2020-05-07 Op Leads (COM) Meeting notes

Date

07 May 2020 1-2

Attendees

Christine Barone (Unlicensed) , Co-chair, PM Leads
Lena Zentall (Unlicensed) , Co-chair, PM Leads
Ben Alkaly (Unlicensed), Com Leads
Bill Hackenberg (UCLA) (Unlicensed), PM Leads
Caitlin Nelson, interim project lead for ICs
Adrian Petrisor, Com Leads
Neil Weingarten, PM Leads

Not Attending

Discussion items

	Item	Desired Outcome	Time	Who	Notes	Decisions
1	(Op Leads) Communication flows See 5/5 Op Leads (PM) meeting notes and scenarios	Com Leads to understand and document information flows internally within the cohort and externally to campuses. Understand if the PPC practices would extend to all coordination level groups (IC, PPC, TOC) or if other communication flows are needed.	Move to 5/14	PMs, Caitlin, Com Leads, Xiaoli	Move to May 14.
2	(Op Leads) Opening confluence See also 5/5 Op Leads (PM) meeting notes	Determine what content needs to be in place on Confluence and if anything needs to be removed to avoid confusion (Adrian and Ben are doing an inventory of content that is missing on Confluence or should be held back until ready for primetime.) Systems and integrations should be accurate ICs were already asked to verify this one, but we can assign a hard date. Who is the audience for this one? It seems semantically overloaded… FAQ? Remove test docs? Strategy: move to WG space if not ready for primetime Communication plan: SILS-Cohort-L: Inform Cohort of date so they can review their content; explain our objective (transparency into decision-making process and project progress is a SILS principle) (Ben & Adrian) Alert CoUL (Günter, Chris via Lena/Christine), DOC (Donald via Lena/Christine) before SILS News is published. (Lena & Christine) Publish SILS News (timing - one week before? day before it opens, day it opens) (Ben & Adrian)	15		Put this in a Decision page or Decision Log? Overkill? Or do we need to make & document some decisions on restricting pages?	June 1 for go-live with opening confluence
3	Confluence branding	Decide on a name for the SILS Confluence site. Current title: UC SILS Confluence SILS Project SILS Project Wiki SILS wiki UC SILS Project UC Libraries SILS Project UC Libs SILS Project SILS Project Phase 4	5	Ben, Adrian
4	(Ops Leads) Local campus implementation teams/contacts https://docs.google.com/spreadsheets/d/1IGEn-g0op7J4GQzNCkzAmaCu6rTlfa8YUQe15o9q5GY/edit#gid=0	Have we fully defined the problem we are trying to solve? How is communication disseminated from project to local groups? Do we need to track contacts? Problem statement: we need to know who to contact at campuses in different cases. It would be helpful to have a document of who’s doing what. No single point person in Phase 4. IC = implementation coordinator for local group DOC = appointing new SILS members Communications person?	10	Lena, Christine	Lena to share responses from ICs.
5	(Com) SILS FAQ	Assign out answer responsibilities at Thurs. Coms mtg What is the process for asking this? Heard any questions, or concerns, around your campus (or in your groups) that could be added to an FAQ?	10	Ben, Adrian
6	(COM) Ongoing checkin	Is anything blocked or behind schedule? What deliverables are coming in the next week? Any decisions, consultations or approvals needed in the next week? Do you need anything?	10	All
7	(COM) SILS News Communications Phase 4	Awareness of upcoming communications and anything needed
8	Parking Lot
9		Total	60/60

Future Agenda items

PM Leads to determine what the highest value meeting time would be for SILS project co-chairs (Chris & Günter) to join a meeting/participate.
Premortem results (See April 28 meeting)
Com Leads agenda: Decision dashboard (how that would look, where it will live. Comm leads will need to decide by the end of the month. discussed at April 14 Steering meeting)
Com Leads agenda: SILS abbreviations