2024-10-29 ACCESS EC Meeting Agenda & Summary

Attendees:

• RAMPS: Stephen Deems (v), Dave Hart

• MATCH: Shelley Knuth (v), Alana Romanella

• CONECT: Tim Boerner (v), Leslie Froeschl

• MMS: Tom Furlani (v), Joe White

• RP: Jeremy Fischer

• EAB: Chuck Pavlovski

• OpenCI: John Towns (v), Amit Majumdar , Lavanya Podila, Lisa Kaczmarczyk, Shannon Bradley

• NSF: Sharon Geva, Puri Bangalore

• Guest Speaker:

(v) indicates a voting member

Decisions made during the meeting:

Agenda/Notes

1. Approval of summaries from prior EC meeting John Towns (5 mins)

   1. 2024-10-22 ACCESS EC Meeting Agenda & Summary

2. Operations Best Practices Review - Tim Boerner Leslie Froeschl

   1. Operations has adopted ACCESS System Status News Policy, Tools, and Best Practices: https://operations.access-ci.org/system_news_policy . As of October 2024, ACCESS Operations applies these elements to infrastructure it operates. If you are interested in receiving system status news emails, join the ACCESS System Status News Affinity Group at https://support.access-ci.org/affinity-groups/access-system-status-news
      

3. EC Program Milestones John Towns (5 mins)

4. Tapia Conference 2024 John Towns Stephen Deems Lavanya Podila (15 mins)

   1. Tapia debrief

   2. Should we attend next year? and in what capacity - ACCESS booth, BOF’s, posters?

5. Generation of training videos and ways to get feedback from other teams Shelley Knuth (20 min)

   1. As we create training videos (whether we are asked to or ascertain that we should), or update existing ones that are out of date, we have questions surrounding some of the logistics.

      • If a person comes to us and asks to create a video on how to create an allocation, what is the process we should follow for that?

      • Who owns the creation of that video?

      • At what points do we engage other teams?

      • It is not easy to edit videos after they are created so we want to make sure we all agree on the process up front.

   2. Suggested process:

      1. The idea is generated to create a video on a certain topic

         1. This might come from a specific ask to do so or from us noticing questions being asked, etc.

         2. If the topic is related to another track, we relay this idea to them

      2. The script then needs to be created.  Who does this?  Two options:

         1. We can meet with the relevant team and get some general ideas of what they want to include.  Then we hand it off to either a CCEP recipient or a SCIPE awardee to write the script.  The team in question then reviews it for accuracy.  The track gives the final say for when the script is ready to be created.

         2. The team/track creates the script and hands it to Support once it is ready.

            1. This would need to be done in a timely fashion

      3. Once the script is agreed upon, then we have either a CCEP or SCIPE awardee generate the video. 

      4. We then show it to the track prior to putting it online, noting that editing changes may be a challenge at this point.

      5. We then hand it to the ACO to post

         1. This would need to be done in a timely fashion
            
            

6. EC Meeting To Dos:

   1. Review of Action Items from Quarterly Meetings -

      1. Feb 2024 Quarterly Meeting

      2. June 2024 Quarterly Meeting

      3. Were the ones from the summary Shannon submitted approved for placing in the Task Tracking list?

5. Informational Items (10 mins)

   1. RP Forum Jeremy Fischer

   2. Allocations Stephen Deems

   3. MATCH Shelley Knuth/Alana

   4. CONECT Tim Boerner/Leslie

   5. MMS Tom Furlani

   6. EAB Chuck Pavlovski

   7. OpenCI John Towns

      1. any follow up from RAC - metrics and goals follow up discussion?

   8. NSF Sharon and Puri
      

Misc Topics:

Next EC Meeting: 5th November 2024

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