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2025-04-23 OpenCI Leadership Meeting Agenda & Summary

2025-04-23 OpenCI Leadership Meeting Agenda & Summary

Attendees:

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

Parking Lot:

Decisions made during the meeting:

Use Decision Macro

Agenda/Notes

  1. EC Meeting Debrief

    1. 2025-04-22 ACCESS EC Meeting Agenda & Summary

  2. Review Action Items

image-20250423-133911.png

 

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. Have gotten confirmation of NSF receipt of Annual Report, supplement, and PEP

      2. We started drafting PPT Deck a few weeks back: https://docs.google.com/presentation/d/1zlPtgKuIsoa9uebM_F86vchUT9-ilkX6fEbOB0ZYeI0/edit?usp=drive_link  (located in the NSF PY3 Review) - Lavanya and Shannon will reformat PPT Deck to new order

        1. Please have our Draft ready by Friday

          1. Should we review among ourselves on Friday or Monday? We could reuse time on Monday during regularly scheduled NSF meeting to do first review

          2. Review again on Wednesday if needed - then send to NSF

        2. PY3 summary and PY4 Plans - each team will present their own sections - initial bottom right corner who is speaking

          1. PY3 section should be 20 mins long - 1 or 2 slides each

          2. Rest of 2 hours will be focused on PY4 - 2 or 3 slides each

        3. Sharon liked the FTE Chart - we will keep using that going forward

      3. Final report coming back from them?

        1. Review with us and our team only - no report

          1. we may want to follow up in our next team meeting - to identify all things we need to take action on

        2. Meet with EC to have all of them bring theirs to discuss together

        3. Recording the meeting is not allowed

      4. Sharon may have more questions about the PEP and some updates - so be aware

      5. Updates on NSF Priorities - discussed in EC - reviewed in our meeting

    2. @Chuck P

      1. Got EAB report

      2. SC meetings with EC are scheduled out

    3. @majumdar

      1. Analyze survey results

      2. Prepping for survey next year - need to brainstorm how to improve response rate

    4. @Cindy Wong

      1. 03/18 EAB in person meeting

        1. Survey - closed and will share results soon

          1. 6 more responded after Chuck’s reminder

        2. EAB report provided and Chuck to share with EC.

          1. Uploaded to EAB folder

          2. Recommendations and suggestions to be added to the tracking document https://docs.google.com/spreadsheets/d/1CtAMssCnj8RNfWk7M7K4RvZG-rBdNJsuFseFVQWuP5s/edit?usp=sharing

            1. Should this be added to Jira or a better tracking method, so the EC and other ACCESS members can update?

            2. Yes - but triage first through the EC so they can be planned and allocated to someone to manage

      2. 06/20 EAB virtual meeting

        1. Topic suggestions from the EAB via the survey has been shared with EC

          1. A high level overview of the entire project highlighting major goals and challenges and a time line for next steps.

          2. Plans for NAIRR integration

          3. How different teams has been (or can) work together

          4. Future planning and coordination

        2. Finalize agenda topics, if possible, by late May, so those presenting have time to populate materials.

        3. Do we need to do another call to the EAB for topics or go with the ones suggested?

        4. Need to review this report with the EC - add an agenda item for next week

          1. Potential topic for June meeting, debrief/summary of annual reviews (suggested by JT)

    5. @Lavanya Podila

      1. Set up post mortem after the presentation for the ACO

      2. will set up a Zoom to prep before the NSF review as well

      3. Updated PPT for annual review - ready for people to start editing

      4. John - needs to approve supplement in research.gov

    6. @Shannon Bradley

      1. Planning end of year PPT

      2. Researching retention and what it would mean for a project like ACCESS

      3. Updating agendas so the display of Jira tasks does not add latency/delay to page loads or scrolling

      4. Should Lavanya and I follow up with Allocations to see what their Change Management process is?

        1. There is https://access-ci.atlassian.net/jira/core/projects/PCR/list - but it looks like Operations is the only one using it

        2. No need to follow up

  1. @Dina Meek

    1. Newsletters - come out this and next week

    2. PY4 plans - Communications and Web plans in process

    3. PEARC

      1. PY3 Highlights Book copy with EC/Program Officers for review

      2. Gold Sponsor talks have been submitted by EC

      3. Registration now open

        1. Lavanya reminded it is time to book travel

  2. @Kimberly Bruch

    1. a couple more articles are in progress

  3. @Lisa absent

Next Meeting: 30th April 2025

Reference

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