2020-09-08 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, out (vac 9/4-9/8)

  • @Caitlin Nelson, SILS Service Manager

  • @Adrian Petrisor, 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.

 

 

All

 

 

 

2

(Ops Leads) Ongoing checkin

  1. Is anything blocked or behind schedule?

  2. What deliverables are coming in the next week?

  3. Any decisions, consultations or approvals needed in the next week? 

  4. Do you need anything?

15

All

  • Is communication flows diagram completed and published? Done!

  • Awareness of upcoming communications and anything needed? No.

  • Waiting on feedback on the report on Takeaways from meetings with chairs to see if there are actions.

  • Revisit our policy on limiting Basecamp as we enter the full implementation phase; document our reasons.

    • Who has access now?

      • IT members

      • Chairs

      • ICs

      • Op Leads

    • Avoids duplication of many people posting questions on the same issue.

    • Fewer people with accounts means it’s easier to prioritize questions that are time-critical.

    • If we open it, we need best practices for use

      • don’t post questions without checking with co-chairs of your group or your IC

      • you are coming late, your question may have been answered. here’s where to look for the answer first (list of where to check for answers - your group first)

      • Here’s how to set up your notification - daily digest

      • don’t check off something as “done”

      • Ask Ex Libris when it’s time for questions looking ahead; poster should qualify urgency.

      • Use categories to tag by topic.

    • Limit to only cohort? Do not include local implementation team members who are not in the cohort? Allow ICs to determine who on the local teams should be included.

    • Grant access upon request; we will not add everyone on the project. Go through your chair or IC for requesting an account.

 

 

3

SILS All Chairs meeting (recurring)

  • Note-taking: Lena

  • Facilitating: Christine

  • Monitoring chat: All

  • Track attendance: Lena

Topics for next meeting: Sep 9

Role assignment

 

20

All

 

 

4

SILS Service Manager (recurring)

 

0

Caitlin

 

 

 

5

Alma Training (recurring)

Update on progress

0

Neil

 

 

 

6

SILS project blog (recurring)

Items for the blog?

0

All

  • Blog has been challenging - finding the time!

 

 

7

Parking Lot

 

 

 

 

 

8

Wrap up

 

5

All

Any actions or decisions missed?

 

 

9

 

Total

50/50

 

 

 

 

Work in Progress:

Com Leads

  • SILS Communications Calendar

  • 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

PM Leads

  • All chairs meeting

  • Premortem risk actions

  • RACI

  • Training webinars on project tools and best practices

  • timeline (extend beyond go-live), identify critical path & intense work periods

The SILS mission is to transform library services and operations through innovation and collaboration. The future is shared!

Question? Contact AskSILS-L@ucop.edu