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Attendees:

  • Present: Jay Alameda, Cynthia Dillon, Shawn Strande, Cindy Wong, Ron Payne, Lizanne DeStefano, John Towns, Dina Meek, Lavanya Podila

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Topic

Responsible Persons

Priority

Added

Needed By

Notes

Acceptable Use policy - Inform during next week's CGC meeting

John

“Note: This policy is awaiting formal acceptance by the ACCESS Cybersecurity Governance Council.” John to bring this this topic during next week’s CGC meeting

ACO Supplenent Supplement Request

Ron

High

03/21/2023

3/31/23

Code of Conduct Discrepancy

Jay

High

03/21/2023

John’s suggestion - Using inspiration from Tim A's slide on “how to do it”, we can create a simple slide and add to the code of conduct

WG and Committees Discussion

All

High

03/21/2023

Next step is for ACO to circle back to WG's, bring all WG's together and have a conversation to ensure alignment?

Update the program wide meeting agenda

Lavanya

Medium

03/21/2023

(2 annual meetings) wherein WG and committee reps to provide a 10 minute update

IPR Q4

All

High

03/15/2023

04/10/2023

Needed by 3/24 for John to make first pass

Invite ACO reps to awardee meeting

Lavanya

High

03/15/2023

Asked Amber working on it

Risk Identification

Ron

Medium

01/11/2023

3/3/2023

Risk register populated with ACO risk summary info. Each owner needs to complete the details of each risk.

UIUC Guidelines regarding content that ACO needs to adhere to (GDPR/Accessibility)

Dina

Low

01/25/2023

Dina to confirm with Illinois security team - 3/15

Collaborating with ACCESS/Letters of Collaboration

Dina

Low

01/10/2023

Dina and John to meet on 3rd March, Update ACO website on how to request letters of collaborationdrafting content for (EC) review

All ACCESS paper for PEARC

John

Low

01/24/2023

04/21/2023

Submission deadline is April 21

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  • EAB Updates Shawn Strande

  • Evaluation Update Lizanne DeStefano (Unlicensed)

  • Communications UpdateDina Meek

    • Comms Plan

      • Should I be updating this as of May 1, 2023? What’s our PY?

        • Reporting period is April - March; April 1

    • Newsletters/Emails

      • Anything, in particular, we want ACCESS staff to know? 

        • I will be submitting to Hannah on behalf of ACO for next newsletter

          • Program Ticketing system and any FAQ

          • For next one: WG and Standing Committees (Shawn)

          • Meeting in June - talk to your PI

    • Events

      • ACCESS Brochure - ACO section for review

    • https://docs.google.com/document/d/12n5jUXWJEVzbXC0I5YdAU1DJ8-fTZRUf1lQ06C--T6s/edit?usp=sharing

      • I think it’s in pretty good shape, still, but do we want to update the last paragraph or anything else?

        • Please use Comments or Suggesting mode to update by 4/5

  • Community Engagement UpdateJay Alameda

    • Discussion items:

      • From group meeting:

        • Funding to support ACCESS engagement in community events?

        • Support in group for intentional, well-planned community engagements.

      • Community Events

      • Best practices for DEI in high performance computing: “Principles of DEI”

      • Researcher Advisory Board

      • Cross program authentication

        • good news: basically working

        • bad news: integration still needs work

      • Annual ACCESS Community Report: can I have a pointer to what this is supposed to contain?

      • Would it be worth considering an ACCESS plumbing diagram (to identify functionality locations and information pathways)?

  • Project Office & Tools Update Ron Payne

    • ACO Risks have been added to the Risk Register, full details need to be completed by risk owners

      • Confluence cheat sheet for Risk Register being created.

    • PY1 Finance analysis

      • ACO is ~$400K underspent through Feb 2023

      • Ron is assembling contributing factors to the underspend and will be reaching out to SDSC and GA Tech with any questions and clarifications.

      • We’ll need to have a plan for addressing the underspend that can be added to the Q4 report and included in the presentation provided to the NSF panel.

    • Performance Management Plan

      • is all input complete?

    • Version 3 of PEP submitted to Tom G for review.

    • New ticket system goes live on Friday 24 March - tool is setup, training sessions complete, and agents are reviewing the tool (146 agent licenses used / 200 licenses procured)

    • Supplement for in-person meetings being written and supplemental documentation collection in process.

    • Program Milestones

      • Dashboard completed and presented to the EC.

      • EC to start using it as of next EC meeting.

    • /wiki/spaces/ACP/pages/201195544

      • initial wiki page created and now references in the PEP.

Misc Topics

  • (John) Preparing the Supplemental Request: What do we need to do as yet?

  • (John) DEI: Are we handling this appropriately?

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