2020-07-23 Op Leads (COM) Meeting notes

Date

Jul 23, 2020 1-1:50 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, out
@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/anything from slack or email		10	All	Decision rollups are fixed! Adrian submitted a bug report and the problem was fixed. Thanks Adrian!! Neil is on vacation July 28-August 5. May be out later. Don’t forget to check the Task report for your outstanding tasks and check them off when done.
2	SILS Service Manager (recurring)		0	Caitlin	Nothing to report; Caitlin is not attending this meeting.
3	(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	Neil TOC is under construction; focusing on IT and EUOS and doing steering meetings weekly. Building work plans. IT will need to see training timeline for the rest of the project to inform their work plan. Step B+ proposal - Neil will talk to members to ensure they know how much time will be needed and if that will work. Neil will get meetings scheduled this week or post-vacation. Ben Email to chairs with town hall presentation schedule (create a confluence page that shows this info?) Countdown calendar - announce on July 27 to cohort. SILS News on milestone of data load for vanguard + announce countdown - aim for August 3. Adrian Countdown widget - test on Com Leads by tomorrow. Working with Ben on agenda item #5		@Adrian Petrisor will add countdown widget to COL home page to test. Then, add to other home pages.
4	Celebration planning	How do we want to celebrate the vanguard data load migration milestone? Create a calendar for milestones to celebrate and what’s involved (we raised this topic at 7/21 meeting but didn’t assign next steps) Countdown begins on 7/27/20 - one year to go! Assign next steps	10		Put countdown widget on home page for groups and SILS home page Add milestones to editorial calendar (Ben will take lead)		@Ben Alkaly (Unlicensed) will add celebration milestones to editorial calendar.
5	Scoping SILS busy project times and communicating the value of SILS	Introduce this work. Continue discussion next week	5	All	PMs and COLs will work on a plan separately and come together next week to discuss. Take to Steering when ready to confirm we are on the right track with what they expect.		@Adrian Petrisor@Ben Alkaly (Unlicensed) will work on com plan for communicating the value of SILS @Lena Zentall (Unlicensed)@Neil Weingarten@Caitlin Nelson will work on timeline (extend beyond go-live), identify critical path & intense work periods.
6	SILS All Chairs meeting (recurring) Note-taking: Facilitating: Monitoring chat: Track attendance:	Topic for next meeting July 29 Confirm roles	5	All	CANCEL THIS MEETING		@Lena Zentall (Unlicensed) to cancel SILS Chairs meeting 7/29.
7	Town hall for UC staff	Decide when to schedule the next one Confirm if we sponsor and communicate about them ourselves	?	All	Confirmed with DOC that we will run this on our own. We will do a town hall quarterly. Start early November with first one. Invite local campus groups to suggest a big topic for discussion; choose one or two.
8	SILS project blog (recurring)	Items for the blog?	0	All
9	Alma Training (recurring)		0	Neil
10	(COM) SILS Communications Calendar	Awareness of upcoming communications and anything needed	5	Ben, Adrian
11	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
12	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
13	Parking Lot				Premortem actions
14		Total	50/50