2020-08-11 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, 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 Don’t forget to check the Task report for your outstanding tasks and check them off when done.		5	All
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?	15	All	COL reviewed decision rollup - question about Melvyl decision page. Lena is meeting with PPC-SC next week to edit the decision page so it’s clear Melvyl WCD is being replaced by Alma/Primo. This is a big task and we need to scope it so we gain value from the investigation. https://uc-sils.atlassian.net/wiki/spaces/SP4/pages/533102595 Town hall agenda: 5 mins: SOTU 5 mins: PM update 5-10 mins per group 30 mins Q&A COL working meeting on Friday to tackle final value props messaging and chairs meetings PMs are working with ExL to set up some additional special meetings RLFs Authority control Had a surprise with fulfilling digital requests for articles/non-returnables. The Fulfillment FG is working on this with ExL For WG meetings guest speakers from groups, look at presentation calendar for town halls (invite COLs in late September)	Include a discussion of Melvyl and related services at the SILS Town Hall
4	SILS All Chairs meeting (recurring) Note-taking: Lena Facilitating: Christine Monitoring chat: All Track attendance: Lena	Topic for next meeting Aug 12: Vanguard testing Topic for co-chairs? Co-chairs are not available. Com Leads update? Save until more fully baked: Ask chairs about the idea of a problem log and corresponding slack channel for sharing issues and learning from one another during testing. Are there other ideas for how to do this? How do we include those who are testing, but not part of the cohort? See PPC-SC notes Confirm roles 8/11	10	All
5	SILS project blog (recurring)	Items for the blog?	0	All	Ben will do a blog on the coming Town Hall Blog posts will happen periodically as there is information to report	Blog posts will happen periodically as there is information to report. PMs and Com Leads may post.	@Ben Alkaly (Unlicensed) will do a blog post on Town Hall.
6	Alma Training (recurring)	When is the message about Alma certification timing coming from IT this week?	0	Neil	IT is working on Primo certification requirements this week. Will be finalized on Friday, and then go to SILS Chairs for review on Monday. Not as much time involved in Primo cert as Alma.
7	(COM) SILS Communications Calendar	Awareness of upcoming communications and anything needed	0	Ben, Adrian
8	Work in progress (Com Leads)	Communication flows diagram Local implementation teams interviews in blog (see Local group structures from April 2020) - Ben will draft interview questions 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 Celebration milestones and what’s involved Communicating the value of SILS	FYI	Ben, Adrian
9	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
10	Parking Lot				Premortem actions (PM) Talking points for co-chairs for Town Hall (kudos to vanguard on milestone) (COM) before 8/18 Communication recommendations from meetings with chairs (COM) Lessons learned from Melvy/OCLC WCL about customization; UC Path micro-accommodations that caused delays and issues. Fewer customizations means stability and nimbleness to innovate: Transformation will happen the more we can standardize. Campuses will be responsible for their own IZ but the network zone must be protected. (from pre-mortem review) Coordinator-level chairs meeting: Define the problem statement and the desired outcome for the meeting.
11		Total	50/50