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

• Ben Alkaly (Unlicensed) will announce all-cohort slack to Cohort along with other items CB/LZ mentioned

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.

• By next Wednesday 5/27 to Christine and Lena.

• Caitlin Nelson to add to IC steering agenda: discuss PM needs.
• Caitlin Nelson and Neil Weingarten to add to PPC steering agenda: discuss PM needs.

(Ops Leads) Communication flows

see 2020-05-14 Op Leads (COM) Meeting notes

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 this at their COL meeting.

• Ben will roll up Caitlin’s notes into a document protocol form.

• Ben Alkaly (Unlicensed) and Adrian Petrisor will create a draft of Communication Flow doc for the Ops Leads meeting on 5/26
• Lena Zentall (Unlicensed) will 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)

(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, link to these 2 Confluence spaces:

  • Internal Training for staff

  • End-User Outreach for staff to train end-users

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

• Adrian will investigate the footer and why it does not show up universally on all home pages

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

• Neil Weingarten to get links to internal training to Ben for Confluence home page.

(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

• Ok to leave on Gdocs and come back to it every week or two.

• Actions for specific people should be added to Confluence so they can track them.

(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 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 the works to Ex Libris and should be on schedule

• Audrey Ho, trainer at Ex Libris, would like to meet with Neil (and Caitlin) to review timeline. Need to know more about train the trainer now.

• Neil Weingarten and Christine Barone (Unlicensed) and Lena Zentall (Unlicensed) will draft and send the agenda re IT liaisons (ensure UL message is sent by GW/CS first)

(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 Communications Phase 4 Editorial Calendar

Awareness of upcoming communications and anything needed

0

• Training materials for Confluence

Parking Lot

Total

60/60