2025-03-25 ACCESS EC Meeting Agenda & Summary

(v) indicates a voting member

Decisions made during the meeting:

Agenda

Additional Agenda Items

2. Web Presence Standing Committee @Dina Meek (15 mins) - presented at Quarterly Meeting
   
   

3. Conference Planning (5 mins)

   1. Currently only have participation from 2 teams (Allocations + ACO)
      
      

4. EAB & Quarterly Meeting Debrief @Stephen Deems (10-15 mins)

   1. Had good engagement - even tho it was virtual

      1. Tom F - 2 days at 6 hours each was too long for virtual - what are people working on no one knew who was going first in this session

         1. Stephen - Allocations will start first for the June session - need better ownership of the sessions so they stay in scope

      2. John - we did plan to spread things across more days if we have enough content we will do 2 or 3 hours each day going forward

      3. Joe - 2 hours solid was too much - 30 mins per team with more breaks in between (even 5 mins would help)

      4. Sharon - people participating who are either newer or don’t usually participate was really great - and people felt comfortable to do it - and people did give push back - in bigger picture: was thrilled that all presentations had a comment saying “We are leading this and working with X other team” - this is great to call this out - also liked people speaking with RP forum

      5. Lisa - someone asked what can we do to make virtual meetings better - there is science but it is a heavy lift - low hanging fruit:

         1. Spacing things out - smaller chucks

         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)

      6. Jeremy - What’s everybody working on section - there was a lot of “not following instructions” for what to present - this was primarily a summary of Q3 and what will happen in Q4

      7. Stephen - We had to do a lot to pivot to a virtual meeting - We do need to do more sticking to the script of what is in the Agenda - program needs to do a better job of talking with and not at each other when presenting - need more engagement - if presenting data give time to digest and ask questions

      8. Shannon - did we do ourselves a disservice by attempting to leverage this meeting as a jumpstart to the annual review? Is this why some of the presentations didn’t seem to fit to the agenda?

         1. Tom - yes - in the long run we probably did

      9. Joe - felt it was a good meeting - came home with some action items - felt it was pretty positive and worthwhile

      10. Amit - focus on the good - and there was a lot of good

      11. Jeremy - possible directed tracks - not everybody is interested in the same thing - maybe have parallel sessions

      12. Leslie - when we have done more parallel sessions - esp parallel sessions - people said they wanted to attend that session

   2. Survey is out

   3. Teams - please pass along the survey to all teams
      
      

5. Future Quarterly Meeting Dates @Lavanya Podila @Tom Furlani (10 mins)

   1. June (Virtual)

   2. September in person in Buffalo: fly in the 8th, meeting 9th Sept, Tuesday and 10th Sept, Wednesday (half day)

      1. will work with Lavanya

   3. December (Virtual): 2nd Dec, Tuesday and 3rd Dec, Wednesday ?
      
      

6. Annual Reports

   1. Discussion of what, if any, data is needed from other teams

      1. Ops Report - aiming for April 9

      2. Support - can target April 9

      3. Allocations could do April 9

      4. ACO Report - aiming for April 18

   2. Sharon - still awaiting guidance for review date - when you think about annual reports - look at Programmatic Terms and Conditions - ties in the authorization to spend for PY4 into the annual report - and includes the PEP (updated if needed) and PY4 plans - needs to see the whole picture - give more detail than in the past - focus more on the annual report than the review

   3. Leslie - in the past Tom told us not to include next year’s plan in the annual report - do you want PY4 in the annual report?

      1. Sharon - yes - it is in the PTC

      2. John - got the same directions from Tom - that PY4 does not belong in the final report

      3. Stephen - it is in the PTC -

         1. The Awardee will submit an annual report which shall include a detailed plan for the following year and, if necessary, an update to the Project Execution Plan.  The annual report must include applicable references to the ACCESS Annual Report to be prepared by the ACCESS Coordination Office. One quarterly report per year will serve as an annual report.

      4. Sharon - yes please go by what the PTC says - detailed plan for the following year

   4. Stephen - in the previous 2 annual reports - section 6.7 - Challenges and possible Solutions - do you want us to include this?

   5. Sharon - This does sound specific enough it needs its own section - so yes please include

7. John - Annual Reviews - any direction on dates? any info to share on modified format Sharon previously mentioned?

   1. Sharon - these will not be scheduled before annual report has to be in - will attempt to schedule in as little time as possible

   2. John - will probably have to update black out dates?

   3. Puri - are trying to stick to the dates we had originally presented

8. Stephen - is there a potential that there are no annual reviews?

   1. Sharon - no

      1. it may not be what you are used to
         
         

Quarterly and Annual Meetings To Do Follow Ups

Misc Topics:

Next EC Meeting: 1st April 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