2020-08-13 Op Leads (COM) Meeting notes

Attendees

@Christine Barone (Unlicensed) , Co-chair, PM Leads
@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, out

Discussion items did not edit

	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 Don’t forget to check the Task report for your outstanding tasks and check them off when done.		5	All
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?	15	All
4	SILS Town Hall	Review agenda and assign tasks as needed Talking points for co-chairs for Town Hall (kudos to vanguard on milestone) (COM) before 8/18	20	Adrian, Ben	Ben started the TH deck; PPC slides are ready https://docs.google.com/presentation/d/1rILrrQFWdxxd_jZsJwZQz4dyAEJfSCRUyjOVX6fl0sc/edit#slide=id.g8bce6accdb_0_1 Q&A Lena to create a “what happens to Melvyl?” slide to the Q&A		@Lena Zentall (Unlicensed) and @Christine Barone (Unlicensed) will create the PM slides for TH @Lena Zentall (Unlicensed) will create a Melvyl slide @Ben Alkaly (Unlicensed) will slack GW and CS with talking points @Ben Alkaly (Unlicensed) will slack Josephine and Jess (Discovery) about the question Com Leads received on branding o they can prep an answer for the TH. @Adrian Petrisor to ask Lakshmi to submit her question(s) via the google form @Lena Zentall (Unlicensed) will reach out to Carlo and Tom to see if they can do a brief overview of the VG testing
5	SILS All Chairs meeting (recurring) Note-taking: Lena Facilitating: Christine Monitoring chat: All Track attendance: Lena	Topic for next meeting on Aug 26? Topic for co-chairs? Save until more fully baked: Ask chairs about the idea of a problem log and corresponding slack channel for sharing issues and learning from one another during testing. Are there other ideas for how to do this? How do we include those who are testing, but not part of the cohort? See PPC-SC notes	0	All	HOLD UNTIL 8/20
6	SILS project blog (recurring)	Items for the blog?	0	All
7	Alma Training (recurring)	When is the message about Alma certification timing coming from IT this week? IT timeline & communication plan for Oct Alma workshops	0	Neil	Hold for 8/18
8	(COM) SILS Communications Calendar	Awareness of upcoming communications and anything needed	0	Ben, Adrian
9	Work in progress (Com Leads)	Communication flows diagram Local implementation teams interviews in blog (see Local group structures from April 2020) - Ben will draft interview questions 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 Celebration milestones and what’s involved Communicating the value of SILS	FYI	Ben, Adrian	Start thinking about SILS Town Hall for All (open to all staff)
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 (PM) Communication recommendations from meetings with chairs (COM) Lessons learned from Melvy/OCLC WCL about customization; UC Path micro-accommodations that caused delays and issues. Fewer customizations means stability and nimbleness to innovate: Transformation will happen the more we can standardize. Campuses will be responsible for their own IZ but the network zone must be protected. (from pre-mortem review) Coordinator-level chairs meeting: Define the problem statement and the desired outcome for the meeting.
12		Total	50/50