2020-08-27 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, out (vac 9/4-9/8)
@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 Don’t forget to check the Task report for your outstanding tasks and check them off when done.		0	All
2	(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	Continue work for SGTF (from Danielle’s visit 8/25) Discuss findings and actions from COL meetings with chairs Creating slide deck Ben is working on the value props Data security forms - FYI in case you any questions These are required data security acknowledgements that must be completed by everyone (ICs, FGs, local testers) before an account can be given. Forms will go out to ICs and PPC this week IT will have initial workplan ready in next couple of weeks; will keep us posted. May be ready for WG by 10/2. EUOS are finishing their workplan and meeting with WG on 9/4. 2 decision pages to discuss. Questions from WG will be sent to EUOS on 8/28. Blog has been challenging - finding the time!	Put Com Leads deliverables (chairs meetings takeaways and value props) on 9/1 Op Leads meeting	@Christine Barone (Unlicensed) or @Lena Zentall (Unlicensed) will slack EUOS by end of day today to let them know that WG Qs are in their folder on Gdrive. @Ben Alkaly (Unlicensed) will add blog posts/interviews to the editorial calendar. Aim for every 2 weeks.
3	SILS Service Manager (recurring)		0	Caitlin
4	Alma Training (recurring)		0	Neil
5	SILS All Chairs meeting (recurring) Note-taking: Lena Facilitating: Christine Monitoring chat: All Track attendance: Lena	Topic for next meeting: Sep 9 review findings and actions from meetings with chairs (Com Leads)	5	All	Canceled 8/26 meeting. Possible topics for 9/9: Data security acknowledgement form? Ben is working on the Chairs meeting recap (worked on Friday for an hour) to look for patterns and any changes needed. Take to a SILS Chairs meeting on 9/9. Discuss in Ops Leads 8/27.
6	SILS project blog (recurring)	Items for the blog?	0	All
7	(COM) SILS Communications Calendar	Awareness of upcoming communications and anything needed	5	Ben, Adrian	Phase 3 final report, public version – send SILS News (was a message already sent to Slack, Cohort?) Added to the Editorial calendar SILS News and cohort email on Melvyl and related services. Context for announcing this news (since it was essentially decided once we made our product choice). Announce along with Primo VE first look. Week of Sept. 14 - Zoom password	Wait on Melvyl article to do along with Primo VE in September Publish P3 final report in SILS News today. Ben will add announcement about Zoom password requirement coming soon.	@Ben Alkaly (Unlicensed) to send out a SILS News this week about P3 report
8	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	10	Ben, Adrian	Start thinking about SILS Town Hall for All (open to all staff) Nov 2 11-12. -Vanguard completed! Co-chairs SOTU PM timeline overview Vanguard ICs PPC Discovery progress Message: Things are going well! Q&A - presubmitted No invite? Email message announcement (COL), SILS News Invite guest speakers
9	Work in progress (PM Leads)	All chairs meeting Premortem risk actions RACI Training webinars on project tools and best practices timeline (extend beyond go-live), identify critical path & intense work periods	FYI	Christine, Lena, Neil
10	Parking Lot				Premortem actions (PM) Coordinator-level chairs meeting
11	Wrap up		5	All	Any actions or decisions missed?
12		Total	50/50