2020-07-21 Op Leads (PM) Meeting notes

Date

Jul 21, 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, 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

Checkin/quick updates

 

10

All

  • Decision rollups are not working. Adrian has not been able to find out why.

  • Communication to celebrate the vanguard data load migration; create a calendar for celebrations and what’s needed

 

@Adrian Petrisor to open a customer support ticket with Confluence on the failure of the decision rollups
2

SILS Service Manager (recurring)

 

5

Caitlin

  • Vanguard testing: how can we manage non-vanguard campuses wanting to test the vanguard instances?

    • What is it that people actually want to do, and what are the options for doing that?

    • Can we solicit use cases that would help us figure out best access levels?

  • Want to draft a feedback mechanism for the campuses to commit to high-level dates for migration

 

 

3

Integrations and communicating outside the library

Do we (PMs & Com Leads) have a role in this work (identified during risk assessment)

  • Integrations: Need a list of APIs from EL and get that information to campus; Reach out to IT/CIO to ensure our work is prioritized. Provide timelines and list of integrations; scope work with IT; assign a contact - the IC? Need 10-12 months notice to IT/CIOs; Alma uses a LOT of ports

  • Need to stay on top of external-to-libraries communication and bringing them along (Campus IT, fiscal, registrar, etc.)

10

Lena

  • Library IT directors have direct line of communication with CIOs at campuses. ICs communicate with their Library IT directors.

  • Adrian has access to the listserv of Library IT directors who can then share it with their CIO.

  • Campus central IT may not always be responsive. Shibboleth is the main integration campus IT will be involved in.

  • Library IT > central campus IT > CIO runs central campus IT.

  • Create an overview message that gives the timeline for when integrations will happen (what are the critical info. people need to know in advance)

  • Ask for Todd Grappone’s advice on how to communicate out: ICs, local campus groups, Library IT listserv?

 

@Lena Zentall (Unlicensed) to email and ask ICs what work has already been done in communicating project timeline to campus IT for integration work.
@Lena Zentall (Unlicensed) to ask for Todd Grappone’s advice on how to communicate out most effectively about integrations work: ICs, local campus groups, Library IT listserv?
4

SILS All Chairs meeting (recurring)

  • Note-taking: Lena

  • Facilitating: Lena

  • Monitoring chat: Ben, Lena (wait until the end of the speakers talk/obvious pause)

  • Track attendance: Lena

Topic for next meeting July 29

Confirm roles

 

0

All

HOLD FOR JULY 23

What are you doing to reduce the load for your SILS group? Canceling meetings, opting not to do some work that is not strictly needed, forming more small subgroups?

 

 

5

Virtual town hall

Discuss the Town Hall presentation schedule https://docs.google.com/spreadsheets/d/16wh9IkT-aKNxjBrPknXjo9l3Qk0bRQj-5mqHtXvZ2Ks/edit#gid=0

10

Adrian, Ben

  • Completed!

 

 

6

Town hall for UC staff

Decide when to schedule the next one

Confirm if we sponsor and communicate about them ourselves

10

All

 

 

7

SILS project blog (recurring)

Items for the blog?

0

All

 

 

 

8

Alma Training (recurring)

 

0

Neil

 

 

 

9

(Ops 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?

5

All

 

 

 

10

(COM) SILS Communications Calendar

Awareness of upcoming communications and anything needed

5

Ben, Adrian

 

 

 

11

Work in progress (Com Leads)

 

FYI

Ben, Adrian

 

 

 

12

Work in progress (PM Leads)

  • All chairs meeting

  • Premortem risk actions

  • RACI

  • Training webinars on project tools and best practices

  • Phase 3.5 report (in progress!!)

FYI

Christine, Lena, Neil

 

 

 

13

Parking Lot

 

 

 

 

 

 

14

 

Total

55/60

 

 

 

 

 

The SILS mission is to transform library services and operations through innovation and collaboration. The future is shared!

Question? Contact AskSILS-L@ucop.edu