2024-06-12 OpenCI Leadership Meeting Agenda & Summary

Agenda/Notes

1. EC Meeting Debrief

   1. 2024-06-11 ACCESS EC Meeting Agenda & Summary

   2. for Sept meeting - all other teams can cover the travel costs on their existing budget - ACO will need support for September and April in person meetings - SDSC will check to see if they can cover the travel for their team in September (will get info from them today)

   3. Plan is to do September and then reassess whether to do in person meetings

   4. We would need to submit supplement(s) ASAP

      1. identify the things we want to accomplish and why they need to be handled in person

      2. ask NSF what we need to cover in a supplement request to assist in getting it approved expeditiously

      3. Lavanya Podila - place last supplement in a google doc so we can start working on it - model from last budget and it can be updated - be sure to add additional dollars for Lisa to attend to help quantify benefit of in person meeting

   5. Plan is to distill all the reviews to find commonalities across them all - John would like to do this as a PI exercise

   6. Perhaps John can take time in 1-on-1s and/or ACO Track level meetings to discuss the program wide items that need to be implements - use both mechanisms

   7. Visibility of working groups/standing committees and information sharing of what is being worked on

      1. have DEI group come in soon and report on status - email sent to DEI EG to have them decide on next week or the week after

      2. Response from DEI group: . If we all get into the doc between now and then and can find a time to meet next week, we could possibly present it to the EC on June 25^th (2 weeks).

   8. Background on measuring in person meetings

      1. https://www.linkedin.com/advice/0/what-best-tools-measure-meeting-engagement

      2. https://envoy.com/workplace-management/meeting-in-person
         

2. Discussion of PY2 Panel Review Report

   1. deadline to complete this report

      1. pull out recommendation - place response after that - in the opportunities to improve sections - Shannon Bradley will work on this

      2. https://docs.google.com/document/d/1v8ssQfYyFzdvOH-hze3cCyQl6W3Qfv67T525xVwUXnw/edit#heading=h.860weg2rke5e

      3. discuss opinions on review
         

3. Review Action Items

   1. https://access-ci.atlassian.net/wiki/spaces/ACP/pages/317521925/ACO+Action+Tracker#:check_mark:-ACO-Meetings-To-Do-Items
      

4. Attendance Tracking

   1. we had discussed this at our Retreat last year and approved tracking - but we discontinued it at the end of Dec 2023

      1. The retreat had the notes

         We put the Decision in the decision tracker during the next ACO meeting:

         2023-09-06 OpenCI Leadership Meeting Agenda & Summary

         In the retreat notes:

         https://docs.google.com/document/d/1KlVT3-Yc-E3P3Re9sm8vSQzJAoyhpG6FmPz4URKSq_o/edit

         The notes from the retreat said:

         Possibly quantify % of attendance by EAB team

         Gather enough data at the time it occurs so no one has to go back and dig to gather the data at the end when it needs to be reported

         Avoid having to explain to someone why X took 3 months to complete when that someone believes it should have been done within 2 weeks

   2. We reported on attendance in our mid-year and NSF asked what are we going to do with it - and so we stopped

   3. We need to track to keep ourselves on track

   4. We need to make sure updates are brought to meetings
      

5. Updates

   1. Shawn Strande

   2. Cindy Wong

      1. Kimberly Mann Bruch- absent

   3. Dina Meek

      1. Tagline considerations to be shared with EC

         1. Should I get on the agenda to present?

      2. Website next steps

         1. Determine content for landing pages by Persona

         2. Determine how to restructure navigation to be less service-team focused

         3. Set a plan for balance of PY3 on cleaning up the site, reviewing impact of changes

What influence do we have in guiding the landing pages/home pages for each website?

• Lavanya Podila

  1. Shannon Bradley

     1. ACO only KPI Metrics pages

     2. Onboarding/Offboarding - consolidate figma board into Confluence