2023-08-09 OpenCI Leadership Meeting Agenda & Summary

Owned by Lavanya Podila
Last updated: Aug 09, 2023 by Shannon Bradley
2 min read

Attendees:

  • Present: Jay Alameda, Kim Mann-Bruch, Shawn Strande, Cindy Wong, John Towns, Dina Meek, Lavanya Podila, Shannon Bradley

Agenda/Notes

  1. Debrief on EC Meeting @Shawn Strande

    1. community engagement comment - we need a spread sheet or tool that captures - Shawn created an engagement tracker

      1. https://docs.google.com/spreadsheets/d/1G9gCSWNJU7TAwipbgzrbpUwwvloQjsxnidpejyz-Khg/edit#gid=0

        1. can use for NSF reports

        2. Outcome tracking needs to start being focused on

        3. Any time you book travel - remember to put info in the sheet

  2. Review Action Items @Shawn Strande

    1. Tracking artifacts need reviewed - we have overlap that could be consolidated

      1. milestone, backlog, action tracking, etc.

      2. Not day to day work list

         

  3. Updates

    1. EAB Updates @Shawn Strande

      1. EAB template is ready and in review - close to being released

      2. if we want to update bios - send out draft and have them update and Dina’s team can update and release everything at once

    2. Communications Update@Dina Meek

      1. review things to introduce Kim and start getting her up to speed on Kim’s role

        1. help draft science stories - esp ones with deeper dive and start with the abstract (non R1s - https://new.nsf.gov/od/oia/ia/mid-scale-research-infrastructure-r1

      2. Comms brings status updates every other week to XXXXX team meeting

      3. ACO built and manages website

      4. They do social media - inherited accounts from XSEDE and rebranded

      5. Two Newsletters - Inside ACCESS (just to staff) - ACCESS Advance (subscriber base from XSEDE+)

        1. Once a month for both

        2. Lost the person who wrote them - still have not filled the gap

      6. Established and Manage Branding

      7. Templates

      8. Event Management - back end items for event - booth, materials, videos, etc.

      9. Are science stories taken from journals?

        1. some are

        2. the other ones could be based on news items, research, sstudents who are using ACCESS, benefits to user community, campus champions, and not necessarily a published work

        3. facility engagement goals - broader community in different ways

    3. Community Engagement Update@Jay Alameda

      1. keep Kim involved in these discussions as well

      2. cross promote things

      3. Kim needs brochures, ppts to be able to talk about ACCESS at places she goes (and others go)

      4. Kim touch base with Ag and work on ACCESS involved in Tapia

    4. Project Office @Shannon Bradley

      1. Program Wide Mtg Actions and Decisions Recording (PEARC meeting) - Task says all - how do you want me to follow up?

        1. @Shawn Strande - will remind note takers to take offline docs and put them in the master recording document - will copy @Shannon Bradley

      2. Working on Action Items List from NSF eval doc for a summary of what we promised to do

        1. do you want the final product in Confluence or in Google Drive?

      3. Asked Amber to set up a meeting for John and me next week to start working on the Sub-Award for SDSC

      4. Asked Amber to set up a meeting with Lavanya and me to do Confluence review

        1. discuss above in #2


Misc Topics

  • should we structure ACO meetings so that Jay can announce conferences and who is going so Comms can reach out and coordinate

  • @Dina Meek - send a set of comms kit to SDSC for use there (we do have some already up on the website)

Reference - ACO Action Tracker

Next Meeting: 16th August 2023