2020-08-04 Op Leads (PM) Meeting notes

Attendees

@Christine Barone (Unlicensed) , Co-chair, PM Leads
@Lena Zentall (Unlicensed) , Co-chair, PM Leads
@Ben Alkaly (Unlicensed), Com Leads
@Caitlin Nelson, SILS Service Manager
@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		5	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)		5	Caitlin	August is configuration and planning September is when we get our Alma and Primo environments and testing happens PMs are working with Marci on the timeline; working on planning for how much time is needed for testing, decision-making, data cleanup
3	Milestones to celebrate				Ask Ex Libris if we can pull some numbers about the magnitude of records we submitted for the vanguard (aggregate, not by campus) - Idea to create an infographic/heavy-lifting “Once the Migration team completes the test loads, migration reports with this type of data are provided to the campuses when we deliver them their data. I can provide you this information following data delivery.”		@Caitlin Nelson will reach out to Marci to see if there is an easy way to get aggregated data on number of records, etc. for the infographic.
4	(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 and Adrian wrapped up chairs meetings. Weren’t able to get a meeting with SGTF; didn’t reach out to PPC separately. Compiling key takeaways and will make some recommendations. Basecamp is a challenge - some google doc parking lots to manage the workflow of getting things onto BC when only a few have access. ELGs varied widely in their work, approach and perspectives. At the next town hall (8/18) PPC will present (Xiaoli and Claudia) Seed with 1 question from each group: email to SILS chairs to source questions. Reminder to cohort that TH is for cohort members only. Reminder on 8/17 to cohort		@Ben Alkaly (Unlicensed) & @Adrian Petrisor (Unlicensed) will ask SILS Chairs to source questions for PPC @Adrian Petrisor (Unlicensed) & @Ben Alkaly (Unlicensed) will send a reminder to cohort that TH’s are for cohort members only @Ben Alkaly (Unlicensed) & @Adrian Petrisor (Unlicensed) will send a reminder on 8/17 to cohort about the TH on 8/18
5	SILS value prop Value prop and stakeholders: Value prop/stakeholder spreadsheet Scoping SILS busy project times and communicating the value of SILS Resources: early talking points for why invest in a SILS and key benefits and other docs	Confirm our understanding of the assignment to take to Steering on 8/5. Review value prop talking points.	20	Ben, Adrian
6	SILS All Chairs meeting (recurring) Note-taking: Facilitating: Monitoring chat: Track attendance:	Topic for next meeting Aug 12: Testing Alma and Primo in the vanguard Topic for co-chairs? Who can we invite to speak on testing in the vanguard? Confirm roles	10	All
7	SILS project blog (recurring)	Items for the blog?	0	All	Include links to ILSDC blog posts IC meetings are a good source of information for blog - invite others to write about topics of interest that arise. Run a series “meet the local implementation team” IC reports about how they are working together. Do one every week. Some SILS Chairs best practices could go into a post (we use google shared drive to do x; decision pages)		@Ben Alkaly (Unlicensed) will draft questions for interviewing local implementation teams.
8	Alma Training (recurring)		0	Neil
9	(COM) SILS Communications Calendar	Awareness of upcoming communications and anything needed	0	Ben, Adrian
10	Work in progress (Com Leads)	Communication flows diagram Local implementation teams interviews in blog (see Local group structures from April 2020) 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	On 7/31 Lena asked on IC slack if anyone was NOT their group’s local implementation team chair. No one replied. I gave ICs a heads up COL would be interviewing them for a blog series.
11	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
12	Parking Lot				Premortem actions Review celebration milestones - Editorial calendar Talking points for co-chairs for TH (kudos to vanguard on milestone)
13		Total	50/50