2020-06-30 SGTF agenda and notes

Housekeeping

Opportunity for co-chairs and members to share brief announcements and notices.

00:05

Ginny, Aislinn

• PM-OL and (if needed) the WG will consider and oversee potential changes to the phase 4 shared governance and/or group membership. SGTF will be engaged only if PMs or WG feel it is necessary.

Questions that require further consideration and investigation

SGTF will review and discuss the following questions and determine which should be investigated now and which should be flagged and addressed later on. The task force will also brainstorm whether there are additional questions to add to this list.

• What SILS shared governance activities and decisions will take place immediately after go-live (i.e. for the first 6-12 months on the SILS) vs. on-going SILS shared governance activities and decisions? In other words, what will we immediately need in our governance/management of the SILS for the first 6-12 months post-go-live, and what are our ongoing needs?

• What is our systemwide capacity for SILS governance? We have a shared assumption that the initial, post-go-live shared governance structure will be smaller (i.e. require fewer FTE than the current, phase 4 cohort) and that then we’ll likely transition even further to a“right-sized” governance model for SILS. Are there any capacity/FTE considerations that CoUL would like us to keep in mind for ongoing SILS shared governance?

• Should SILS shared governance begin siloed (e.g. a SILS-specific level 01/lead group with level 02/functional groups that report to it) and then transition to a governance that is more integrated into UCLAS (i.e. where SILS-related activities are one component of a functional group’s portfolio)? Should it be more integrated right from the start of phase 5? Or is it likely that it will always remain somewhat siloed?

SGTF members should feel free to add additional questions to this list in advance of the meeting.

00:20

Ginny

In addition to the notes under “Desired Outcome,” the SGTF discussed the following:

• Phase 4 work is prioritizing implementation; as the project better understands what will be accomplished before go-live (potentially the fall/early winter), then we’ll better understand the standardization activities and other work that will be carried out immediately after go-live (and for the first 6-12 months on the SILS).

• We know for sure that data clean up work will continue after go-live.

• We can expect that post-go-live, elements of SILS discovery and other services may be further refined.

• In terms of the libraries' bandwidth, the task force will need to consider not just capacity but also morale.

• As we build experience and trust through the SILS, how might governance change as a result (or rather, how might the needs behind governance change)?

Assessment of phase 4 shared governance

For early August delivery to the SILS-WG, the SGTF needs to identify its goals and determine the scope for the assessment of phase 4 shared governance (see work plan). Using this working assessment plan to jump start the conversation, the task force will begin brainstorming elements of the assessment and determine next steps. A subgroup will be charged to move this work forward.

SGTF members should review and feel free to contribute to the working assessment plan in advance of the meeting.

00:25

Aislinn

See working assessment plan for SGTF brainstorming and discussion notes.

Decision: Discussion around the scope and goals for the assessment should continue at the next meeting.

Total

00:50