2020-06-25 Op Leads (COM) Meeting notes

Co-chairs update

Welcome, Josephine Tan. She will present to Ops Leads on UCSF’s Decision RACI for their local group at 1pm.

4 roles in SILS!

1. Discovery FG chair

2. Internal Training member

3. End User Outreach member

4. PPC member

1

Lena

Decision RACI

Special guest: Awareness of how UCSF is monitoring decisions at their local campus using this Decision RACI https://wiki.library.ucsf.edu/display/SILS/Decision+Tracking

Are there lessons to learn in considering how we monitor decisions across groups?

15

Josephine Tan, guest

SILS Service Manager (recurring)

Followup from Tuesday on how to publicize meetings so library staff are aware: Ex Libris Meetings page created. What other info is needed? Include meeting time?

This is a general list of all Ex Libris-hosted meetings. The SILS Training group will provide a fuller plan for sharing information about training meetings.

5

Caitlin or Lena

SILS All Chairs meeting (recurring)

Decide how to share roles for note-taking, facilitating, monitoring chat, track attendance (lightweight) , etc.

Topic for next meeting on July 1: Principles, Decision template

Formal communication plan needs to be part of the decision-making process and included on each decision page (Ben)

For decision pages, PMs to ensure the RACI section is filled out properly. (Talk to PPC about this) (Lena or Neil)

15

Lena

• Message in invite: “We are setting these meetings for every 2 weeks to allow for timely discussion of important topics, but we will cancel the meeting if we don’t have urgent items to discuss. 

  We will record these meetings. Attendance is optional. 

  We realize everyone is attending a lot of Zoom meetings and it can be exhausting, so review the agenda and decide if a topic is important for you to be there in person to join the conversation. “

• Note-taking:

• Facilitating:

• Monitoring chat:

• Track attendance (lightweight - count?)

SILS project blog (recurring)

Items for the blog?

5

All

Alma Certification training

Keep this as a regular agenda item for the foreseeable future

Update from Neil on Alma certification training

5

Neil

(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?

5

All

(COM) SILS Communications Calendar

Awareness of upcoming communications and anything needed

10

Ben, Adrian

• Continue discussion from 6/23: Time off new wording suggested by Adrian: For extended absences (more than two-weeks long) such as family leave or reduced hours, talk to your group co-chairs about the possibility of choosing a substitute for attending meetings and completing group work. *Note: if edit accepted, Confluence has to be updated. https://docs.google.com/document/d/1JuM1DE371arAFXSTY6bbMTBq9B0bvTo4ZxSuiwKUFNQ/edit

• Suggested edits:

  • to reduce the time it takes to onboard substitutes, our expectation is that…”

  • more than three-weeks (since vacations may be 2 weeks)

Work in progress (Com Leads)

• Communication flows diagram

• Local campus groups spreadsheet (announce via SILS-Cohort-L@ucop.edu)

• Communicating from project to local groups (where to document this?)

• Blogs

• Virtual town halls

FYI

Ben, Adrian

Work in progress (PM Leads)

• All chairs meeting

• Premortem risk actions

• RACI

• Training webinars on project tools and best practices

• Phase 3.5 report

FYI

Christine, Lena, Neil

Parking Lot

Total

60/60