2021-02-16 Com Leads Meeting notes

Checkin/quick updates/anything from parking lot, slack or email

• Don’t forget to check the Task report for your outstanding tasks and check them off when done.

TBD

All

New Communications Op Lead

Review description of the media relations role (Christine and Lena to share with Chris & Günter on 3/3)

10

Ben, Adrian

Document is in progress.

SILS dashboard with what’s happening in the project at a glance.

1. Discuss how to create the dashboard and where it lives.

2. When should this be done?

3. Who does the work?

4. What’s the scope of time to cover? 1 month? 1 quarter? (test with actual content to see what makes sense)

Content:

• Bulleted one-liners that provide current updates - could be shared with campuses to share locally

• Call out when different staff will be involved in SILS (e.g., staff training in June), that is, when do they need to care. (matrix?)

20

All

• Start of the month talking points about SILS; release as a SILS News. “This month is SILS”.

• Ask chairs for what’s your “need to know” for this month to share in SILS News?

• Establish a workflow and commit to this. Next Monday, ask chairs for their one top level initiative or need to know in your group (fine if you don’t have anything). Com Leads refine it and it’s ready to go out on March 1.

• Provide a google doc for them to put their response on. Com Leads will manage. Use SILS chairs slack, and remind at the SILS chairs meeting.

Do not create another page/dashboard in Confluence that must be maintained, rather we will push out information monthly in SILS News, Town Halls, and more.

Editorial calendar (recurring)

10

Ben, Adrian

What’s on deck? Anything we need to think ahead about?

• Coming together to share experience and ask questions: UC Alma/Primo Google group. SILS Cohort message. (SILS TH on Feb 16 and email on Feb 17 )

• “Buddy System” - Are local teams satisfied w/ existing channels, or is more “mentorship” needed? Update from ICs:

SILS Town Hall meeting (recurring)

• Chairs talking points

• Copy slide deck for reuse

• Finalize slide deck

• Check questions in the queue

• Confirm several weeks in advance with guest speakers (calendar of speakers)

• Decisions slide (Review decisions in Com Leads one week before the TH. Ask chairs for a sentence on what is the decision and why it matters and tell them to prepare for Qs.)

Future topics:

• Feb: Introduce “UC Library Search 101” deck

• Feb: Announce updated FAQ wiki page and offer to answer questions.

• March: Roundtable on decision-making best practices (and communicating best practices). Invite RMFG. Ask other chairs to volunteer. B&A will draft questions for the roundtable.

• March or May: MVP

• “Systemwide documentation of configuration specifications” (Lena to check with Carlo to learn more about this)

3rd Tuesdays: 2/16

Roles:

• PM update: Lena

• Slides: Adrian

• MC: Ben

• Chat: Christine - (use Com Leads channel for offline convo)

5

Com Leads

Tentative agenda:

• Chairs update

• PM update

  • 4 proposed decisions to surface:

  • (Test Load) Testing Policies and Procedures

    • timeline, accounts, test plans

  • (Test) UC Network Patron Linked Account Shared Fields

  • (Test) Harmonization of Loan Periods and Blocks in the UCs Automated Fulfillment Network

  • • making multiple decisions that will inform a policy.

• RMFG

• ILL/Fulfillment

• Short EUOS update

  • Share “UC Library Search 101”

Town Hall for All

Communication channels slide (at each meeting)

• Q2: 4/19 11-12

  • EUOS

• Q3: 7/29 11-12

  • TBD (Post-go-live shared governance?)

Roles:

• PM update:

• Slides:

• MC:

• Chat: - use Com Leads channel

• Chat: sharing links , etc.- PMs

• Q&A (manage questions): MC will announce questions and push live. PMs will monitor and ping chairs via zoom chat for questions as needed.

10

Com Leads

Com 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?

10

All

Parking Lot

Wrap up

5

All

Any actions or decisions missed?

Total

50/50