2020-03-24 Meeting notes

Co-chairs update

For meetings, respond “yes” or “no” on invites

FYI:

• Kickoff with chairs on March 31 - who can participate in planning & event? Caitlin, Neil, Christine, Lena, Bill is busy.

• Orientation on April 2 at 2-3

5

Christine, Lena

PM charge

Shared understanding of charge and deliverables

1. Manage and refine the overall project timeline, in coordination with the SILS Working Group and coordinator groups;

2. Manage and refine the overall project Responsibility Assignment Matrix (i.e. RACI), in coordination with the SILS Working Group and coordinator groups;

3. Facilitate pre-mortem and post-mortem risk assessments;

4. Design documentation templates and best practices, including for minutes and tracking action and decision items, to be shared with all cohort groups for their use;

5. Onboard new SILS cohort members that join mid-phase;

6. Manage user permissions for project tools.

Related Groups:

• The PM Leads will actively collaborate with the Communication Operation Leads on systemwide communications, providing guidance as necessary and sign-off for SILS-News content. How do we do this? slack, listserv, meetings?

• The PM Leads will collaborate and liaise closely with the SILS Service Manager. How do we do this?

• The PM Leads will collaborate with the coordinator groups (facilitated by the PM Leads members serving as project managers for those groups) and provide guidance to the functional groups and subgroups that report to the coordinator groups. How do we provide guidance?

Most critical PM work…

Timeline

• What goes on Confluence? (public)

• What are the major milestones for the website? (uclibraries site)

• What goes on shared drive?

• Who manages what?

• Baseline – how we consider this calendar

20

All

• Joint kickoff with Com Leads? Yes

• Bi-weekly joint Op Leads meeting; strategic meetings

• How do we provide guidance for subgroups?

  • Chairs kickoff meeting to help them build their kickoff agenda: tasks tracking, meeting notes, etc.

  • Premortems

  • Offer to sit in on their first meeting

  • How to reach out for help (cover in kickoff meeting)

  • (kickoff meeting)

  • Ask for help sooner rather than later.

PPC PM Lead

Determine best option for covering PPC PM Lead

10

• Neil offered to do this in the beginning since he has the bandwidth before TOC heats up

• Caitlin could do it wearing the SSM/Interim Project Lead hat (she’s already on the group)

Neil and Caitlin will share the duties and report back in a month

Premortem

2 for FGs

1 for ELs

1 for IC subgroups (Patron Data, ILSDC)

• Cathartic opportunity; face to face is best!

• Turn over risks to someone from the group itself

Decision Flows

Ensure decision flows align with SGTF decision-making practices (pages 9-12).

Caitlin

Phase 4 flow of decision

Set a meeting for the decision flows doc/chart this week.

Training videos

“Get to Know Alma” (videos and docs)

Idea: Neil to share with cohort; draft SILS News?

5

https://knowledge.exlibrisgroup.com/Alma/Training/Getting_to_Know_Alma

Kickoff meeting

TTT survey - seeds for premortem, taking the temperature: here’s how we did the survey, here’s how we analyzed the results, here’s how we shared back with the group and beyond.

Essential parts of the Charge (pre-read)

How can PMs support these practices?

• Best Practices (page 7-8), slack v. email

• Decision-making (page 9-12)

Training or consulting with cohort groups that don’t have an assigned PM

3/24 meeting (wait for Bill)

All

SILS News

SILS news with new roster and go-live date (July 27, 2021)

message: project is moving forward in spite of COVID

IC Premortem results

Determine how to review and use the results

• Assigning actions

• Assigning time to revisit

All

PM Team Charter

Draft PM Team Charter

3/24 meeting

Parking Lot