2025-01-14 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: Dina Meek

(v) indicates a voting member

Decisions made during the meeting:

Agenda/Notes

1. Send Black out dates for the Annual Review to NSF - (Sharon)

   1. From each team - by end of week - in an email is ok

   2. April 1 to Mid June - day and a half review (prefer half day in the morning)

   3. Decision for authorization to spend is make from the Annual Report (Q4) - not the reviews

   4. Earlier is beneficial because then we can correct earlier if needed - get info from review panels

   5. Reviewers will have seen much of what we have already sent - it should not take us 3 months to prepare - put in highlights

   6. Try to think about the combined presentation again - Annual Review - Coordination for group slide deck was done by PIs last year - should happen the same this year

      1. Review Team - is not clear to them about which team is responsible for what things - comments at time of group slide deck - so something to help them sort who coordinates what - maybe color coding / icon to make things clearer

   7. Cannot send dates that would mean convening a panel in less than 30 days
      
      

2. Communications SC and PEARC25 planning @Dina Meek (15 mins)

   1. PPT overview: https://docs.google.com/presentation/d/1Ocm6BDfkolJN2JhMe2Gf68pFBDz2Zg59P-Bg784bjqc/edit#slide=id.p1

   2. PEARC 25 - possibility of ACCESS group meeting - users + RPs + Champions

      1. ask PEARC committee for demographics so we know who to target

   3. Light Sub Committee is recommended to plan for conferences - focus on PEARC and SC
      
      

3. Approval of summaries from prior EC meeting @Stephen Deems (5 mins)

   1. 2025-01-07 ACCESS EC Meeting Agenda & Summary

   2. approved

    

4. Working Group and Standing Committees Organizational Updates - @Chuck P

   1. Start scheduling for future EC meetings

   2. Planning in progress - will have a rotating schedule

   3. First set of invitations are out

   4. Don’t forget Ticketing Group - this is important to RPs - might have this present earlier

   5. Wants from the EC

      1. current information - how long? 3 to 4 slides -

         1. 1st slide is what since seen last

         2. 2nd slide - what is coming up

         3. slides 3 & 4 challenges and questions / feedback for the EC

      2. No longer than 10 / 15 mins - should take a few minutes to prepare
         
         

5. Agenda Planning for March Quarterly Meeting

   1. what the EC would like to see on the March quarterly agenda

   2. call already went out to staff

   3. have joint slides ready by this time

   4. https://docs.google.com/spreadsheets/d/1ouuGfEwq4Pan1kW3iBIlzJ3xWBaTBAPDr-CrsIpHozE/edit?gid=0#gid=0

   5. Lisa - plans to make a presentation to whole team about her research from Pittsburgh

   6. EAB meeting the day before - will be presenting highlights from last year and priorities for next year

   7. Will there be analytics around personas?

   8. Time for report from each working group?

   9. NAIRR Pilot

   10. Program wide metrics

   11. Program Goals

   12. at RP meeting (Boston) - Operations slide - goals and how they relate to over all goals from program

   13. (the slide that Puri referenced good be a good template for our annual review slidedeck)

       Open

       

        

   14. San Diego PI Meeting for ACCESS - each team showed how many FTEs are total for each track/team - would be nice to show again
       
       

6. Setting dates for September in-person Quarterly Meeting @Tom Furlani (5 mins)

   1. Make sure teams can contribute

   2. Looking at after Labor Day - select 2 or 3 weeks as possibility - have to provide to hotels and

      1. weeks of 8th or 22nd of September

         1. Tim can’t do week of 15th

      2. Make sure to look at religious events at that time - September 23-24 – Jewish: Rosh Hashanah

      3. Make sure of date for AI Institutes meeting as well - may be in October
         
         

7. EC Program Milestones @Stephen Deems (10 mins)

   1. Teams can consider removing/closing those that are better-suited for other times/places to track
      
      

Quarterly and Annual Meetings To Do Follow Ups

5. Informational Items (10 mins)

   1. RP Forum @Jeremy Fischer

      1. we will be voting for RP Chair co-chair starting later this week for ~2 week period.

   2. Allocations Stephen Deems

      1. I've reached out to all ACCESS PIs/EC delegates and the RP Forum Chair regarding scheduling a meeting to gather their constructive feedback for how to improve the EC and associated meetings.

         • Many thanks to those who have responded, scheduled, and even carried out their session with me.

      2. Finishing up development on the Variable Marketplace innovative pilot. Will be presenting to and working with RPs prior to Beta launch.

      3. Office Hours (“No-Cost Access to National Advanced Computing Resources”) begin this Friday to detail information on ACCESS, NAIRR Pilot, and CloudBank resources

         • Initially promoting and targeting the AI Institutes as the first audience

         • Planning to merge/join forces with Layla Freeborn/SCIPE efforts in the near future while we better refine the scope of the efforts

   3. MATCH Shelley Knuth/Alana/Jim

      1. AI workshop planning - 476 applications for the workshop - announced last Tuesday

   4. CONECT Tim Boerner/Leslie

      1. No updates

   5. MMS Tom Furlani/Joe

      1. Need to settle on a date for the fall in person Quarterly meeting as soon as possible

         1. circulate to wider teams before selecting

   6. EAB @Chuck P

      1. all EAB nominees have accepted positions

      2. all EC members are available for orientation for Jan 31st date. Next step is to reach out to the EAB members.

      3. this will be recorded for EAB members that cannot attend

      4. need to start setting up logistics for in-person EAB meeting in conjunction with ACCESS quarterly meeting in March

   7. OpenCI John Towns

      1. No updates

   8. NSF Sharon and Puri

      1. No updates
         
         

Misc Topics:

Think about what we should be presenting in Rosemont

Next EC Meeting:

• January 21, 2025

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