Timeline Feedback Plan

Authority and expectations

Implementation Coordinators (ICs) are empowered to make implementation timeline decisions on behalf of their campus. They are trusted to determine if further campus consultation is needed. The SILS Working Group (WG) expects ICs to make decisions within 3 business days. WG approval is not needed unless there is major disagreement and escalation is required.

Roles

• Ex Libris project manager: Marci Deignan

• SILS project managers (PMs):

  • Christine Barone, Policy & Practice Coordinators PM & overall SILS project-co-manager

  • Caitlin Nelson, SILS Service Manager (SSM)

  • Joanna Kang, Training PM

  • Lena Zentall, Implementation Coordinators PM & overall SILS project-co-manager

• Implementation Coordinators (ICs): one representative per campus; Tom Bustos & Carlo Medina, co-chairs.

• SILS Working Group (WG): leads and manages the project

• SILS cohort: everyone appointed to the SILS project by the Direction & Oversight Committee (DOC) or the Council of University Librarians (CoUL); does not include local campus implementation teams

Process

1. Ex Libris project manager brings new timeline dates to SILS project managers for review regularly at Tuesday and Thursday PM meetings. Note: IC chairs have “view” access to the ExL/UC PM planning Confluence space.

2. SILS PMs seek to understand which dates are firm and which are flexible. PMs triage any obvious schedule conflicts or concerns, e.g., academic calendar conflicts or holidays.

3. SILS PMs may approve “low-stakes” timeline dates such as meetings.

4. IC PM and/or SSM bring new timeline dates to the next available IC meeting. (Ex Libris PM will provide a public link to the PM planning calendar to share when applicable.)

5. ICs review the dates and if no further consultation is needed, they approve the dates. Approval means acknowledging they have reviewed the dates and agree to commit their local implementation team to meet these dates. Decision is recorded in the IC meeting notes.

   1. If further consultation is needed, PMs will provide at least 3 business days for ICs to consult locally.

6. Escalate to WG only as needed for conflict resolution.