2020-06-16 Op Leads (PM) Meeting notes

Date

Jun 16, 2020 11-12 pm

Attendees

@Christine Barone (Unlicensed) , Co-chair, PM Leads
@Lena Zentall (Unlicensed) , Co-chair, PM Leads
@Ben Alkaly (Unlicensed), Com Leads
@Caitlin Nelson, PPC/IC liaison (incoming SILS Service Manager)
@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	Co-chairs update	Reminder Christine will be out starting 6/19 Where should this get announced? project blog? Cohort? SILS News? All of the above? Populating the Network Zone	5	Christine, Lena	Consider the Populating the Network zone decision announcement “DONE” since this decision was made so long ago and is not of broad interest. In the future, decisions could be announced in a regular decision roundup in the blog, and in SILS News for big decisions. Lena will check the decisions rollup when drafting blog posts.
2	SILS Service Manager	ICs meeting backups - how does this work	5	Caitlin	Wait until after IC Steering meeting.
3	SILS All Chairs meeting	Understand the role of Ops Leads in All Chairs meeting Present complex, nuanced topics that are difficult to convey in an email Listening for topics of interest more broadly or that need more attention	5	Lena	Ben will attend this first meeting and would like 2 minutes on the agenda to announce Com Leads will be meeting with co-chairs on Communications needs soon.		@Lena Zentall (Unlicensed) will add to the SILS Chairs agenda 6/17, 2 minutes for Ben to preview that consulting with each group on their communication needs is coming soon
4	Alma Certification training Keep this as a regular agenda item for the foreseeable future	Update from Neil on Alma certification training	10	Neil	IT group is building out a list of local campus participants who are currently Alma certified to take to local groups and ask who should be added to the list to be certified. Local groups get certified later than Cohort. For cohort, an announcement will be made next week about certification recommendations. Announcement will be made along with the training path from Ex Libris. The certification is required for PPC. In reality, if we get at least one person from each group, that will be great! Two-month process of one video a week, plus another 14 hours of reviewing and then take a test. Discovery team is not eager to be Alma certified since Primo VE is the product that’s more relevant. Alma certification is a big investment of time. Investment makes sense to members if it’s relevant for them in their role on campus in the long run, but if it’s just for making decisions in the next 18 months on SILS, they are not as eager to make the investment. Messaging the benefits, WIFM and risks of not doing it will be critical. TOC and IT group will offer a support structure to help groups. They are developing it now.
5	Blog posts	Determine how blogging will work; how rollups can be done; where local groups should post. Ben and Adrian will discuss and investigate technical options; bring back decision to Ops Leads.	0	Ben	Hold for 6/18 meeting Adrian has created a special page for the blog which can be accessed from the home page by clicking on the blog link in the sidebar.
6	Virtual town halls	When to start? What help do you need in planning? SILS Project Recurring Meetings	10	Adrian	Notes from 6/11 meeting: Buyin from WG Start 2nd week of July; recurring meeting on 2nd Tuesday of month (not sure about Tuesdays). 12:30-1:30 looks good Ops Leads will be the first group to present Speak generally about goals of this meeting. Provide a list of groups and the proposed order. Draft email to the SILS Cohort this week for Ops Leads feedback. Doodle polls to SILS co-chairs for scheduling their time slots. Adrian will propose an order for groups to present. Make it a recurring monthly meeting.		@Christine Barone (Unlicensed) and @Lena Zentall (Unlicensed) make sure that Ben and Adrian have the names and emails of GW and CS assistants and are added to the Slack channel @Ben Alkaly (Unlicensed) and @Adrian Petrisor will draft an email to the SILS Cohort announcing the virtual town halls this week for Ops Leads feedback. @Adrian Petrisor will add the virtual town hall meeting time (once it’s decided) to SILS Project Recurring Meetings
7	(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?	10	All	Neil is working on certification training and is on track. Caitlin and PMs have begun working with our fulltime Ex Libris PM, Marci Degnan. Marci will be reviewing the new proposed Vanguard timeline on Thursday to ICs. Making sure IC needs are met and Q&As with Ex Libris are concluded successfully. Looking ahead, how will we test the vanguard and know we’re successful. PPC is waiting on the new Vanguard timeline. Checkin this week to see how FGs are doing with the timeline since they are out ahead of ICs. SILS Principles document: Ben is working on some suggested edits and will add a new principle about unpredictable nature of our work and need for flexibility and graciousness.		@Caitlin Nelson to checkin this week 6/18 at PPC to see how FGs are doing with the timeline since they are out ahead of ICs.
8	(COM) SILS News	Awareness of upcoming communications and anything needed	0	Ben, Adrian
9	Work in progress (Com Leads)	Communication flows diagram Local campus groups spreadsheet (announce via SILS-Cohort-L@ucop.edu) Blogs Virtual town halls	FYI	Ben, Adrian
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	FYI	Christine, Lena, Neil
11	Parking Lot
12		Total	60/60

Future Agenda items

Review outstanding premortem risk mitigation actions with PM Lead
For decision pages, PMs to ensure the RACI section is filled out properly. (Talk to PPC about this)