2020-04-21 Op Leads Meeting notes

Project FAQ (include info about CDL and RLFs also)

Determine how soon this is needed.

• How do we determine the content?

• Who contributes to the content?

• What’s the format?

• Where does this get “published”?

• Who owns it?

Related…

1. Update the SILS abbreviations page for website: 

   1. https://docs.google.com/document/d/1W8moTA7X2yji9gEO121Ci0_yJJRgr4-lpQ0E-wsQtcw/edit

   2. Here’s where it lives on website https://libraries.universityofcalifornia.edu/groups/files/sils/docs/SILS_ProjectAbbreviations.pdf

10

• Audience: General UC Library staff

• Who does the TOC communicate with? Who is their audience? What are their communications? Meet with Neil week of April 20th to review charge in more detail.

• Show systems (chart): Primo, IZ, NZ, where CDL and RLF fit in, etc.

• One FAQ divided by categories

• Related: sharing decisions (rollup)

• Meet with Neil week of April 20th to review charge in more detail. Compile training information - what can we do now for internal groups?

Premortems:

1. Tues 4/21 2-3:30 (Neil, Bill)

2. Weds 4/22 1-2:30 (Bill)

3. Fri 4/24 10-11:30 (Neil)

4. Fri 4/24 2-3:30 (Bill)

Determine assignments for 4 pre-mortem sessions for PM Leads:

• Script to facilitate Premortem (Christine)

• Share screen (Christine)

• Risk note taker (Neil for Tues, Fri AM, Bill Weds Fri PM)

• Facilitate process (Lena)

• Manage people (call out the order for talking if needed) (Bill)

• Track time (Christine)

• (after) aggregate results and flesh out mitigations as needed (Caitlin will help)

15

Lena & Christine

• 10 mins script

• 30 mins brainstorm

• 5 mins high/high

• 45 mitigation

Team Charter

Complete so we can share with the other groups as an example:

1. Objective

2. How we work together statements

5 (time permitting)

All

Cohort member absences and replacements

Focus on the medium impact area and brainstorm mitigations.

• Low impact: gone for 2 weeks (inform your group chairs)

• Medium impact: out for extended period or unknown amount of time (discuss with your group chairs to assess upcoming work + campus decides to temporarily replace or not) – This is the one to focus on. How can we minimize churn here?

• High impact: withdraw from project (inform your group chair + campus replaces you)

15

All

• Bill was previously indicating his strong suggestion for naming a backup even before we get to a “medium impact” situation.

Tracking SILS co-chairs

We need a TOC chair. From TOC welcome letter:

• Your project manager, Neil Weingarten, will poll members to find the best time for a recurring meeting.

• At the first meeting or soon thereafter, you will select a chair for your group.

Does TOC have a kickoff plan?

5

Internal Training liaisons

Irvine, Riverside, Merced:

Members of the Internal Training group, among many other tasks, will be fully responsible for staff training at their locations (including scheduling, assigning trainers for each class, determining who takes what, etc.), as well creating supplementary training material specific to their location and coordinating post-live training. I'm concerned anyone at a Liaison level will not have the time or background to properly perform these tasks when the time comes, at least not without mitigation practices in place - such as assigning them a "battle buddy" from one of the other campuses. 

10

Neil

Parking Lot

60/60