2020-07-30 Op Leads (COM) Meeting notes

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	Neil is on vacation July 28-August 5. Possibly longer. 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
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	Ben is working on SILS News on congrats to vanguard for data load; tentatively planning to send on Monday
4	Scoping SILS busy project times and communicating the value of SILS	Introduce this work. Continue discussion next week From July 23 meeting notes: 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. A&B will work on com plan for communicating the value of SILS PMs will work on timeline (extend beyond go-live), identify critical path & intense work periods. Value prop/stakeholder spreadsheet https://libraries.universityofcalifornia.edu/groups/files/sils/docs	?	All	See early talking points for why invest in a SILS and key benefits and other docs What is SILS, then breakdown messages from budget, product, human perspective		@Lena Zentall (Unlicensed) to invite B&A to SC 8/5
5	SILS All Chairs meeting (recurring) Note-taking: Facilitating: Monitoring chat: Track attendance:	Topic for next meeting Aug 12: Testing Alma and Primo in the vanguard Confirm roles	5	All	Hold for next week
6	SILS project blog (recurring)	Items for the blog?	0	All	Include links to ILSDC blog posts IC meetings are a good source of information for blog - invite others to write about topics of interest that arise. Run a series “meet the local implementation team” IC reports about how they are working together. Do one every week. Some SILS Chairs best practices could go into a post (we use google shared drive to do x; decision pages)		@Ben Alkaly (Unlicensed) will draft questions for interviewing local implementation teams.
7	Alma Training (recurring)		0	Neil
8	(COM) SILS Communications Calendar	Awareness of upcoming communications and anything needed	5	Ben, Adrian
9	Work in progress (Com Leads)	Communication flows diagram Local implementation teams interviews in blog Communicating from project to local groups (where to document this?) Blogs Virtual town hall for cohort Virtual town hall for all staff (start early Nov; quarterly) Meetings with chairs on their communication plans Create a calendar for milestones to celebrate and what’s involved Communicating the value of SILS	FYI	Ben, Adrian	https://docs.google.com/spreadsheets/d/1IGEn-g0op7J4GQzNCkzAmaCu6rTlfa8YUQe15o9q5GY/edit Ben and Adrian will draft questions and send out to ICs and ask for a volunteer. We decided not to ask ICs to update the local implementation teams sheet, rather, we’ll ask them to answer questions via email. we’ll decide later whether to update the local campus groups sheet - whether it’s worth the effort.		@Ben Alkaly (Unlicensed) and @Adrian Petrisor will draft local implementation team questions and send out to ICs and ask for a volunteer to be first in a blog post about how local campus groups are organizing/working.
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 (in progress!!) timeline (extend beyond go-live), identify critical path & intense work periods	FYI	Christine, Lena, Neil
11	Parking Lot				Premortem actions
12		Total	50/50