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2025-05-06 ACCESS EC Meeting Agenda & Summary

2025-05-06 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), Eric Adams

  • EAB: Chuck Pavloski

  • OpenCI: John Towns (v), Amit Majumdar , Lavanya Podila, Lisa Kaczmarczyk, Shannon Bradley

  • NSF: Sharon Geva, Puri Bangalore

  • Guest Speaker: Wynona Snapp-Childs

Parking Lot

(v) indicates a voting member

https://docs.google.com/spreadsheets/d/1qlv6quvIWVgjtkh6KDZwH7lzP7AX9Pcnv-T40vf9U6Y/edit?usp=sharing

 

Decisions made during the meeting:

Use Decision Macro - Tool (under Insert Elements in the tool bar)

  1. Ec approved ACCESS Wide Goal 4 language change to: "Expand the use of resources and services available via ACCESS"

 

Agenda

  1. Consent Agenda @Stephen Deems (5 mins)

    1. Approval of summaries from prior EC meeting

      1. 2025-04-29 ACCESS EC Meeting Agenda & Summary

    2. Informational Items

      1. RP Forum @Jeremy Fischer

      2. Allocations Stephen Deems

        1. We’ve paused the notifications that ask users to complete their profiles (i.e., to get them to fill out their Academic Status) while we are creating and setting up NAIRR Pilot users with ACCESS iDs. This is to avoid spamming folks with these unexpected messages. We’ll turn them back on once we’ve communicated the change to NAIRR users.

      3. MATCH Shelley Knuth/Alana/Jim

        1. Review went OK

        2. Planning for next round of CCEP process - follow up on AI workshop

          1. Target regional AI workshops next

        3. Operations and Support - work on a joint RP workshop - possibly this Fall

          1. probably will not work with quarterly

          2. workshop is looking like it will be longer than the last one

      4. CONECT Tim Boerner/Leslie

      5. MMS Tom Furlani

      6. EAB @Chuck P

      7. OpenCI John Towns

        1. Review with NSF held on Friday; went well

        2. Supplement pending

      8. NSF Sharon and Puri

    3. Milestone Review

      1. 3 Program Milestones are overdue

      2. image-20250506-140039.png

    4. To Do / Follow Ups

      1. 8 Meeting To Do / Quarterly Meeting Follow Up Tasks are overdue

      2. image-20250506-140233.png

    5. Reminders

      1. Annual Reports

        1. All reviews are complete - have a meeting with NSF on June 3

          1. They will provide their notes on items that span across the program - and touch all / most teams

    6. Upcoming Meetings & Events (https://docs.google.com/spreadsheets/d/1_EXKUOXmY-TVkDWaHR1-SuiKt404uGEnGSr6uQCkwzw/edit?gid=0#gid=0 )

Additional Agenda Items

  1. Ticketing SC Interim Report (10-15 min)

    1. Winona Snapp-Childs (Chair), Ken Hackworth (Co-Chair)

    2. Presentation: https://docs.google.com/presentation/d/18qQ4kznplDloAbktoEAmuZLiBNFNXwqy/edit?usp=sharing&ouid=101336559023011751262&rtpof=true&sd=true

      1. teams are fatigued - they are just hoping things will change when the next revision of ACCESS happens - at least they think they will be heard for the next one and all work together

      2. input can’t be included if it isn’t provided

      3. people have been invited and given the opportunity for feedback - but at the beginning of the transition many felt they were not considered

      4. opportunity to provide feedback was across many platforms - but perhaps got lost in all the migration

      5. suspicion - an underestimation on everyone’s part of how a ticketing system could impact

      6. some may be quiet because needs have been met

         

  2. RP Forum - Review ByLaws - Jeremy (15 mins)

    1. New RP by-laws to review - you should have gotten an email ahead of last week’s meeting

    2. Link: https://docs.google.com/document/d/1BS0_1bQrTHrKFa_EoxK3EjIDf0PLBamjkeCV6Td9_wQ/edit?usp_dm=true&tab=t.0

    3. When will elections take place? January

    4. For items that you vote on are there other items apart from elections and charter? No

    5. Given that the chair is part of the EC, how formal do you want the communications to occur? It seems we should have some form of communication.

      • In the case of EAB, there's an agenda item

      • Chuck provides updates on the EAB and the report after the meeting

      • If there are any updates the EAB member reaches out to Chuck or Cindy to provide any updates

      • There's no formal process

    6. The EC needs to approve the by-laws since its a separate group

  3. Goal 4 language @John Towns (10 min) - Call for Vote

    1. "Extend the use of resources and services available via ACCESS"

    2. Discussion between using the word expand versus extend

    3. The EC agrees that expand is a better word

    4. Goal 4 language approved

  4. Privacy Policy & CGC Charter (10 min)

    1. Document: https://docs.google.com/document/d/1qXWNTeKV4D6_wa01ylIxRuVuf_qdDGM8/edit

      1. The document is a bit vague when it comes to the RPs: What is the appropriate relationship between the RPs and this document, doesn’t have to be discussed during this call but would need more clarification.

      2. From an insider perspective, its always expected and not explicitly stated

      3. Dave mentions an example, IU doesn’t know which resources TACC has access to.

      4. John to take this back to the CGC: Having some explicit sentence that describes this relationship would be great.

      5. Shelley’s comment in the chat: With NAIRR when we did the survey of users who weren’t using their allocation, we had some RPs that were dragged over the coals and we weren’t super interested in just sharing that with all RPs (especially since some of them were our industry partners)

      6. Not oversharing should be the practice

      7. Questions Profile updates? We expect you to review and update profile information?

        • Should we have a clause about if you asked for an allocation a long time ago, we still have information about that.

        • A clause that says this is a continual program and we have access to old allocations about users.

         

    2. Revised Charter: https://docs.google.com/document/d/1C3xLft9bi6UBE6eAPaB5ue-t2Py27Qpo/edit#heading=h.cwvz9uw5cpwj

      1. Updated to reflect the current reality

      2. RACI is the missing element and circulate this

      3. The next discussion will be the vote

  5. Quarterly Meeting Planning (<5 min)

    1. If folks on your team are interested in helping to plan the next virtual meeting sessions, please have them fill out this Doodle form ASAP

      1. https://doodle.com/group-poll/participate/bkXMjpYd

    2. This is just a reminder

    3. FYI - There is a potential that we may not receive the supplement on time and be prepared that if we should have September quarterly meeting as virtual and what to do with the meeting in Chicago next year.

    4. Lavanya is working on collecting information on some drop dead dates.

    5. Shelley - has anyone received their spend authorization? No

    6. Sharon has submitted spend authorization from her side for all service teams. Now the ball’s in the DGA’s court (spend authorization office at NSF), sometimes no news is just no news.

    7. Shelley - it’s been a bit confusing

    8. Sharon - there’s a difference between authorization to spend versus the obligation to spend.

    9. Puri - Sharon has been working diligently to get all the authorizations processed.



  6. EAB Report (<5 mins) - Chuck

    1. EC to provide feedback on suggested topics from the EAB (below) for the next virtual 2-hour EAB meeting - shared with EC on 4/22

      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. Reminder for folks to please review the EAB report and enter input via comments

      1. https://docs.google.com/document/d/1HGiXHFCB7x8nGNULDOvsj0EkDbg2nfbLSC7q0Y0Br4Y/edit?tab=t.0

      2. Thank you, Chuck, for making this available

    3. The EC needs time to review these, so maybe we bring this topic back in a week.

  7. Review Tasks - (5 min) - Team

JIRA Links

https://access-ci.atlassian.net/jira/core/projects/ECMT/list?sortBy=duedate&direction=ASC&filter=status%20IN%20(%22Annually%22%2C%20%22In%20Progress%22%2C%20%22Monthly%22%2C%20%22Ongoing%22%2C%20%22Quarterly%22%2C%20%22Semi%20Annually%22%2C%20%22Upcoming%22)%20AND%20labels%20%3D%20%22EC%22
https://access-ci.atlassian.net/jira/core/projects/ATT/list?sortBy=duedate&direction=ASC&filter=%22Category%5BCategory%5D%22%20IN%20(%22EC%20Meeting%20To%20Do%22%2C%20%2224Feb-QtrlyMtg%22%2C%20%2224June-QtrlyMtg%22)%20AND%20status%20IN%20(%22In-Progress%22%2C%20%22To%20Do%22)

 

Misc Topics:

Next EC Meeting: 13th May 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