2020-06-23 Op Leads (PM) Meeting notes

Date

Jun 23, 2020 11-12 pm

Attendees

@Christine Barone (Unlicensed) , Co-chair, PM Leads, out
@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	Announcement: Thursday, Josephine Tan will present to Ops Leads on UCSF’s Decision RACI for their local group at 1pm. Ask Ben & Adrian: Where have we documented the communication path from project to local group? (see All Chairs meeting notes). Good to have a place of record to link to. Should this be included in a blog post? somewhere else?	5	Christine, Lena			@Ben Alkaly (Unlicensed) and @Adrian Petrisor will consider where have should document the communication path from project to local group? (see All Chairs meeting notes). Good to have a place of record to link to. Should this be included in a blog post? somewhere else?
2	SILS Service Manager (recurring)	Meetings with Ex Libris: How do we share meeting information publicly so staff at campuses know what’s coming. We can’t share Zoom or recording info but we can have a list of topics and who to contact for more information. Date, Topic, Who to contact? ICs	0	Caitlin			@Caitlin Nelson and @Lena Zentall (Unlicensed) will consider how to publicize Ex Libris meetings publicly so library staff are aware.
3	SILS All Chairs meeting (recurring) Decide how to share roles for note-taking, facilitating, monitoring chat, track attendance (lightweight) , etc.	Topics for next meeting on July 1? 2020-07-01	10	Lena	Set meeting for every 2 weeks but communicate that we will cancel the meeting if we don’t have urgent items to discuss. Focus on Decision-making template for July 1 meeting! Formal communication plan needs to be part of the decision-making process and included on each decision page (share this at the July 1 SILS meeting) For decision pages, PMs to ensure the RACI section is filled out properly. (Talk to PPC about this)		@Lena Zentall (Unlicensed) to invite SILS chairs meeting every 2 weeks and communicate that we will cancel the meeting if we don’t have urgent items to discuss. @Lena Zentall (Unlicensed) to add to PPC agenda this week: For decision pages, PMs to ensure the RACI section is filled out properly.
4	SILS project blog (recurring)	Items for the blog?	5		Share Adrian’s email message announcing Virtual town halls		@Lena Zentall (Unlicensed) to share Adrian’s email message announcing Virtual town halls in proj blog before 7/14
5	Alma Certification training Keep this as a regular agenda item for the foreseeable future	Update from Neil on Alma certification training	5	Neil	Nothing to report
6	(Ops Leads) Group timeline	Review email to chairs about group timeline and consider how to make it easy for chairs to respond	15	Ben, Adrian	Purpose of understanding deliverables and phases for Com Leads is to identify where communication is needed, i.e., what’s news-worthy and get it onto a Com calendar. Do we ask for project timelines for each group if it will be challenging for them to respond? Yes but make the request lightweight and easy. An example of a milestone that could go on a timeline that affects many groups: “All decisions regarding data migration are due June 26” We could create a summary RACI with decisions by date. Adrian is not convinced this is needed. Cohort is starting to be aware of the dependencies of decision-making (domino effect). Reminder that static timelines may not be consulted so it’s critical to communicate to stakeholders when something is happening. Another option: Calendar for each month with deliverables listed by date on the calendar. Formal communication plan needs to be part of the decision-making process and included on each decision page (share this at the July 1 SILS meeting)	Com Leads to proceed with the ask to chairs of their group timeline (deliverables and phases of their work). Ask for it now, in advance of individual Coms meetings, so you have something as a starting point for your discussion with the group chairs. Share group timeline responses with Ops Leads to see if anything should go on the overall timeline.	@Ben Alkaly (Unlicensed) will edit emails https://docs.google.com/document/d/1JuM1DE371arAFXSTY6bbMTBq9B0bvTo4ZxSuiwKUFNQ/edit
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	Didn’t have time
8	(COM) SILS Communications Calendar	Awareness of upcoming communications and anything needed	10	Ben, Adrian	Time off new wording suggested by Adrian: For extended absences (more than two-weeks long) such as family leave or reduced hours, talk to your group co-chairs about the possibility of choosing a substitute for attending meetings and completing group work. *Note: if edit accepted, Confluence has to be updated. https://docs.google.com/document/d/1JuM1DE371arAFXSTY6bbMTBq9B0bvTo4ZxSuiwKUFNQ/edit		@Lena Zentall (Unlicensed) to put the new suggested wording to time off to Steering agenda “For extended absences (more than two-weeks long) such as family leave or reduced hours, talk to your group co-chairs about the possibility of choosing a substitute for attending meetings and completing group work.*Note: if edit accepted, Confluence has to be updated.”
9	Work in progress (Com Leads)	Communication flows diagram Local campus groups spreadsheet (announce via SILS-Cohort-L@ucop.edu) Communicating from project to local groups (where to document this?) 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				For June 25 meeting at 1pm: guest Josephine Tan will discuss how they are monitoring decisions at their local campus using this Decision RACI https://wiki.library.ucsf.edu/display/SILS/Decision+Tracking
12		Total	60/60

Future Agenda items

Review outstanding premortem risk mitigation actions with PM Lead