2020-05-19 Op Leads (PM) Meeting notes

Co-chairs update

Awareness of work in progress:

• Timeline

• Step B members

• Reminder: SILS FAQ content due 5/19

• Awareness of #all-cohort slack channel. Repurposed #general.

5

Christine

Covering PM needs

Assign deadlines and next steps for identifying PM needs for ICs and PPC groups.

Add to agenda for the PPC and IC steering groups. Can Caitlin and Neil take this to their respective steering groups?

Bring back for discussion in PM Leads (ideally next week).

How long is Neil able to stay on PPC? When do we transition new PM on?

5

Christine

• Lena will likely cover ICs and Christine will cover PPC.

• Caitlin and Neil to report on findings by next Wednesday 5/27 to Christine and Lena.

(Ops Leads) Communication flows

see https://uc-sils.atlassian.net/wiki/spaces/COL/pages/514523706

Ensure we understand the deliverables; assign work and deadlines.

• Create a table on Confluence showing SILS services and what’s going away: when is it going away, is it still in discussion, how it relates to SILS, does it affect implementation or is it post-go-live? This will help in decision-making for FGs. (Lena)

• Do we create a single best practices document for reference by everyone? Probably.

• Did we capture all the scenarios? First thoughts, yes, it’s complete.

10

Lena

• Adrian and Ben discussed Communications flow from the 5/14 meeting with Xiaoli at their COL meeting.

• Ben will roll up Caitlin’s notes from that meeting into a document protocol form for the 5/26 Ops Leads meeting.

(Com) https://uc-sils.atlassian.net/wiki/spaces/SP4/pages/517210559/UC+Libraries+SILS+Project+-+Phase+4+Draft+page

Discuss Confluence site

10

Ben, Adrian

• For Training on home page, link to these 2 Confluence spaces:

  • Internal Training for staff

  • End-User Outreach

• Waiting for FAQ to be ready before moving the new content onto the SILS Phase 4 landing page

• Lena investigated comment settings in Confluence on 5/14: Comments are set at the space level, so we would need to turn them off for each space for each user group. Anonymous users do not have permission to create comments. (That is, you must have an account on Confluence to comment.) I discovered default permissions but those are only applied when you create a new space. Once the space is created, you have to manage the permissions for that space separately. that is, no global settings for permissions. We will have to toggle off permissions to add/delete comments for each each group in each space.

Disable comments (we will turn it back on by space if required)

(PM Leads) Premortem risks and actions

Agreement on mitigation-tracking plan.

Where do we track the risks and mitigations? Leave in place on shared drive? Yes.

How do we track the actions? Do we transfer them to a Task page on Confluence? Yes. Note that the action is in Confluence.

FYI. Confluence has an interesting premortem template that takes a diff approach (glass half empty/half full)

Next time, review outstanding actions.

5

Lena

• Leave risk sheets on shared drive and review them periodically.

• Actions for specific people should be added to Confluence for tracking.

(PM 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

• Training spreadsheet sent to FGs due May 27

• Neil is working on IT training liaison/member meeting on May 27.

  • Agenda:

    • Welcome & Introductions

    • Recap the issue (vanguard vs. non-vanguard institutions)

    • What would you like to do: make the liaison a full member? appoint someone else?

• Caitlin reported UC Davis Law amendment has been signed. Invoice should be coming soon to UC Davis Law.

• First payment is in progress to Ex Libris and should arrive on schedule

• Per Neil’s request Audrey Ho, trainer at Ex Libris, has agreed to meet with Neil (and Caitlin) to review training timeline. Why? Need to know more about train the trainer now to be prepared.

(Com) SILS FAQ

0

Ben, Adrian

Hold for 5/21 Com meeting

Deadline for FAQ answers is May 23rd for first review

(Com) Slack channel for cohort members to thank each other

Purpose:

• encourage members to recognize each other’s efforts

• showcase the good work that’s happening

• facilitate team bonding.

• Mine this channel for possible SILS News, townhalls, project updates, etc. 

If yes, add to Communications plan and name the channel

0

Ben, Adrian

Hold for 5/21 Com meeting

(COM) SILS News https://uc-sils.atlassian.net/wiki/spaces/COL/pages/485261449

Awareness of upcoming communications and anything needed

0

• Training materials for Confluence

Parking Lot

Total

60/60