until the end of the speakers talk/obvious pause) Track attendance: Lena	Topic for next meeting July 29 Confirm roles	0	All	HOLD
4	Virtual town hall	Debrief	15	All	Delay in toggling between screens - put everything into the presentation instead Communicate in slack instead of chat Put Intro slide up before the meeting starts so attendees know they are in the right place Put questions we got in advance on a slide of the presentation Send reminder to submit questions a week in advance AND a day in advance on Monday. Add a topic of the month (ask chairs for topics) Idea: This month I learned…(share revelations, light bulb moments) Big issue is how do we encourage more Q&A? suggested topics ask chairs to submit one question per group split into breakout rooms use a broad question and randomly assign people or break out by interest facilitated by a chair to ensure everyone gets a chance to speak What is the purpose of the town hall? (look at original proposal) (Adrian) We want people to break out of silos, and encourage cross-functional collegiality If this is true, breaking rooms into topics based on their original silos would be antithetical.	Try one more month of standard Q&A Ask chairs to share questions/topics that arise that may be of broader interest across groups
5	Virtual town hall for UC staff?	Open up our Cohort town hall to anyone? Replace DOC webinars with our own town hall series?	10	All	How often? Quarterly What milestones should we align these webinars with? Or do we do them every quarter? Produce them ourselves? Yes.	Tentatively plan to produce them about quarterly.	@Lena Zentall (Unlicensed) to check with Donald whether DOC would be offended if we ran the series on our own.
6	SILS project blog (recurring)	Items for the blog?	0	All
7	Alma Training (recurring)		0	Neil
8	(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?	5	All
9	(COM) SILS Communications Calendar	Awareness of upcoming communications and anything needed	0	Ben, Adrian
10	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
11	Work in progress (PM Leads)	All chairs meeting Premortem risk actions RACI Training webinars on project tools and best practices Phase 3.5 report (in progress!!)	FYI	Christine, Lena, Neil
12	Parking Lot
13		Total	55/60