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Attendees:

  • RAMPS: Stephen Deems (v), Dave Hart

  • MATCH: Shelley Knuth (v), Alana Romanella, Jim Griffioen

  • CONECT: Tim Boerner (v), Leslie Froeschl

  • MMS: Tom Furlani (v), Joe White

  • RP: Jeremy Fischer (v)

  • EAB: Chuck Pavloski

  • OpenCI: John Towns (v), Amit Majumdar , Lavanya Podila, Lisa Kaczmarczyk, Shannon Bradley

  • NSF: Sharon Geva, Puri Bangalore

  • Guest Speaker: Winona Snapp-Childs

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Decisions made during the meeting:

Use Decision Macro - Tool (under Insert Elements in the tool bar) Try Consent Agenda style agendas for 6 months to see if it streamlines meetings

Agenda

  1. Report from Winona Snapp-Childs - Ticketing Standing Committee (5-10 mins):

    View file
    nameTicketing System Standing Committee - Jan 2025.pptx

    1. Review of their Purpose - evaluate if the current system is meeting the needs of the community

      1. Discovering and Prioritizing solutions

      2. Envision new ways the ticketing system can provide more insight into the project, increase users' Science productivity

    2. Key Stakeholders

      1. Researchers

      2. RP

      3. Awardees

      4. NSF

    3. Pertinent Info

      1. Community Surveys - 2024 and 2025

        1. changed from what was used in XSEDE - moved to Jira Service Management

        2. rankings went from a 4.3 to a 4.9 after switch

    4. What have they been doing - and where they are going

      image-20250121-191337.png

      Who would be willing to be a co-chair? They would like to do this more effectively - Shelley can have Alana be co-chair

      1. Stephen - should an RP be a co-chair? - Chuck P please discuss this when you get together with Winona

      2. NSF request - there is a form for Access Staff to communicate with Access staff - available thru a drop down window - and sending inquiries / ticket info via incorrect space and provided incorrect metadata on the ticket - takes an admin person to fix it (due to Atlassian setup) - can restrict access to form - but it is available to new resource providers and they are struggling to determine a way to address

      3. Sharon - discussed request about surveys - her input was only to reduce the number of surveys - include it in the main one or gather a different way

        1. Winona - they are getting info from a study group and doing RP interviews - and not doing a mass survey

        2. Sharon agrees that interviews is a good way to get info

      4. Jeremy - it is OK and expected to survey RPs - and they do want to be involved and have input in the system - is willing to co-chair

      5. Puri - Would members of the RAC be good candidates for this Ticketing UI/UX survey?

  2. Approval of summaries from prior EC meeting Stephen Deems (5 mins)

    1. 2025-01-14 ACCESS EC Meeting Agenda & Summary

    2. no objections

  3. Consent Agenda (Outline and Example) Stephen Deems (5-10 mins) - try this format for 6 months - People are voicing concerns that they are unable to review things ahead of time (nature of a consent agenda - they are very high level - usually most things will be just reminders) - possibly send things out on Friday so they have a whole day on Monday to review.

    1. Outline / Format

      1. Approval of summaries from prior EC meeting

      2. Informational Items from Teams

      3. Milestones

        • Teams work to update asynchronously between EC meetings

        • Pressing items can be requested to be discussed during the EC meeting, if needed

      4. Reminders

        • Anything major due from the EC

          • e.g. Quarterly Reports

        • Anything that’s outstanding in the email realm for the EC

      5. Upcoming events

      6. Kudos

        • Recognition or acknowledgement of efforts by staff or groups

    2. Example for this EC Meeting

      1. Approval of summaries from prior EC meeting

      2. Informational Items from teams

      3. Milestones

      4. Reminders

        1. Quarterly Reports are due today, January 21

          1. In addition to quarterly risk reviews

        2. EAB Orientation

          1. Friday, January 31 @ Noon ET

          2. Draft slides are due by January 28 EC meeting

        3. Email threads

          1. Send your ACCESS Program Staff List to Shannon/Lavanya

          2. Send your team’s Organizational Chart to Shannon/Lavanya

      5. Upcoming Meetings & Events

        1. NAIRR Pilot Portal Meeting

          1. February 4-5 - La Jolla, CA

        2. NAIRR Pilot Annual Meeting

          1. February 19-21 - Arlington VA

        3. Leadership Resource Allocation Committee (LRAC) Meeting

          1. February 24-25 - Austin, TX

        4. ACCESS Allocations Review Committee (AARC) Meeting

          1. March 10 - Virtual Meeting

        5. ACCESS EAB Meeting

          1. March 18 - Rosemont, IL

        6. ACCESS Quarterly Meeting

          1. March 19-20 - Rosemont, IL

        7. CASC Meeting

          1. March 25-27 - Reston, VA

        8. Support RP Meeting

          1. April 1 - Denver, CO

        9. NAIRR AI Workshop

          1. April 2-3 - Denver, CO

    3. Discussion

      1. Teams would be asked to populate by EOB the day before the EC meeting

  4. EC Program Milestones Stephen Deems (1 min)

    1. Teams can consider removing/closing those that are better-suited for other times/places to track

      1. Will move to consent agenda in subsequent weeks

  5. Working Group and Standing Committees Organizational Updates - Chuck P (3 mins)

    1. WG/SC status update reports to EC from every group scheduled

  6. Quarterly Meeting Agenda - Stephen Deems (10-15 mins)

    1. Currently have ~12 hours of topics on the draft agenda

      1. Thoughts on current or additional sessions?

        1. Organizational Chart / Organizational Structure? (Shannon)

        2. Support Videos? (Shelley)

      2. Add ticketing system to agenda

      3. What could be in parallel? People were saying they had trouble choosing last time - so a focus on plenaries

      4. Put Lisa’s right before a break or lunch - that way if she ends early there is more time for interaction

      5. Puri - Present first draft of shared slides

      6. Big 10 center is reserved - not sure about hotel block - Chuck will ask Lavanya

      7. Next steps

  7. PY4 Plans - Stephen Deems (10 minutes)

    1. Overview - work on items with plenty of advance notice

      1. What’s going to be our big success(es) in next year’s review?

      2. Which program goals would we like to prioritize in this coming year?

      3. What are our key priorities

    2. Teams will be asked to produce a single-slide overview of the PY4 plans at the February 18 EC meeting. - no objections after discussion

    3. Shelley - EC needs to decide on what to prioritize

      1. Stephen says it might be better if the teams do the projecting and then have EC review to see what can be cross linked and gain insight to determine overall goals for project

      2. Shelley says she can see that

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Quarterly and Annual Meetings To Do Follow Ups

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  1. Informational Items (10 mins)

    1. RP Forum Jeremy Fischer

      1. Holding elections next week - 2 for chair and 1 for co-chair

      2. will have info soon on who will be attending meetings

    2. Allocations Stephen Deems

      1. More On-Ramps in the wild: TAMU, Keystone REN, U Central Florida - finding more of them

    3. MATCH Shelley Knuth/Alana/Jim

      1. AI Workshop in April work - 606 applications for the conference! Can’t accept that many

      2. Will be reaching out with more info soon

    4. CONECT Tim Boerner/Leslie

      1. no pertinent updates

    5. MMS Tom Furlani

      1. making progress in bringing support with NAIRR data

      2. Jeremy - report on usage - where does it need to go?

        1. pulling logs for Jetstream

        2. mapping to users

        3. it is working for ones integrated - may change flow to make it easier

      3. Shelley - is there one list that shows this person is using this much - Joe says yes - will get together with Shelley to review

      4. Puri - some info is in spreadsheet in CloudBank - Shelley is hoping to eliminate some copy paste into various spreadsheets

    6. EAB Chuck P

      1. EAB Orientation Meeting slides being developed, due to EAB by Jan 27th for review in time for Jan 28th EC meeting

        1. Working document here: https://docs.google.com/presentation/d/1EinKox5l3nerVnjekdd-_CmJEGPghlI6/edit?usp=sharing&ouid=103861190158708431381&rtpof=true&sd=true

        2. Review as an EC next week

      2. Orientation to be held on January 31st, 2025 at 12 PM to 2 PM EST

        1. Zoom link: https://ucsd.zoom.us/j/93291128829?pwd=fJM5UxrvACRG8KsjaNV4TLNGhBQph6.1

    7. OpenCI John Towns

      1. no report - John is on travel away from computer

    8. NSF Sharon and Puri

      1. Sharon - What you are learning to do for NAIRR pilots - will lead to improvements within ACCESS - they are linked and related - good to hear what is happening

Misc Topics:

Encourage staff to do survey please

Next EC Meeting: 28th January 2025 - next week Evaluations will be presenting

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