2025-04-15 ACCESS EC Meeting Agenda & Summary

(v) indicates a voting member

2. Overdue Milestones - please comment, update date, and/or resolve in system

   1. Open

      

   2. Overdue Tasks - please comment, update date and/or resolve in system

   3. Open

      

       

3. Decisions on PEARC’25 Gold Sponsorship Opportunities (10 mins - Shelley)

   1. Half-day Technical Workshop on Monday, July 21st

      1. Workshop topic, summary paragraph, and speaker list due to pearc25-exhibitors@pearc.org by April 18, 2025

   2. 15-minute Exhibitor Forum Speaking Opportunity - Topic of your choice!

      1. Abstract submitted to pearc25-exhibitors@pearc.org by April 18, 2025 for approval.

         1. Dave will take over for Shelley for this one

   3. Discussed possibilities - Shelley will wrap and collate ideas and we will get final approval via email

   4. Shelley will email to Dina to handle turning in submissions or use link in email as needed
      
      

4. RP Meeting Debrief (15 mins - Jeremy/Shelley)

   1. Meeting in Denver

      1. Shelley will send out notes - all notes are being stitched together - should get out last week

      2. Impressions: was great opportunity to chat - people are interested in doing this again - discussion on ticketing system was much shorter than anticipated - there is a need for concierge level support that was brought up - Skype awardees are able to work with RPs and they noted a need for way finding/user mentor - discussion on account creation (for leads/PIs on projects but we have not considered other users who are not PIs - this needs improved - Dave took some action items) - went smoother

         1. Jeremy said the short discussion on ticketing system was because everyone is resigned to using it and waiting on the next iteration

         2. Shelley has put in a request for monies to do this again
            
            

5. June Quarterly Meeting Dates (5 mins) - tabled - discussion next week

   1. Calendar placeholders sent for June 9/10 - these will need updated possibly? do we want a Monday and a Tuesday?

      1. Thanks to Joe White for volunteering to assist in the planning for the next meeting.

         1. Need more volunteers to craft a virtual meeting based on current/past feedback

            1. change up team members and give people

      2. Should we handle this via email or wait until next week to discuss?

      3. Shelley thought this was not going to be two packed days - and was going to be spread over the whole week

      4. ACO - send topic by email to the EC so everyone is ready to discuss this next week - Shannon will send out
         
         

6. March Quarterly Survey Results (15 mins - All) - need Metrics here - postpone to next week

   1. ACCESS March QM Survey ResponsesPreview

      1. Please review as a group (AI summary below)

AI-assisted Summary of Open-Ended Questions
🔹 Agenda Suggestions & Content Focus

1. Conferences Update: People are interested in knowing what conferences the program is attending or has attended. It’s a good way to show external engagement and relevance.

2. Real Planning over Recap: Multiple comments point out that “PY4 Plans” didn’t feel forward-looking. People want actionable plans, clear goals, and vision—not just a retrospective.

3. RP Involvement:

   • Invite Resource Providers to share updates on services/resources.

   • Suggestions include a dedicated 30-60 minute session or embedding RP input into existing segments.

4. Workflow Impacts: A specific ask to show how developments affect other tracks—helping teams adapt proactively.

5. SWOT Analysis: A SWOT for the project might help align on strengths, challenges, and priorities.

• Zoom Fatigue:

  • 2 long (5-6 hour) Zoom days were too draining.

  • 2-hour sessions with no breaks didn’t work well.

  • Suggestion to spread virtual meetings over several shorter days.

• Better Use of Format:

  • Focus on info-sharing over discussion—Zoom isn’t ideal for deep conversation.

  • Info segments should be short (≤30 minutes) to maintain attention.

  • Consider breaking up long presentation blocks with breaks or transitions.

• Interactivity & Engagement:

  • Zoom discourages discussion; very few people speak up.

  • Suggestions: polls, quizzes, structured brainstorming to boost interaction.

  • Try new strategies to draw out quieter voices.

• Quick adaptation/pivoting was noticed and appreciated.

• Value in the online session was acknowledged, even if it’s not as impactful as in-person meetings.

• Many sessions didn’t follow the stated purpose or format (e.g., "What Everyone is Developing" turned into a recap).

• There’s frustration that not following the intended structure diminishes the session quality.

Task Tracking - click to open

Misc Topics:

Shelley - NAIRR

• User experience WG - sending out recommendations for user experience items - if you see it please review but you can choose or not choose them

Jeremy -

• for meeting on 4/29 - there should be new RP by-laws to review - will be going out to email ahead of time - Shannon put in notes for 4/29

Next EC Meeting: 22nd 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