Overview of Lavanya Podila’s Role in ACCESS

Weekly Meeting Planning
1. Setup wiki pages for
  1. ACO-NSF meetings on Monday
  2. EC meetings on Tuesday
  3. ACO team meetings on Wednesday
  4. **note: I create these wiki pages for the entire quarter at once
2. Every Friday send published wiki pages for all three meetings for the upcoming week and ask stakeholders/team members to add agenda topics
Reports
1. Quarterly Report
  1. Create a new report for every quarter, use past quarter’s report as reference
  2. Create schedule for completion of each section of the ICR
  3. Ensure the entire ACO team agrees with the proposed schedule
  4. Tag each team member on each on the sections
  5. Complete my sections (finances, events, quarterly meetings, change management)
  6. Editing full document
  7. Assist with other sections as needed
2. Annual Report
  1. Create a new report for every quarter, use past quarter’s report as reference
  2. Create schedule for completion of each section of the ICR
  3. Ensure the entire ACO team agrees with the proposed schedule
  4. Tag each team member on each on the sections
  5. Complete my sections (finances, events, quarterly meetings, change management)
  6. Editing full document
  7. Assist with other sections as needed
Financial Overview
1. Business Office Collaboration
  1. Work with Dawn Stokes in the business office to approve invoices
  2. Work with the business office and review monthly ACCESS ACO actuals
  3. Flag and review any actuals that are more than anticipated
2. Collaboration with SDSC
  1. Collaborate with Sonia Nayak for any SDSC sub-award ammendments
3. Update OpenCI Financial Management spreadsheet monthly
Events Overview
1. Supercomputing Conference
  1. Request estimates/quotes from external vendors for services such as labor, material handling, shipping etc
    1. Vendor Name for material handling/storage of actual booth: 2020 Exhibits
    2. Vendor Name for cleaning/electrical: Freeman Services
  2. **note: always add 20% contingency when calculating total costs
  3. Submit RTPs for actual booth costs to the purchasing department
  4. Review status of RTPs to ensure they are completed on-time
  5. Create wiki page, update with location, ACCESS Booth, how to get there?
  6. Collaboration with Comms team
    1. get “ACCESS Talking Points” and publish on the wiki
    2. create a volunteer sign up sheet and then post this on Slack Channel
    3. **note: always remind people again in a week, response rates are better when I post on Friday afternoon/evenings
  7. Ensure that the ACO team is registered for SC, share dates for registration and hotel accommodations and share ACCESS CFOPA to use
2. PEARC
  1. ACCESS is generally a Gold Tier sponsor ($10,500)
  2. Covers 5 complimentary registrations
  3. Discuss with the ACO team about who receives registrations, split between NCSA and SDSC
  4. Share dates for registration, hotel accommodations, and ACCESS CFOPA to use
3. Any other conference presence (as requested by NSF)
  1. NeurIPS 2023 and TAPIA 2024
  2. Request estimates/quotes from external vendors for services such as labor, material handling and shipping
  3. **note: always submit RTPs as early as possible
  4. Review status of RTPs to ensure they are completed on-time
  5. Create wiki page, update with location, ACCESS Booth, how to get there?
  6. Collaboration with Comms team
    1. get “ACCESS Talking Points” and publish on the wiki
    2. create a volunteer sign up sheet and then post this on Slack Channel
  7. Ensure who amongst the ACO will be going to the conference, share dates for registration and hotel accommodations and ACCESS CFOPA to use
Quarterly Meetings Overview
1. In-person Quarterly Meetings: March and September
2. Virtual Quarterly Meetings: June and December
3. Current members of agenda planning group: Stephen Deems, Tom Maiden, Joe White, Cindy Wong, Aaron Weeden
4. **note: always bother EC to decide quarterly meeting dates and locations in December for the upcoming year
5. **note: send placeholders for the 4 meetings to all ACCESS staff in January of the calendar year
6. ** lessons learned: start planning for June meeting earlier with everyone’s vacation schedule
NSF Supplement
1. Collaborate with PI, Co-PIs, Business Office, SDSC and Proposal Development Office
2. **note: always ensure everyone is cc-d on supplement related threads
3. Create documents for the supplement that includes
  1. Justification of Supplement
  2. Budget Justification
  3. Summary for Proposed Work
4. Documents needed from SDSC
  1. Cover letter
  2. Travel supplement package
5. Review all documents and gain approval from the PI
6. Share final documents as PDFs with the Proposal Development Office
Tools
1. ACO provides the following tools to all ACCESS staff members
  1. Atlassian (Confluence/JIRA) - annual academic
    1. This licensing costs are shared between ACO and Operations
    2. For ease of processing for purchasing, only 1 RTP is submitted
    3. Leslie Froeschel submits the RTP I provide the ACO CFOPA
  2. Google Workspace - annual academic
    1. amounts to around 42k
  3. Slack - annual academic
2. **note always submit RTPs early and remind PI to approve these licenses quickly
Permissions
1. Grant permissions to ACCESS staff, NSF, EAB members as needed to the following
  1. Google drives: https://admin.google.com/u/3/ac/accountsettings/profile?hl=en
  2. Confluence: https://admin.atlassian.com/o/79394jc8-47j3-1897-kk3c-15099c2b8d66/overview
  3. Slack
  4. Mailing lists
  5. Forward meetings invites
2. Add/remove people as requested by email or Slack
3. **note this is very ad hoc and happens almost all time
Maintain Tools
1. Monthly clean up of mailing lists, Slack, Confluence and JIRA
2. Update ACCESS all staff spreadsheet and share with Karen Green, and Comms team
3. Karen external and assists Comms team with sharing newsletters
Assist Shannon as needed
Assist Cindy with any EAB meeting related logistics and meeting support as needed