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August Agenda/Meeting Notes

August Agenda/Meeting Notes

Attending:
Operations – JP Navarro, Esen Gokpinar Shelton
Allocations – Matt Yoder, Nathan Tolbert, Rob Light, Stephen Deems
ACO – Dina Meek, Christine Golus
Support – Lissie Fein
Identity Management – Terry Fleury



GOALS

Step 1: Improve the login and registration experience.
Step 2: Once logged in improve updating profile/account experience.
Step 3: Align all information (between website, confluence, readthedocs)

  • Consistent user-friendly language

  • Simplified user experience (page design, number of steps, etc.)

  • Functionality improvements (Allocations/Operations)

Step 4: Timely notifications for users to update their information

Step 5: Monitor and gather metrics


BACKGROUND

Where login/register information is stored and who is responsible this content:

ACCESS website
Confluence ACCESS Get Started (used by Support to feed Q&A Bot, Knowledge Base)
Readthedocs (primarily for RPs)

Resources:

Zoom whiteboard (screenshots/URLs of pages in question)

Allocations PY4 Plans

Operations PY4 Plans

Draft redesign of Register and Question pages

Video of login experience via Terry Fluery


Audiences:
General ACCESS Users (primary audience?)
Admin/Staff/CI Operations
Resource Providers


Login drop down:
Login: https://cilogon.org/authorize
Questions: https://operations.access-ci.org/identity and https://operations.access-ci.org/identity/faq
Register: https://operations.access-ci.org/identity/new-user
Reset Password: https://registry.access-ci.org/registry/krb_authenticator/krbs/ssr/authenticatorid:1


My ACCESS drop down (when logged in):
Allocations: https://allocations.access-ci.org/ my projects
Community Persona: https://support.access-ci.org/community-persona
Edit Profile: https://allocations.access-ci.org/profile
Publications: https://allocations.access-ci.org/publications
Share with Orcid: https://allocations.access-ci.org/orcid
Logout


LANGUAGE

 

  • Create an ACCESS account 
    An ACCESS account consists of

    • PROFILE:

      • Personal Information

        • ACCESS ID (username is your ACCESS ID)

        • First name/Last name

        • Email

        • Password

      • Additional Information

        • Institution or organization

        • Academic status

        • Current country of residence

        • Work phone

        • Citizenship

      • Academic Degrees

      • ORCID Integration

      • Resource Provider Site Usernames

    • ALLOCATIONS/MY PROJECTS

    • PUBLICATIONS

    • COMMUNITY PERSONA

    • ORCID INTEGRATION

  • Identity Provider (IdP)
    User chooses:

    • ACCESS CI (XSEDE) – former XSEDE users or user without an existing identity provider

    • Existing Identity Provider – University account, GitHub, Google, Microsoft, ORCID (Open Researcher and Contributor ID)

  • CILogon
    System that enables logon to ACCESS

  • COmanage Registry
    System that enables registering accounts within ACCESS

  • Read the docs
    Primarily documents for Operations RP info

  • Confluence (Atlassian product)
    ACCESS Wiki

  • Jira (Atlassian product)
    ACCESS Ticketing System


Need to define:

  • ACCESS Identity and Access Management (ACCESS IAM)

  • ACCESS User Registry

  • Profile/Edit Profile/Identity Profile Attributes

  • Account Management

  • Modify your User Attributes

  • My Project

  • Community Persona - SUPPORT

  • SSH???


AGENDA TOPICS

  • Review goals and users

  • Review work to-date:

    • Background

    • Language

    • Register and Questions page design

  • Understand how users currently enter and manage information. Can this be integrated?

    • OPERATIONS: Email, ACCESS ID, Identity Provider, Password

    • ALLOCATIONS: Organization, Citizenship, Orcid ID, Demographic information, My Projects

    • SUPPORT: Community Persona

  • Understand log out issue. Some IdPs don’t provide logout. User must close browser or clear cookies.

MEETING NOTES:

  • Discussed how the underlying infrastructure is messy - 3 different systems - so that is reflected in the UX

  • Feel that what needs to come first is deciding a user flow THEN do the tecnica work to support that

  • Dina, Christine, Matt Y. Lissie, Esen

  • Technical people could identify what buckets of information they need for their functionality/reporting

  • Allocations/projects info management is out of scope for this work

  • “Account” seems to be the right overarching word for what you set up

    • Will have to explain that they will have individual “accounts” with each RP

  • Can we diminish the XSEDE reference; Terry said there are still people with XSEDE accounts looking to get involved with ACCESS

  • What data about who is logging in using what IDs (XSEDE, IDP, etc.) to help us understand what we need to show on how to set up their account

    • Duo registration can be difficult for people w/o smart phones

 

MEETING NOTES: Stephen, Dina, Christine, Polinna 8/4/25

  • We need to collect more of the data Allocations needs up front

    • Challenge is just not overwhelming registrants at the beginning with too many fields

  • Also need a notification to people signing up acknowledging they now have an ACCESS ID

    • We can also use this opportunity to let them know what they can/should now do to advance w/in ACCESS

  • Matt, Terry, Rob and Nathan need to determine who will own all the data coming into one place when we ask registrants to give us more info before they can proceed

    • Right now, Terry and team own the initial fields for registrants

    • Allocations owns the next set up fields but THESE are what we want to roll into the starting fields for registrants

  • Also discussed improving the profile updating/editing experience for users

    • Particularly with language not being consistent across sites

      • This would be another phase

  • Once you apply for an allocation on a particular resource, that provider will acknowledge you’ve signed up (created an ID/profile with them)

    • This is different provider by provider

  • NEXT STEPS

    • ACO lines out proposed wireframe for how the login process SHOULD work

      • probably should happen after Matt Y collects all the fields for us to look at

    • Team needs to determine timeline for accomplishing this start to finish

    • Come up with vocabulary

    • We will work on this in Monday web meetings

      • Dina, Christine, Lissie, Matt Y, Esen

      • Include Terry once we have the wireframe lined out

 

MEETING NOTES 8/11/25

Login Discussion w/ Christine, Polinna, Matt Yoder, Lissie, Meggie, Esen

  • Matt Y shared the spreadsheet he put together from the Zoom whiteboard Q built

  • Christine showed the Figma board she created 

  • All feel like Stephen’s request that we include the next set of registration/profile questions at once

    • They can’t really do much w/o entering that info anyway

    • We still need to work out the architecture

  • Registering with your “Primary Home Organization” email

    • We want them to use this so they don’t have to use our Duo account to authenticate because that costs ACCESS

    • We shouldn’t really give them an option of not using this

      • There’s really no downside

      • We want to tell them it’s best to use their organization/university account, because gmail doesn’t really show us the data we want

        • There are cases where people need to use gmail or other because they don’t have a org email

    • It makes getting an allocation - after they register - take longer

      • Allocations has to verify them

  • The system will fill in some of the registration fields based on their email address

  • The submit button will be grayed out until all the necessary fields are filled out

  • Once they fill it out we can take them to the Profile page 

    • From here they can fill additional info out

      • Community Persona

  • Support

  • All optional 

  • Would be great if you could edit this all from the same Profile page for users

 

  • Discussed a dashboard and what should be part of it

8/13/2025 Weds. Web Team Meeting

  • Reviewed Q’s Figma board

  • Team discussed how to go forward with the work

    • First want to design what we believe is the best experience/flow

    • Then bring in the technical people in to make sure it would work

      • Support - Lissie and Andrew

      • Allocations - Matt Yoder, Stephen Deems, Rob Light/Nathan Tolbert

      • Operations - JP Navarro, Esen, Dinuka, Terry Fleury

      • Metrics - Greg Dean

      • ACO - Christine, Matt

Also, Metrics and ACO should be in attendance

 

Aug 18, 2025Monday Meeting

Attending: Matt Y, Matt R, Meggie, Dina, Lissie (Christine on PTO and Esen had declined)

  • Team discussed Persona Profile and where that information should live in an editable form

    • Leaning toward making it part of the registration process, but it can display on Support site

    • Lissie to discuss with Andrew P.

  • Dina to set up meeting with above personnel

  • Matt Y. and Lissie to compare Figma board to spreadsheet to make sure everything has been captured

  • In August 25 meeting, team can make any final tweaks to Figma board before we share with technical teams