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2025-07-29 ACCESS EC Meeting Agenda & Summary

2025-07-29 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, Lisa Kaczmarczyk, Shannon Bradley

  • NSF: Sharon Geva, Puri Bangalore

  • Guest Speaker:

Parking Lot

  • Chuck will be moderator for Aug 5 - Per EC Charter, the EAB Facilitator will play this role in the absence of the Chair. 

(v) indicates a voting member

https://docs.google.com/spreadsheets/d/1qlv6quvIWVgjtkh6KDZwH7lzP7AX9Pcnv-T40vf9U6Y/edit?gid=0#gid=0

Decisions made during the meeting:

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

Agenda

  1. Consent Agenda @Shelley Knuth (5 mins)

    1. Approval of summaries from prior EC meeting - last week was cancelled

      1. https://access-ci.atlassian.net/wiki/spaces/ACP/pages/1503428609

    2. Informational Items

      1. RP Forum @Eric Adams (RCAC)

      2. Allocations Stephen Deems

      3. MATCH Shelley Knuth/Alana/Jim

      4. CONECT Tim Boerner/Leslie

      5. MMS Tom Furlani

      6. EAB @Chuck P

        1. EAB virtual meeting date - Sept 4 - 10am PT (2 hours)

        2. agenda needs to be determined ASAP w/ help from both EC and EAB

        3. needs info from report from last meeting

        4. Poll results for Service Team one-on-ones, first two for Sept 4th meeting, note all will be scheduled as soon as practical:

          1. Support - first two

          2. Allocations - first two

          3. Operations

          4. Coordination

          5. Metrics

          6. Resource Providers

        5. Report from past EAB meeting is apparently ready, but waiting on Nitin to send it (Nitin and Gwen worked on it at PEARC)

        6. PEARC will send out proceedings thru channels and in CARC newsletter

        7. Sharon - she had told Nitin and Gwen that it would be good to clarify that all the teams were going to talk, reiterated something from Chicago meeting from last meeting that people don’t want to have to wait in the hall (In-person won’t happen till March next year - apply to in person team meeting as well)

      7. OpenCI John Towns

        1. Quarterly report submitted 7/16 (got a slight reprieve due to travel)

        2. Talked up ACCESS at International HPC Summer School

        3. Mentioned in email, but supplement being processed to support software licenses, SC25, in-person Quarterly Meeting, etc.

      8. NSF Sharon and Puri

    3. Milestone Review

      1. image-20250729-151019.png

         

    4. To Do / Follow Ups

      1. image-20250729-151331.png

         

    5. Reminders

      1. Shelley will be out next week as well

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

Additional Agenda Items

  1. PEARC Overview - Team (5 min)

    1. John - hosted a first time attendees go to dinner - it went famously - they made contacts among themselves - great idea

    2. Dave - last session on Thursday about tables and topics of conversation - at 9 am you need to have food - the Gold Level sponsorship probably didn’t give us much bang for our buck - exhibitor forum (wasn’t presented because there were AV problems and no one showed up - no PEARC moderator) - presentation was mostly attended by ACCESS people - we didn’t get what we wanted to out of our Gold sponsorship - could probably go Silver or Bronze

    3. Stephen - we should start a discussion about $ for next year’s participation (sponsor) level

  2. Team Emails - Shannon and Tom F (3 min)

    1. We would like to ask you all to review your team email lists and ACCESS Staff emailhttps://access-ci.atlassian.net/browse/ATT-216

    2. Tom and Shannon were using the email lists and Tom said it was probably time to review them again

    3. Shannon will send out sheets or links to help facilitate

    4. Stephen - we have a link: https://docs.google.com/spreadsheets/d/1ThJGRX8zX_tbL0iR6V6KtZPeOTCm0ZQqE1K-ja157ds/edit?gid=66020552#gid=66020552

      1. It does need updatedhttps://access-ci.atlassian.net/browse/ATT-217

    5. Leslie - In the past Lavanya circulated a spreadsheet that we were all asked to update - Shannon will do this

  3. June Quarterly Meeting Follow-up - Stephen https://docs.google.com/document/d/1Sr7_px4UMUq2hlCM6jOtdtEmPBVCyWbZY4gLtrQ3O3E/edit?tab=t.0

    1. June Quarterly Meeting feedback results:

      1. relevant for our next virtual meeting

    2. Update

      1. Planning committee met last week; Cindy Wong carrying the majority of the assistance:

        1. Agenda topics request form will be sent out soon

          1. Teams + PIs are urged to help populate the agenda

        2. Will be reaching out to folks who previously submitted topics but haven’t had a chance to present

    3. Topic suggestions go here: https://docs.google.com/spreadsheets/d/15JuArAlmUCfFBBrG2rgKN0Epl2_oDGm2hWH7TezkYB0/edit?gid=0#gid=0

  4. Follow up on task #https://access-ci.atlassian.net/browse/ATT-202 - EAB meeting with service teams - Chuck (5 min)

    1. Email sent to EAB to gather interest (7/15)

    2. They will bring their topics they want to discuss

  5. “User Like Me” - Stephen (10 mins)

    1. Had a lot of talks with teams (Metrics, Support, and some other collaborators -HBS)

      1. There’s potential for collaboration on a tool/webpage to display these recommendations.

      2. Would ask Support and Metrics to think about how they’d envision their efforts that are currently under development. Here’s a stab at our mockup:

        1. We are committed to a lot for PY4 - but could this possibly be done to address this? if there are others that could focus on this Allocations would be happy to assist with this

          1. This would be up to Support and Metrics if they want to engage in this

        2. Sharon - when you submit here - people don’t know if they have an allocation yet - should this be pushed to after approval? yes good idea

        3. Puri - yes - this is more useful after you know you have approval - next: a user would also like to know if there are datasets that are used by people like me - this could be added?

      3. Screenshot 2025-07-29 at 12.40.54 PM.png
        Screenshot 2025-07-29 at 12.44.57 PM.png

         

         

  6. Resource Integration Status - Stephen (10 mins)

    1. Could we have a “Standing” agenda topic for new Category I/Category II resources coming online? Have NSF update us on things like this

      1. FIVE coming soon:

        1. Category II:

          1. REPACSS: https://www.nsf.gov/awardsearch/showAward?AWD_ID=2404438&HistoricalAwards=false

          2. NRP: https://www.nsf.gov/awardsearch/showAward?AWD_ID=2112167&HistoricalAwards=false

        2. Category I:

          1. Nexus: https://www.nsf.gov/awardsearch/showAward?AWD_ID=2505662&HistoricalAwards=false

          2. CloudBank2: https://www.nsf.gov/awardsearch/showAward?AWD_ID=2505560&HistoricalAwards=false

          3. AMA27: https://www.nsf.gov/awardsearch/showAward?AWD_ID=2505376&HistoricalAwards=false

    2. Would help cross-ACCESS coordination

    3. Would also need from help from NSF on timelines

    4. Also running into some communications gaps with key personnel (e.g. default reviewers)

      1. How do we handle this? How does communication flow from RPs → ACCESS when folks leave?

        1. When a key person leaves an RP site - how does that information flow?

    5. Discussion about ACCESS' role in helping to fill up these machines…

    6. Jeremy - allocations keeps tabs on how full machines are - will this start to include NAIRR? Is this planned? Send this to Tom and Joe to address

      1. This will make a difference in how full certain things show

      2. Joseph W - currently ACCESS is separated from NAIRR - but in the future they are looking at having a combined view

        1. RP reports with util numbers will start coming out soon - (like a month out) - Jeremy says the reports are great

    7. Tom - how can we get together with you and make sure we can work on what you need - Jeremy - come talk to us and don’t bring a slide presentation - just come with a topic and talk - he has an opening next meeting - would be great to show what they did at PEARC and then have an open question session

    8. Stephen - any other possible standing agenda topics?

    9. Puri - re: getting to know when resources are coming on line and when they are ready for deployment

      1. when looking at Jeremy and people transitioning - how does the RP forum and RPs handle when people leave

        1. There is not a formal process - but there should be

        2. There are multiple points what could “own” the process - but not sure where to start

      2. What is the best mechanism to do this?

      3. We should start before they are getting ready to go live

  7. Jeremy - tenure for RP forum chair ends in January

    1. Would like to have Eric invited to things and added to communications as things progress to the next election

    2. The next RP forum chair will be picked according to their ByLaws

Program Milestones

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

EC Meeting Task Tracking + 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%2C%20%2224Dec-QtrlyMtg%22)%20AND%20status%20IN%20(%22In-Progress%22%2C%20%22To%20Do%22)

 

Misc Topics:

Next EC Meeting: next meeting August 5, 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