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2025-05-20 ACCESS EC Meeting Agenda & Summary

2025-05-20 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:

Parking Lot

(v) indicates a voting member

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

Decisions made during the meeting:

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

Agenda

  1. Consent Agenda @Stephen Deems (Unlicensed) (5 mins)

    1. Approval of summaries from prior EC meeting

      1. 2025-05-13 ACCESS EC Meeting Agenda & Summary

      2. No updates or questions

    2. Informational Items

      1. RP Forum @Jeremy Fischer

      2. Allocations Stephen Deems

        1. Bringing on a summer intern to work on tasks related to user management lifecycle, allocations process & data analysis, documentation and testing

        2. Held our team planning meeting last week; working on updated PY4 plan and schedule

          1. Major milestones will be populated in Jira tracking below

      3. MATCH Shelley Knuth/Alana/Jim

      4. CONECT Tim Boerner/Leslie

      5. MMS Tom Furlani

        1. 2 students starting next Tuesday

      6. EAB @Chuck P

      7. OpenCI John Towns

      8. NSF Sharon and Puri

    3. Milestone Review

      1. image-20250520-162702.png

         

    4. To Do / Follow Ups

      1. image-20250520-162834.png

         

    5. Reminders

      1. Agenda topics - Lavanya sent out email to ask for them - we will need them soon

    6. Upcoming Meetings & Events (ACCESS Engagement Tracker )

Additional Agenda Items

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

    1. Dave Hart, Alana Romanella

      1. Have not met in a while

      2. Working on a couple things

        1. owe the group summary reports from each of the 3 surveys conducted

          1. may not have in time for the quarterly

        2. what to do about community survey next year - address small response rate

          1. looking at how to change process

          2. exploring any and all options

            1. do we need to do anything about it?

            2. need a shorter survey - how to focus survey down - (currently 20 minutes long)

            3. NURSK had same issue and they had to narrow it down

            4. Possibly have 2 surveys - and if people want the longer one they can volunteer

            5. Break it into parts possibly - and conduct several surveys - link from specific service when you are their web page

            6. leave the survey up for a long time - most of the year

          3. if RP willing - give survey at log in

          4. remove undergrads

          5. Lisa - tailored ones work best

          6. since we have so few years left - trying a couple things this year and not just one

          7. Stephen - can you give access credits?

            1. you don’t have to work that hard to get them so it may not be a big incentive

          8. It has to be a smaller survey to start with – and condensing the list will also be on the list of items to do

          9. Workshop users are another category to consider dropping

  2. ACCESS (& NAIRR) Office Hours (10 mins)

    1. Stephen

      1. there is a recommendation in the EAB to see ACCESS hours populated by all the teams

        1. not all are doing them - right now Allocations and Support are the only ones

        2. do any of the other teams need to / want to participate?

        3. should we use new times and dates?

        4. would like general thoughts from everyone

        5. how many people typically join the office hours?

          1. allocations one - range from 1 to 4 or 5 per week to a selected group

          2. once it is promoted more we may have more show up

        6. are there time slots or do you have just an open zoom

          1. had a link to have people register

        7. Sharon - for NAIRR office hours they have to fill out a form

          1. Stephen can reach out to Layla

          2. they bulk of the questions have been about allocations as far as she knows - wanting to apply for allocations to NAIRR pilot

        8. Dave - Support’s volume was not particularly high either (but it was focused on NAIRR pilot not ACCESS)

        9. Stephen - Will gather some more info and report back

  3. EAB Charter Vote (5 mins)

    1. https://docs.google.com/document/d/1zX5pHdcv_Koh74JPEj1NC9X1ebCb5f_q6ZsP0HUvk90/edit?usp=sharing

      1. vote: all approve (Jim didn’t know about this review - abstains)

        1. without a vote from Support - is this approved?  do we need unanimous from all or just a majority - @Stephen Deems (Unlicensed) @John Towns

  4. EAB Recommendations Continued (15-20 mins)

    1. Continued discussion & Next steps

    2. EAB-Report-March-18-2025-Markup

      1. can highlight action items for the EAB if the EC approves

      2. Tom - likes this to focus on action items

      3. Jeremy - at what point can this be shared with RP forum?

        1. Stephen says it can be shared and ask for additional input/bullets from the RPs

        2. Can it be shared this Thursday? yes

        3. for RPs to be able to open it - should there be an extra copy or should Jeremy give view only / make comments

          1. yes - it can be shared view only / comment access

      4. This needs to go to EAB by the end of the month so they can talk about it at the next quarterly meeting

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

Quarterly and Annual Meetings To Do Follow Ups

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: 27th 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