2020-07-30 Op Leads (COM) Meeting notes

Checkin/quick updates/anything from slack or email

10

All

• Neil is on vacation July 28-August 5. Possibly longer.

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

SILS Service Manager (recurring)

0

Caitlin

(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?

10

All

• Ben is working on SILS News on congrats to vanguard for data load; tentatively planning to send on Monday

Scoping SILS busy project times and communicating the value of SILS

Introduce this work. Continue discussion next week

• From July 23 meeting notes: PMs and COLs will work on a plan separately and come together next week to discuss. Take to Steering when ready to confirm we are on the right track with what they expect.

  • A&B will work on com plan for communicating the value of SILS

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

  • Value prop/stakeholder spreadsheet

  • https://libraries.universityofcalifornia.edu/groups/files/sils/docs

?

All

• See early talking points for why invest in a SILS and key benefits and other docs

• What is SILS, then breakdown messages from budget, product, human perspective

• Lena Zentall (Unlicensed) to invite B&A to SC 8/5

SILS All Chairs meeting (recurring)

• Note-taking:

• Facilitating:

• Monitoring chat:

• Track attendance:

Topic for next meeting Aug 12: Testing Alma and Primo in the vanguard

Confirm roles

5

All

Hold for next week

SILS project blog (recurring)

Items for the blog?

0

All

• Include links to ILSDC blog posts

• IC meetings are a good source of information for blog - invite others to write about topics of interest that arise.

• Run a series “meet the local implementation team” IC reports about how they are working together. Do one every week.

• Some SILS Chairs best practices could go into a post (we use google shared drive to do x; decision pages)

• Ben Alkaly (Unlicensed) will draft questions for interviewing local implementation teams.

Alma Training (recurring)

0

Neil

(COM) SILS Communications Calendar

Awareness of upcoming communications and anything needed

5

Ben, Adrian

Work in progress (Com Leads)

• Communication flows diagram

• Local implementation teams interviews in blog

• 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

• Create a calendar for milestones to celebrate and what’s involved

• Communicating the value of SILS

FYI

Ben, Adrian

https://docs.google.com/spreadsheets/d/1IGEn-g0op7J4GQzNCkzAmaCu6rTlfa8YUQe15o9q5GY/edit

• Ben and Adrian will draft questions and send out to ICs and ask for a volunteer.

• We decided not to ask ICs to update the local implementation teams sheet, rather, we’ll ask them to answer questions via email. we’ll decide later whether to update the local campus groups sheet - whether it’s worth the effort.

• Ben Alkaly (Unlicensed) and Adrian Petrisor will draft local implementation team questions and send out to ICs and ask for a volunteer to be first in a blog post about how local campus groups are organizing/working.

Work in progress (PM Leads)

• All chairs meeting

• Premortem risk actions

• RACI

• Training webinars on project tools and best practices

• Phase 3.5 report (in progress!!)

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

FYI

Christine, Lena, Neil

Parking Lot

Premortem actions

Total

50/50