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Attendees:

Present: Jay Alameda, Shawn Strande, Cindy Wong, John Towns, Dina Meek, Lavanya Podila, Kim Bruch, Shannon Bradley, Lisa Kaczmarczyk

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titleAttendance

Name

9/6

9/13

9/20

9/27

10/4

10/11

10/18

10/25

11/1

11/8

11/15

11/22

11/29

11/29

12/6

12/13

12/20

Jay Alameda

X

X

X

x

Cancelled

X

Cancelled

Shawn Strande

X

X

X

x

X

Cindy Wong

X

X

X

x

X

John Towns

X

X

X

x

X

Dina Meek

X

X

X

x

X

Kimberly Mann Bruch

X

X

X

x

X

Lavanya Podilla

X

X

absent

x

X

Shannon Bradley

X

X

X

absent

absent

Decisions made during the meeting:

Use Decision Macro

Agenda/Notes

  1. Debrief on EC Meeting John Towns

  2. ACO Risk Review John Towns

    1. Risk Register

    2. Fix probability and impact scores to range from 1 to 3 and ensure that the overall priority is auto calculated, Shannon and Lavanya

     

    1. Once this has been fixed, send an email to all Pis and Co-Pis informing that this option is available, Lavanya
       

    2. NSF Funding Risk - update description rewrite as a general funding issue and not just for comm issues, John

     

    1. Breakdown in communications for each individual area has been retired, a new risk will be created in place which mentions information that is not communicated in a timely manner which would impact communication related activities. Dina
       

    2. Large-Scale Events Communications Coordination - this risk will be retired and two new risks will be created in place called Website Management and Events Management and details need to be added, Dina.
       

    3. Challenges in developing relationships with synergistic NSF programs - description needs to be updated by John
       

    4. Lack of execution on Program Wide Evaluation Plan - new risk added by Shawn, need to add all the details.
       

    5. Similar to above, 2 new risks need to be created for the lack of execution of communication plans by Dina and lack of execution of CBE plans by Jay
       

    6. Inability to attract diverse community members to contribute to ACCESS - this may actually be a program-level risk, need to also clarify role of evaluation on measuring and monitor,  Jay to update this risk to reflect how it will impact the ACO, risk that is more focused on the ACOs inability to effectively collaborate with the service team for a greater diversity

    7. Lack of Evaluation - This risk needs to factor in lack of evaluation for the ACO and lack of evaluation at a program level. Details need to be updated by Shawn

  3. Review Action Items John Towns

  4. Updates

    1. John Towns

    2. Shawn Strande and Cindy Wong

      1. Dec. meeting attendance - 8 EAB confirmed, 8 EC confirmed; 2 NSF; 2 will attend remotely

        1. Who else from the ACO to attend?

    3. Dina Meek and Kimberly Mann Bruch

      1. Need ACO sponsor for Web Presence group

    4. Jay Alameda - see weekly update google doc.

    5. Lavanya Podila

      1. Purchase of badge scanners for SC completed

      2. Waiting for Dina to provide catering information for the “ACCESS the Experts” session to submit RTP and complete purchase order with Freeman

      3. Sent feedback form for the quarterly meeting again, waiting to get responses

      4. Quarterly Report schedule and document created, https://docs.google.com/document/d/1QKHlgOqkAbdaFd6sL7enNikOUhtPhhz9/edit

      5. Completed project office metrics for the mid year review

Info

Parking Lot

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Next Meeting: 18th October 2023

Action Tracker:

  •  ACO - IPR First draft due https://docs.google.com/document/d/1QKHlgOqkAbdaFd6sL7enNikOUhtPhhz9/edit
  •  Shannon Bradley Fix probability and impact scales to 1-3 and ensure priority is auto calculated
  •  Lavanya Podila Once Shannon’s task is complete, send an email to all Pis and Co-Pis informing that this option is available
  •  John Towns - risk register “NSF Funding” update description section as a general funding issue
  •  Dina Meek - risk register “Large-scale Events Communications…” to create two separate risks (1) web management (2) event management
  •  Dina Meek - create a new risk around the failure to have adequate communications
  •  John Towns - risk register “Challenges in developing relations…” update description text to reflect what is noted in the rest of the risk
  •  Shawn Strande - risk register “Lack of execution on Program Wide Evaluation Plan”, add all details
  •  Jay Alameda - add new risk for “lack of execution of CBE plans”
  •  Dina Meek - add new risk for “lack of execution of comms plans”
  •  Jay Alameda - risk register “Inability to attract diverse community members to contribute to ACCESS “, update this risk to reflect how it will impact the ACO
  •  Shawn Strande - risk register “Lack of Evaluation” create two separate risks (1) Lack of Evaluation for External.. (2) Lack of Evaluation for Internal

Use Action Item Macro to track assigned To Do Items - check the box when it is complete

Reference: ACO Weekly Updates