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2025-08-26 ACCESS EC Meeting Agenda & Summary

2025-08-26 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, Misha Shah, Lisa Kaczmarczyk, Shannon Bradley

  • NSF: Sharon Geva, Ed Walker

Parking Lot

  • Fall Events to be aware of: Shelley’s calendar

    • September 9 (ACCESS Quarterly; anticipate EC meeting is cancelled)

      September 16 (Shelley at the HDR conference) - Alana will attend

      September 23 (CASC; possibly EC will be cancelled)

      September 30 (Operations RP workshop; possible sparse attendance at EC)

      October 7 (Shelley at NAIRR AI workshop in Kentucky)

      October 28 (Shelley at Educause)

      November 18 (SC; anticipate EC meeting is cancelled)

(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 -

      1. https://access-ci.atlassian.net/wiki/spaces/ACP/pages/1562705924/2025-08-19+ACCESS+EC+Meeting+Agenda+Summary?atlOrigin=eyJpIjoiYWJmNzRjN2Y1ZmM4NDFkZWFmMzgzOTIxYzE3NDEyYTYiLCJwIjoiYyJ9

    2. Informational Items

      1. RP Forum @Jeremy Fischer

      2. Allocations Stephen Deems

        1. Development Updates

          1. Inserting more reminders for folks to upload their publications that resulted from use of ACCESS resources

            1. Screenshot 2025-08-25 at 4.06.46 PM.png

          2. Email vetting

            1. Initial steps to urge PIs to include an email address that’s associated with their institution

              Screenshot 2025-08-25 at 4.14.39 PM.png

               

          3. Q&A Bot now live in the Resource Catalog

            1. Screenshot 2025-08-26 at 1.58.14 PM.png

               

        2. CloudBank2 Allocations testing

          1. Underway.

  2. MATCH Shelley Knuth/Alana/Jim

    1. finished AI workshop

    2. another one coming in October

    3. looking at people who are underutilizing their allocations - working to see why

  3. CONECT Tim Boerner/Leslie

  4. MMS Tom Furlani

    1. Jennifer Schopf asked where she can find an official list of ACCESS Allocatable resources. She said she find several different lists on the ACCESS website.

      1. JP said there was a reason why there are all 3 - but we need to find a better way to clarify which ones track what

      2. Stephen - the ultimate list is the Resource Catalog - everything should be there except Sage - not allocated thru ACCESS - need to move to other resources

        1. they can thru NAIRR pilot

    2. Status of perfsonar installs

  5. RP - Jeremy/Eric

  6. EAB @Chuck P

    1. Meeting agenda approved by EC last week, details document being created today by Cindy and I.

      1. Link to folder here: https://access-ci.atlassian.net/wiki/x/AYBhWg

      2. First half will be 1 on 1 meetings (30 mins each), Second half is a full ACCESS-EC/EAB meeting

    2. Working on ATT-219 (Chuck P)

  7. OpenCI John Towns

  8. NSF Sharon and Ed

    1. Sharon - NAIRR update - newsletter that is not coming out thru NSF - they may be reaching out for items

  9. Milestone Review

    image-20250826-140409.png

  10. EC Meeting To Do / Follow Ups

    image-20250826-140519.png

  11. Reminders

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

Additional Agenda Items

  1. Quarterly Meeting Agenda Review - (10 mins) @Stephen Deems (Unlicensed)

    1. https://docs.google.com/spreadsheets/d/15JuArAlmUCfFBBrG2rgKN0Epl2_oDGm2hWH7TezkYB0/edit?gid=8631833#gid=8631833

      1. ACCESS Staff Update (PIs/delegates from each team)

        1. Shannon created a Jira task for ACO members - Lavanya leaving and Misha joining

      2. Update on NSF takeaways (potential session)

  2. Acknowledgement of NSF Takeaway #1 - (20 mins) - Who do we focus on for support and integration

    1. Acknowledgment of the response to the first of NSF’s cross-ACCESS takeaways from the PY3 assessment sessions, with a short discussion on any items to be aware of:

      1. "The focus of ACCESS should be the exemplary support, allocation, monitoring and measurement, and integration of national-scale resources awarded through the ACSS program and other NSF-approved programs where resource providers are funded to deploy and support national-scale resources.”

  3. Discussion on 2nd NSF Takeaway - (20 mins) - Who are our users

    1. Discussion on second takeaway item: 

      1. Discussion is needed among the five awards and agreement needed on who the ACCESS user audience is, and how the needs of different segments of users will be addressed. For example – novice advanced computing user, intermediate advanced computing user, advanced computing power user. This segmentation should be reflected in targeted and consistent messaging, outreach, communications, services provided, etc. by the five awards.

  4. There are 8 total takeaways to address

 

Discussion #3

  • Tim - will need an application process for resources that are looking to become allocated thru ACCESS - looked at old application letter that was from XSEDE - it takes some of the info we would like to hear from a potential RP - ACSS would not need to use this

  • Sharon - outliers need to be approved by NSF - so what would be process to get to NSF to approve?

  • Tim - we would use attendance at the EC as part of that conversation - if there is NSF support we would vote to approve OR could send an email prior to the meeting

  • Sharon - would prefer notification ahead of the meeting - is there a way for everyone / each PI to see what the impact would be on their team from this request? might need discussion ahead of the vote

  • Tim - we would want all the steps along the way to highlight what impact would be to each team so this would be covered ahead of time

  • Sharon - are you using CloudBank to test as a prototype?

  • Tim - we have 2 tickets from non ACSS right now so we are using this as a prototype

  • Sharon - Example of an outlier that would be accepted - Fabric (NSF funded for national resources)

Sharon - for EC meetings agenda - include an item that shows where the progress is on anything that is being integrated - OPs is creating a way to view this - wants this shown in the EC agenda

  • Leslie - JP has someone building this out - should be available soon

 

Discussion #4

John - is the language what is wanted - users vs stakeholders

Sharon - does mean users - users are stakeholders - but she specifically means users

  • users, teams, stakeholders, and NSF

  • John - there is another category of user - no allocation but gets training is still a user

  • Shelley - anyone consuming a resource provided by ACCESS is a user - we have compute users and training users those are pretty clear - but if you go deeper it gets complicated

    • ACCESS does not control what goes on at the user level

    • We make decisions on each of our projects and spaces - but those usually in some way impact support and can get complicated when we have to provide support for users who are new users, or who use tools (users of the system or the general public who could be a user of the system in the future)

    • Suggest our users are users of consumable resources AND THEN create a mechanism to surface the things teams are doing that could cause an impact on support

  • John - need to consider cases like those who are using system but not for their own scholarly purposes (Gateways, Champions, etc. - need to know how to classify)

  • Tim - users who are possibly not in the fold

  • Shelley - how much time should we be spending on outreach vs supporting our own user base

  • Sharon - item #6 - data driven decisions would answer this - that will show where to reach

  • Stephen - part of this is taking what NSF gives us and running with it - we don’t need a fool proof plan right at the start - start with user segmentation

  • John - novice, intermediate, advanced – but then we have user profiles we have already created and to divide those up makes 12 groups and that is a lot

  • Shelley - user seg only answers part of the question

  • Shelley will take these notes and create a summary and present next week

 

 

 

 

LINKS
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 Sep 2, 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