2020-08-18 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, out
@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)		5	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
4	SILS Town Hall Roles: Facilitator & run slides: Ben Chat: Lena, Christine, Neil (use Op Leads to communicate amongst us) Cynthia Johnson will make Ben co-host and do the initial muting.	Review agenda as needed Slides: https://docs.google.com/presentation/d/1rILrrQFWdxxd_jZsJwZQz4dyAEJfSCRUyjOVX6fl0sc/edit#slide=id.g8bce6accdb_0_1 Review Q&As; assign speakers	20	Ben	Questions when will a town hall be open for all staff? November principles guiding branding? (Jess & Josephine already have it) how will you be monitoring and reporting problems? Lessons learned: If you make edits, ask person sharing screen to refresh slides spell out abbreviations for co-chairs in speaking notes (e.g., Escalation Leaders) very few questions again…consider a survey to ask what the ideal Town Hall format should be At least 5 people who were not part of the cohort attended
5	Reviewing PM practices	Anything to add/edit on this document? https://docs.google.com/document/d/1PROLGRlLD4Ni8F1zrBO5iqB6XjYgfDHUtFO0Lb1ihJ8/edit#heading=h.n6mhocstu85v	10	All
6	SILS All Chairs meeting (recurring) Note-taking: Lena Facilitating: Christine Monitoring chat: All Track attendance: Lena	Topic for next meeting on Aug 26? Topic for co-chairs? 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 RFP #1 priority “essential” requirements to use for test plans. (Reminder: NDA is still in place for vendor responses. They should not be shared outside UC.)	0	All	HOLD UNTIL 8/20
7	SILS project blog (recurring)	Items for the blog?	0	All
8	Alma Training (recurring)	IT timeline & communication plan for Alma certification message Oct Alma workshops	5	Neil	Hold for 8/18
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) - 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	Start thinking about SILS Town Hall for All (open to all staff)
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 (PM) Communication recommendations from meetings with chairs (COM) Coordinator-level chairs meeting: Define the problem statement, goal, and the desired outcome for the meeting. Ask Adrian to grant access to op leads members to the survey.
13		Total	50/50