2025-01-21 ACCESS EC Meeting Agenda & Summary

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

(v) indicates a voting member

Decisions made during the meeting:

Agenda

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

   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
      
      

      

      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)

   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

         • RP Forum Jeremy Fischer

         • Allocations Stephen Deems

           • More On-Ramp deployments are out there!

             • Going to start promoting more broadly.

         • MATCH Shelley Knuth/Alana/Jim

         • CONECT Tim Boerner/Leslie

         • MMS Tom Furlani

         • EAB Chuck P

         • OpenCI John Towns

         • NSF Sharon and Puri

      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. 
   

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

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

7. 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. Next steps
         

8. PY4 Plans - Stephen Deems (10 minutes)

   1. Overview

      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.

Quarterly and Annual Meetings To Do Follow Ups

5. Informational Items (10 mins)

   1. RP Forum Jeremy Fischer

   2. Allocations Stephen Deems

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

   3. MATCH Shelley Knuth/Alana/Jim

   4. CONECT Tim Boerner/Leslie

   5. MMS Tom Furlani

   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. 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
      

Misc Topics:

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

Reference:

Risk Register: https://access-ci.atlassian.net/jira/core/projects/RR/board

Project Change Request: https://access-ci.atlassian.net/jira/core/projects/PCR/board