2025-09-29 NSF OpenCI Meeting Agenda & Summary

Decisions made during the meeting:

Weekly ACO–NSF Meeting Structure  

Items in GREEN are instructions for each section.

1. Joint Program Updates (10 min) 

   1. ACO Program Updates (5 min) - John Towns

      1. High-level summary of what changed since last week. 

         1. Planning for SC25

         2. Assisting EC with defining Users

      2. Metrics snapshot (usage, staffing, financials). 

         1. In Progress - Misha is updating the WBS Scorecard with Metric/Outcomes for PY4 - Misha will review this next week

         2. PY4 Schedule: https://access-ci.atlassian.net/wiki/spaces/ACP/pages/639139858

         3. PY4 Scorecard: https://access-ci.atlassian.net/wiki/spaces/ACP/pages/639762434 - tracking all committed goals for PY4

            Open

            

      3. Staffing Report

         1. A01 - WBS 4: Project Office - Misha Shah, Shannon Bradley

         2. A02 - WBS 5: Governance - Executive Council - John Towns

         3. A03 -WBS 5: Governance - External Advisory Board / WG & SCs - Chuck Pavloski

         4. A04 - WBS 1: Communications & Outreach - Dina Meek, Megan Johnson, Megan Janeski , Andrew Helregel

         5. A05 - WBS 2: Community Building and Engagement - defunct

         6. B01 - WBS 3: Evaluation & EAB - San Diego Supercomputing Center

         7. B02 - Georgia Tech - defunct

      4. Financials

         1. We discovered that the Supplement for in-person meeting travel was not made into an amendment for SDSC. This is being corrected.

         2. We found that some of the transactions were not properly applied to WBS Account codes. These are being corrected by finance.

         3. Current Financial Status - end date question

            Open

            

   2. NSF Updates (5 min) 

      1. NSF perspective: relevant program, agency, or portfolio updates 

         1. When looking at next in person meeting for spring

            1. NAIRR pilot annual is week of Mar 9, 2026

            2. be aware of regional meetings

         2. John - typically we plan for middle of March so we have input for reports - there was a suggestion for EAB, ACCESS, and RAC meeting-a-paloosa all in one week

         3. Sharon - remember what happened at PEARC and the ACCESS meeting was the last afternoon - and everyone was worn out

         4. John - only a small subset would be there for the full week

      2. Any context that may affect ACCESS or ACO operations. 

      3. Sharon - aware of end date question - this is us and 1 other award having the issues - the awards database is not right from NSF

      4. Potential Federal Shutdown

         • Sharon does not know - she expects to be completely inaccessible if it happens - most likely they would be furloughed

           • John - note that some systems are completely shut down / off - it takes time to shut them all off appropriately and then it takes time to bring them all back up correctly again

         • If there is anything we need an answer for - just go ahead and they will catch up after they get back
           
           

2. Action Items - https://access-ci.atlassian.net/jira/core/projects/ATT/list?sortBy=duedate&direction=ASC&filter=status%20IN%20(%22To%20Do%22%2C%20%22In-Progress%22)%20AND%20%22Category%5BCategory%5D%22%20IN%20(%22Original-PEP%22%2C%20%22PY3-PEP-WBS-5%22%2C%20%22PY3-PEP-WBS-4%22%2C%20%22PY3-PEP-WBS-3%22%2C%20%22PY3-PEP-WBS-2%22%2C%20%22PY3-PEP-WBS-1%22%2C%20%22NSF%20Meeting%20To%20Do%22)%20AND%20due%20%3C%202025-10-01 and https://access-ci.atlassian.net/jira/core/projects/ATT/list?sortBy=duedate&direction=ASC&filter=%22Category%5BCategory%5D%22%20IN%20(%22Original-PEP%22%2C%20%22PY3-PEP-WBS-5%22%2C%20%22PY3-PEP-WBS-4%22%2C%20%22PY3-PEP-WBS-3%22%2C%20%22PY3-PEP-WBS-2%22%2C%20%22PY3-PEP-WBS-1%22)%20AND%20status%20IN%20(%22To%20Do%22%2C%20%22In-Progress%22) - (5 min)
   
   

   Open

   
   Open

   

    

3. Carryover Action Items (5 min) 

   1. Review prior week’s decisions & commitments. 

   2. Confirm closed vs. still open. 

      1. ATT-60 is in progress - Starting to work on PEP tasks for end of PY4 Q2 - Shannon

      2. ATT-210 - John will bring it up again

   3. Note blockers. 

4. Critical Status & Red Items (10 min) 

   1. Current or Overdue Tasks (top 3–5) - None Overdue

   2. Owner quick updates + path to resolution. 

      1. Completed: ACO Provided or Created Tools and Who is Using Them

   3. NSF input requested if escalation/decision is needed. 

5. Program Spotlight (15 min) 

   1. Brief look at one priority area each week (e.g., risk, staffing, allocations, milestones). 

   2. Goal: share context and keep alignment at the program level. 

   3. Detailed work continues in ACO team meetings — this time is for big-picture feedback.  

   4. Overview of Quarterly Meeting last week

      1. Meeting Summary - https://access-ci.atlassian.net/wiki/spaces/ACP/pages/1623326722

      2. Trend Analysis Information - past 20 years - https://access-ci.atlassian.net/wiki/spaces/ACP/pages/1623851010

         1. will be able to tweak and chart this in the future

         2. Sharon - is there a way to verify this?

            1. John has reviewed and nothing sticks out as glaringly wrong

            2. Kim asked if this can be shared with comms for ideas for articles - John said yes

            3. Sharon - QnA bot you have to sign in to get access to - but still be aware that as this is shared who should have access to it - EC should consider?

               1. even congressional aides get into XDMoD to ask questions - this is based on that public data John says

               2. is going to useful for many people going forward

      3. Data Informed Decisions List - https://access-ci.atlassian.net/wiki/spaces/ACP/pages/1623457796

      4. Lessons Learned (hand written notes)

         • it does work best to have a central computer with all the power points in one spot instead of swapping laptops at the presenter podium (would have been easier if we had access to our regular Google Drive)

         • Hosting center should provide either a spare laptop or have AV technicians who operate a primary computer and control the presentations

         • Aim for more interactive sessions and demos if we can

         Actions: (hand written notes) need target dates - EC will collate action items

         • Should we survey each institution and find out what is approved - and make a list of the approved tools and find out where we intersect and use that to make the policy.

         • How should we make the data we create (data exercise) and have on individual teams available to all teams

           • make a catalog of this data: https://docs.google.com/document/d/1LMz6TBbTUsLnOzK5jkHYNZrDR0aS_d7eyrhX9O6XmO8/edit?tab=t.0#heading=h.7xo6cly8tp8

         • make sure all action items are captured from the

         Cindy - agenda planning committee

         • Call for new members

         • Current team has been involved for many meetings - we need new people

         Laura H - starting new form of RAC

         • New people will be starting this fall

         • Looking for topics for the agenda - what would you like to know from the researcher perspective- you would have about 20 mins with Q&A

      5. Agenda comments

         1. John is happy he didn’t have to present several times

         2. Many people from different teams presented

      6. There is a quarterly survey that should be coming back soon that Cindy will give to everyone

6. Wrap-Up: Next Steps & Action Items (2–3 min) 

   1. Confirm owners + deadlines. 

   2. Recap today’s decisions. - https://access-ci.atlassian.net/wiki/spaces/ACP/pages/1629323265/2025-09-29+NSF+OpenCI+Meeting+Agenda+Summary#Decisions-made-during-the-meeting%3A

   3. Identify materials NSF expects before the next meeting. 

Additional Discussion

RAC meeting - Sharon interested in getting a summary/review

1. Cindy provided some updates and noted we will be getting info from them moving forward

   1. Andrew gave the demo to the RAC about the AI data tool

   2. 2025-09-25 ACCESS Researcher Advisory Committee - Fall 2025Preview

   3. https://docs.google.com/document/d/1PuRc2iyNIfysPA_4JTxNXmUDtPPuDdir61EFbweeKv0/edit?tab=t.0

2. Cindy said they were very engaged and asking intelligent questions

3. They were asked what kind of questions they would like to ask the AI tool

Next Meeting: October 6, 2025 next meeting

OLD Agenda/Notes

1. Updates from NSF (5 mins)

2. What have we heard from stakeholders? (5 mins)

   1. 
      
      

3. NSF Meeting PEP Milestone Tracking and Follow-up Tasks To Do
   
   

4. Area updates (10+ mins)

   1. ACO (John)

   2. Evaluation (Amit)

   3. Communications (Dina, Kim)

   4. EAB (Chuck, Cindy)

   5. RAC (Cindy)

   6. Project Office (Shannon, Misha)