2020-06-09 Op Leads (PM) Meeting notes

Co-chairs update

5

Christine

Blog posts

Determine where local group blog posts should go – their local space or the project home space?

Project blog – what’s the process for cohort members to contribute a post? Can anyone post? Does it funnel through PMs or Com Leads?

ILSDC post: https://uc-sils.atlassian.net/l/c/c6YLVn1q

5

Lena

• Easy to miss these updates if they are on the group’s individual space.

(Ops Leads) Communication pathways

Discuss what the appropriate lines of communication are for flow of information between systemwide project and local campus groups.

June 4, Ben & Adrian were tasked to discuss whether a single contact is needed for communication with local campus groups and bring back to Ops Leads. (See June 4 Com Leads notes)”

(from parking lot) Communication contact for each campus? What work would we be giving this contact? We’ve got campus reps on every group except the Ops Leads – is this sufficient?

From IC charge: Serve as the campus primary contacts for the SILS (the SILS Service manager is the primary contact for coordinating with the vendor);

20

Ben & Adrian

• What is the scope? Scenario, a campus has an all-staff meeting coming up, and asks for someone to give a SILS update. Would this fall to the IC? It depends.

• ICs should serve as the campus primary communication contact for the SILS. Don’t want to overload ICs, however, the workload as communication contact should be light. Each SILS group has a campus representative. No reason for that campus rep to go through their IC; they are able to represent the campus for their expertise and they are expected to communicate broadly.

• Alternatively, the chair of the local group could be designated as the campus primary communication contact. However, more than half of these chairs are the ICs.

• Bring this issue up at the all-chairs meeting: Ensure that campus reps know they are a channel of communication from the systemwide project to their local groups. Campus representatives do not need to go through their Implementation Coordinator to communicate locally. Each SILS group has a campus representative who is empowered to be a channel of communication from the systemwide project to their local group.  Reps should take concerns to: 1) their local campus group for discussion and/or their SILS group co-chairs. Reach out to the Implementation Coordinators Group as a last resort. Campus representatives have two roles: as experts in their subject area (systemwide hat) and as representatives for their local campus (campus hat). They are expected to consult broadly at their campus.

• Related issue of summarizing how local campus groups are organized for SILS: https://docs.google.com/spreadsheets/d/1IGEn-g0op7J4GQzNCkzAmaCu6rTlfa8YUQe15o9q5GY/edit#gid=0

  • Who is the audience for a summary of how local groups are organized? Other campuses are interested in how each other has organized.

  • Explore interaction between local groups and SILS (e.g., an issue about training should go to the Training Group); Add chairs of local groups to the spreadsheet. They are an important stakeholder.

ICs should serve as the campus primary communication contact for the SILS.

Campus representatives are the expert representatives for their groups and should be empowered to communicate directly to their local campus groups and not have to go through the ICs.

Keep the local groups spreadsheet on Confluence (email address privacy.) Add chairs of local groups to the spreadsheet. They are an important stakeholder.

Timeline

Determine what events and format will be most effective in the Confluence project timeline.

SILS Project Timeline Overview

Timeline (table)

15

Lena

• Gantt chart looks great for communicating the high level timeline.

• Is the SGTF timeline too much, or just enough info? Who is the audience? Agreement that shared governance timeline is useful for the project, but might be meaningless to some campus viewers.

(Op Leads) SILS Principles

Revising SILS principles for phase 4.

https://docs.google.com/document/d/1jnIx3ufU8XFkG0Uq13NCIZoZ7cIxMgcElzjthhGykuo/edit

Anything to add/edit?

10

Christine

• Suggestion to review and possibly integrate some of the Harmonization principles as new SILS principles.

• Who is the audience for the principles? Project team and stakeholders.

Ops Leads do not want to review the SILS principles as a group since 4 of 6 members will review them wearing their WG hat. Ben offered to look at them in advance of the WG discussion.

(PM Leads) Ongoing checkin

1. Is anything blocked or behind schedule?

2. What deliverables are coming in the next week?

3. Any decisions, consultations or approvals needed in the next week? 

4. Do you need anything?

0

All

Didn’t have time for this.

(COM) SILS News

Awareness of upcoming communications and anything needed

0

Ben, Adrian

• Training materials article is in the works; working with Neil; aiming for Thursday release.

Parking Lot

Communications Workplan - allow 15 minutes for Ben to present at WG

For Thursday Ops Leads, update from Neil on certification training 10 minutes

Total

60/60