PM Leads Phase 4 Work Plan (March 2020 - December 2021)
Phase 4 general activities:
PM Leads, Com Leads and the SILS Service Manager meet together as the Operation Leads twice weekly for a 60-minute Zoom meeting. One meeting has a PM focus and the other a Communication focus.
The PM Leads will meet twice weekly with the Ex Libris project manager to coordinate joint project management activities including managing the implementation timeline, meeting schedule, training schedule, and escalating issues as needed.
PM Leads chairs will meet in advance of each meeting to plan agendas and manage deliverables.
PM Leads chairs will provide regular, brief updates to the SILS WG and Steering; other Operation Leads members also on the WG will supplement/support these updates as needed.
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.
The PM Leads will collaborate and liaise closely with the SILS Service Manager.
As an Operation Leads group, this team is responsible for providing leadership and guidance across the SILS shared governance structure and staying attuned to systemwide needs and perspectives.
Stage & Timeline | Major Tasks | Notes |
|---|---|---|
March - May 2020 | The PM Leads will develop a plan that includes a timeline for completing their work and deliverables. | Deliver work plan to the SILS Working Group for review and endorsement at June 12, 2020 meeting. |
Set up project collaboration tools | Google shared drive, Confluence, listserv, slack | |
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 | Meeting notes template, Decision template, Task report, Team charter. | |
Kickoff all groups | Host kickoff guidance meeting for chairs; provide sample kickoff agenda | |
Taking the temperature survey | Provide chairs with a survey to assess the baseline understanding of the project by members | |
Pre-mortem and risk mitigation | ||
2. Project support June 2020 - July 2021 | Manage and refine the overall project timeline, in coordination with the SILS Working Group and coordinator groups. | Week-by-week Phase 4 Master Timeline Timeline overview on Confluence (milestones) |
Manage and refine the implementation timeline and meeting and training schedules working with the Ex Libris project manager and in consultation with coordinator groups. | Twice weekly meetings Training calendars | |
Manage and refine the overall project Responsibility Assignment Matrix (i.e. RACI), in coordination with the SILS Working Group and coordinator groups. | RACI will be done for each decision. Master RACI for major decisions | |
Project co-managers manage the SILS Working Group decision slate | ||
As embedded staff, the project managers will attend coordinator group meetings and support the work of the chair(s) and members. Additional work will include management of the coordinator group’s minutes, timeline and deadlines, discussion facilitation as needed, and understanding and communicating dependencies. | ICs = Lena Zentall PPC = Christine Barone Training = Neil Weingarten (through mid-November 2020); Joanna Kang (starting mid-November 2020-April 2021) | |
Each embedded project manager will provide guidance to the groups and subgroups that correspond with their applicable coordinator group. Through what can be considered a consultancy service, guidance to functional groups and subgroups might include project management and facilitation advice. | Periodic training webinars on project tools and best practices | |
Facilitate all-chairs meeting to ensure robust cross-group collaboration | Currently planned for 60 minutes every two weeks (chairs + SILS co-chairs, PM Leads, Com Leads, SSM) | |
Report on project status | Mid-term report to CoUL (WG) March April 2021: will include a proposal for UCLAS-integrated SILS shared governance and a recommendation for when phase 4 will end (sometime in fall/winter 2021). | |
Onboard new SILS cohort members that join mid-phase; manage offboarding. | ||
Manage user permissions for project tools. | ||
3. Post-Go-Live August 2021 - December 2021 | Post mortem | |
Contribute to final report | Final report to CoUL (WG) (Sep/Dec 2021) decided to deliver after the end of phase 4 in Feb 2022 | |
Offboard SILS cohort members | Remove access to project collaboration tools | |
Manage project documentation | ||
Decommission project collaboration tools or handoff to ongoing governance group | ||
The SILS mission is to transform library services and operations through innovation and collaboration. The future is shared!
Question? Contact AskSILS-L@ucop.edu