2020-07-28 Op Leads (PM) Meeting notes

Date

Jul 28, 2020 11-11:50 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, out
@Adrian Petrisor (Unlicensed), 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/anything from slack or email		10	All	Neil is on vacation July 28-August 5. Possibly longer. Don’t forget to check the Task report for your outstanding tasks and check them off when done.
2	SILS Service Manager (recurring)		0	Caitlin
3	(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	Ben is working on SILS News on congrats to vanguard for data load; tentatively planning to send on Monday
4	Scoping SILS busy project times and communicating the value of SILS	Introduce this work. Continue discussion next week	5	All	What is the deliverable? talking points that we have ready about the value of SILS. From July 23 meeting notes: PMs and COLs will work on a plan separately and come together next week to discuss. Take to Steering when ready to confirm we are on the right track with what they expect. A&B will work on com plan for communicating the value of SILS PMs will work on timeline (extend beyond go-live), identify critical path & intense work periods. Value prop/stakeholder spreadsheet https://libraries.universityofcalifornia.edu/groups/files/sils/docs		@Ben Alkaly (Unlicensed) and @Adrian Petrisor (Unlicensed) will work on message talking points for value prop. @Lena Zentall (Unlicensed) will grab talking points about SILS.
5	SILS All Chairs meeting (recurring) Note-taking: Facilitating: Monitoring chat: Track attendance:	Topic for next meeting Aug 12: Confirm roles	5	All	Hold for next week
6	SILS project blog (recurring)	Items for the blog?	0	All
7	Alma Training (recurring)		0	Neil
8	(COM) SILS Communications Calendar	Awareness of upcoming communications and anything needed	5	Ben, Adrian
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 hall for cohort Virtual town hall for all staff (start early Nov; quarterly) Meetings with chairs on their communication plans Create a calendar for milestones to celebrate and what’s involved Communicating the value of SILS	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 (in progress!!) timeline (extend beyond go-live), identify critical path & intense work periods	FYI	Christine, Lena, Neil
11	Parking Lot				Premortem actions
12		Total	50/50