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2025-03-26 OpenCI Leadership Meeting Agenda & Summary

2025-03-26 OpenCI Leadership Meeting Agenda & Summary

 

Attendees:

Present: John Towns, Chuck Pavlovski, Dina Meek, Lavanya Podila, Kim Bruch, Cindy Wong, Shannon Bradley, Lisa Kaczmarczyk, Amitava Majumdar

Parking Lot:

Decisions made during the meeting:

Use Decision Macro

Agenda/Notes

  1. EC Meeting Debrief

    1. https://access-ci.atlassian.net/wiki/spaces/ACP/pages/1290305537

    2. Dina may no longer have an EC liason for Web Presence - needs to be corrected

    3. Virtual meetings - need to be done differently - smaller chunks of time

    4. Annual report does include PY4 plans - Make sure to review the PTCs and if there are any changes to the PEP and how that impacts PY4

      1. need to update PEP with staffing changes: https://access-ci.atlassian.net/wiki/spaces/ACP/pages/587530244 - ver 2.2.1

      2. PEP - most recent in the Google Drive: https://docs.google.com/document/d/1qj7V8R2T5ct17Oo-3zeoLYIMMcXnHOfi/edit#heading=h.gjdgxs

  2. Review Action Items

ACCESS To Do Items - filtered to only ACO members

https://access-ci.atlassian.net/jira/core/projects/ATT/list?sortBy=duedate&direction=ASC&themeState=dark%3Adark%20light%3Alight%20spacing%3Aspacing%20colorMode%3Alight&filter=status%20IN%20(%22To%20Do%22%2C%20%22In-Progress%22)%20AND%20assignee%20IN%20(%22557058%3Ac61fb5cb-fcb1-48c2-a2e4-a8f1aef1c361%22%2C%20%2262eab95c50bd9783f62b3279%22%2C%20%22557058%3A058110c9-90e4-4513-b724-ad9102619ff5%22%2C%20%2263caee7d2c6573abb08de901%22%2C%20%22627a6ec28dd5f300685510ca%22%2C%20%22712020%3A5ddf0007-5488-4466-a2f8-3ec2414e2dfc%22%2C%20%22557058%3A611b897c-3b29-4055-afdc-f9fab8faa655%22%2C%20%22630e560d8473817d7d04384b%22)

  1. Updates

    1. @John Towns

      1. Annual report - make sure to have a PY4 plan in the report looking forward for each section

    2. @Chuck P - none

    3. @majumdar- none

      1. RP survey closed Friday - Winona is pinging personally and we can close it for real now

      2. Working on a summary of the survey results

    4. @Cindy Wong

      1. EAB meeting survey sent. Deadline Monday, April 21

      2. June/July EAB availability request sent to EAB, EC, and NSF). Deadline, Monday, April 14 (https://www.when2meet.com/?29726857-yYXPc)

      3. 1-on-1 meetings with Service teams? - requested by last EAB group

        1. We should offer this to them again and see if they continue to want this

          1. John will ask at the meeting he is at and tell Cindy next week

    5. @Lavanya Podila (Unlicensed)

      1. Please look at email from Nikky - sub request to SPA - any other changes? John will look at this today

      2. John - Can you clarify budget intentions? Do they need a new SOW? (yes)

      3. Invoices approved on John’s behalf

      4. Talked to Dawn to look at travel and how it is being tracked so it can go in the annual report

    6. @Shannon Bradley

      1. Do we have any lessons learned from the Quarterly Meeting that should be added here: https://access-ci.atlassian.net/wiki/spaces/ACP/pages/1097269249

        1. No day should be longer than a 4 hour block of time for a virtual meeting - split across multiple days

        2. Lisa - Low hanging fruit:

          1. Spacing things out - smaller chucks of time

          2. How we develop slides - slides with mostly bullet points are hard - graphics are too small to read - both are counter productive - use more descriptive titles (use message you are trying to make - what is the point of the slide)

        3. The EC met in person for the first time ever across the course of the project - should look at more full in person EC meetings the morning of the EAB - conversation was much better in person and open discussion was very valuable

        4. Provide sufficient time in agenda for open discussion instead of having so much being time boxed

      2. Off-Boarding ready for review: https://access-ci.atlassian.net/wiki/spaces/ACP/pages/1299677188/Off-Boarding+Process?force_transition=b37bd21f-92f1-4bab-822b-5a5b32dc9a7f

      3. Cindy and Lavanya - are you ready for me to transcribe the recordings from the Quarterly Meeting - and create the summary to dos?

        1. Lavanya will send to Shannon

    7. @Dina Meek

      1. Newsletters coming out this week (internal) and next week (external)

      2. PEARC Preparations are in full swing

      3. NAIRR Webinar was promoted to the ACCESS Advance list

    8. @Kimberly Bruch

    9. @Lisa

      1. Friday Track Updates in meeting last week - there was no engagement or feedback except for PI

        1. This may have been a lost opportunity for engagement

Next Meeting: 2nd April 2025

Reference

https://docs.google.com/spreadsheets/d/1FFGMv7qdoKtHMy_zyyjFLdBMVmCDJY6QDGXSxp_988I/edit#gid=0