2025-09-24 - OpenCI Leadership Meeting Agenda & Summary

Decisions made during the meeting:

Agenda/Notes

1. EC Meeting Debrief

   1. https://access-ci.atlassian.net/wiki/spaces/ACP/pages/1608089654

2. Review Action Items
   ACO Member To Do Items

Open

3. Select Spotlight Topic for Monday’s NSF meeting

   1. Typically a topic will not be picked yet when we hit this section of the agenda

   2. Pick Topic: topics already in place

      1. https://access-ci.atlassian.net/wiki/spaces/ACP/pages/1629323265

   3. Decide how and where to store possible future spotlight topics (the backlog) - the parking lot area at the top of this agenda is for topics for this meeting

      1. should we put them in the Parking Lot/Backlog area at the top of NSF meeting agendas?

         1. is everyone OK with using Confluence? Yes

            1. Shannon - Put backlog in Confluence database - done

               1. https://access-ci.atlassian.net/wiki/spaces/ACP/database/1644199966

4. Updates

   1. @John Towns

      1. checking end date of the project vs how it displays on NSF website

         1. John has not had a response back from NSF yet

   2. @Chuck P

      1. SC/WGs will be getting instructions to explicitly state RACI framework in each group this week

      2. Reports for all SC/WGs were given at the Sept 2025 quarterly

      3. Instructions for future SC/WG reports to the EC is coming this week

   3. @majumdar

      1. waiting on UIUC for amendment approval from last travel supplement -

   4. @Cindy Wong

      1. Sept QM

         1. Survey out: https://forms.gle/9cNwnHW85pfEo11Q7 , closes next Tuesday, Sep 30, 2025

         2. Agenda Planning Committee: Cassian (Support), Laura (Allocations), Aaron (Metrics), Tom M. (Operations -TBC), Amit (ACO - TBC)

         3. Ownership? Temporarily stepped in while Lavanya was transitioning out.

            1. This would be Shannon or Misha next

         4. Are there plans to host a virtual QM in Dec?

      2. EAB - Sept meeting

         1. Survey sent out last Thursday, one response so far.

            1. Do we need to continue with this? It is part of KPI

            2. change the end of the meeting to do this at the end of the meeting - input for KPIs

               1. can do Zoom polls during zoom meetings

         2. Availability for Dec 2025 meeting request sent: https://www.when2meet.com/?32406275-1DAFO

            1. Need to send to EC, NSF

            2. ask in EC meeting

            3. We had a lesson learned from last Dec that this timing for a meeting was not optimal: https://access-ci.atlassian.net/wiki/spaces/ACP/pages/978714630

      3. RAC - Fall meeting tomorrow - Amit is ACO rep. https://access-ci.atlassian.net/wiki/spaces/ACP/pages/1590591489

         1. Will be attending to support logistically

   5. @Dina Meek- absent

   6. @Kimberly Bruch

      1. When will Dina return - just before SC25

      2. Getting metrics and statistics ready for Quarterly Report - did story chart already

   7. @Misha Shah

      1. Agenda updates for NSF meeting

      2. Will start working on outcomes and strategies next

   8. @Shannon Bradley

      1. Working with finance and SPA to get amendment in place for SDSC based on the Supplement for additional travel

      2. Progressing with SC25 booth

      3. Finance line item audit complete and turned into Dawn

      4. List of tools complete - https://access-ci.atlassian.net/wiki/spaces/ACP/pages/854163470

         1. need to make a matrix to show who is using them

      5. Quarterly Report - draft collaboration document sent out to team

         1. https://docs.google.com/document/d/1O_GDvgyZrRW9JgQM-SDNxCv7OfcyDgvzYLrm7b2hLu8/edit?tab=t.0

      6. Quarterly Meeting Notes

         1. 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

            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

   9. Lisa Kaczmarczyk

      1. Please think about “what would ACO like her to do in terms of a specific focus for the next Project Year”

      2. Discuss next week

      3. Let John know this should be discussed

Next Meeting: Sep 24, 2025

Reference

https://docs.google.com/spreadsheets/d/1FFGMv7qdoKtHMy_zyyjFLdBMVmCDJY6QDGXSxp_988I/edit#gid=0