2020-04-29 SGTF agenda and notes

Housekeeping

Welcome new task force member, Alan Grosenheider (UCSB)

Brief walk-through of the SGTF space in Confluence

00:05

Ginny, Aislinn, Danielle

The SILS project wiki is currently a closed Confluence workspace and available only to SILS group members. Likely by summer, read-only access to most of the project wiki, including the SGTF space, will be made public, available to all at the UC Libraries and more broadly.

Phase 4 pre-mortem

2-A. SGTF pre-mortem (55 mins)

• See pre-mortem summary and pre-read

• Consider: What failed about the structure itself (to inform how it might be modified mid-phase)? How did we fail to gain buy-in/trust for the structure? And finally, what failed in the ongoing governance structure?

2-B. Overview of pre-mortem findings for phase 4 (15 mins)

• Lena and Christine will provide SGTF with an overview of pre-mortem findings pertinent to the work of the SGTF.
  
  

01:10

Christine, Lena

SGTF pre-mortem exercise (discussion notes tracked here).

Lena and Christine’s summary of the risks raised during the cohort-wide pre-mortems (specifically those applicable to the work of SGTF).

Review/discuss phase 4 SGTF charge and next steps

Phase 4 charge deliverables:

• Assess the phase 4 shared governance model and the mechanism(s) for carrying-out harmonization and establishing SILS-related policies and best practices (to include mid-phase assessment);

• Analyze and recommend how the SILS shared governance will transition from being project-based to operational, and how it fits into UCLAS;

• Determine whether the SILS shared governance principles need to be revised (and recommend changes, if needed);

• Recommend additional work, either to be charged to this task force or to a new group.

The SGTF will develop a work plan for carrying out part 2 of its charge; this work plan will be delivered to the SILS Working Group for feedback and endorsement.

For discussion and consideration:

• What are the core elements of the SGTF work plan for phase 4?

• What timeline should be established for SGTF’s work?

00:15

Ginny, Aislinn

Additional P4 deliverable: helping to address revisions to the current phase’s share gov. structure; are there remediation strategies that should be recommended for implementation now?

• Agreement: SGTF will use the pre-mortem to begin shaping phase 4 work and assessment; feedback is essential to determining how to refine the charges and recommend improvements (now and post-go-live).

• To consider: how might the Vanguard work impact shared governance planning and assessment?

Projected activities:

• Pre-mortem mitigation, potential changes to the current structure (to recommend to SILS-WG)

• Consultation with Vanguard (initial assessment)

• Post Vanguard assessment (the phase needs to unfold before the bulk of the assessment can be carried out)

At the next meeting:

• SGTF will continue working on the TF-specific and cohort-wide high/high pre-mortem items;

• Begin discussing how the P4 structure might be revised to help mitigate high/high pre-mortem items (to propose to SILS-WG)

• Further discuss the workplan and timeline for carrying out SGTF deliverables

Total

01:30