2021-03-19 SGTF agenda and notes

Welcome and announcements

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

00:05

Ginny, Aislinn

• SGTF co-chairs were invited to join a discussion at the SILS WG meeting this morning: to discuss OA in the Central Discovery Index and who should be responsible for evaluating it. This is an issue that extends far beyond SILS, but also has a prominent SILS component. A memo will come to SGTF, as an informational item (likely for the next SGTF meeting). This is a big topic that DOC will oversee (they’ll likely charge a project team).

UCLAS-integrated SILS structure: roles and responsibilities table v.2

Brief overview of the changes made to the table, based on feedback from WG and others. Opportunity for any additional feedback/edits from SGTF.

00:20

Felicia, Sarah, Salwa, Danielle

• SGTF members support the most recent changes to the roles/responsibilities table.

• Agreement: the table is in great shape and the task force is primed to begin writing the charges. What is the approval process (to enable SGTF to start writing charges)?

Decision: Share updated roles/responsibilities table with WG and DOC for sign-off. Then SGTF can start writing charges.

Action: Aislinn or Danielle will circulate the revised roles/responsibilities table with WG, outlining SGTF’s plan (to also share with DOC, for review and endorsement, and to then start writing charges).

Action: Donald will facilitate sharing the roles/responsibilities table with DOC via the DOC Steering.

Discussion on transition and ongoing cohort size + engaging SILS All Chairs (see next column for pre-reads)

SGTF co-chairs will use the following strawperson to support the continuing task force discussion around the transition and desired size of the ongoing structure. The proposal is to share the strawperson (alongside the org. chart and roles/responsibilities table for the UCLAS-integrated SILS structure) with All Chairs and SILS WG. The co-chairs have also started to list questions for All Chairs.

• Strawperson: Transition and Ongoing Cohort Size

• Questions for All-Chairs

*The strawperson is based on SGTF discussion so far and is intended as a mechanism to help unpack and design potential solutions. SGTF should refine/revise the strawperson, and may decide to put forward two strawpeople for All Chairs and WG feedback. After the Mar. 19th meeting, SGTF has the April 02 meeting to work on this.

00:25

Ginny, Aislinn

• Continuity between phase 4 and the ongoing structure, particularly for ongoing Operations Subteams, will be valuable; we could aim for 40-50% overlap, to ensure continuing knowledge/expertise. This might also support a shorter transition period (e.g. not 6 months).

• In the transition, there should be directives to the phase 4 groups about who they should be “handing off” information and future work items/decisions to. It’s likely that some P4 groups will be handing off info to numerous ongoing teams. Having a visual, showing the 22 phase 4 teams and who they should hand-off to for ongoing - this would be helpful. Might want Operations Team in place to help manage this.

• Agreement: The Transition Team will be a time-limited team, with individuals form the phase 4 structure and the new/ongoing structure. For example, members may include reps from WG, PPCs, ICs, LG and Ops Team. And emphatically including PMs.

• Agreement: let’s have a firm-end date for when the transition will be complete. This will help with messaging and planning.

Actions: SGTF members should continue to review the strawperson and insert edits (e.g. changes, clarification, etc.). Members should also add questions for All Chairs.

Action: Danielle will see if all SGTF members can attend the All Chairs meeting.

Total

00:50