2025-10-15 - OpenCI Leadership Meeting Agenda & Summary

Decisions made during the meeting:

Agenda/Notes

1. Most Recent EC Meeting Debrief

   1. https://access-ci.atlassian.net/wiki/spaces/ACP/pages/1662812173

2. What would ACO like Lisa to do in terms of a specific focus for the next Project Year - (10 min) - Lisa Kaczmarczyk

   1. Assessment of government structure

   2. What has ACCESS been doing that would work for the next incarnation of this service

   3. Lisa - re: second idea - would be easier to justify - need to stay within scope of what is allowed within project

   4. If we don’t get a supplement for extra travel - what would she do

      1. sit in on meetings

      2. see how ACO is interacting with people

      3. online focus group could be done

      4. final report would be similar to what she has done but larger

3. Review Action Items
   ACO Member To Do Items

Open

1. Select Spotlight Topic for Monday’s NSF meeting

2. https://access-ci.atlassian.net/wiki/spaces/ACP/database/1644199966 - select topic if it seems like the shutdown will be over on Monday

   1. We never know when we will have one - we should talk about what the topics we should have so we don’t scramble on a Friday

   2. Outcomes discussion - is Misha ready to talk about this in 2 weeks

   3. ACO progress

3. Updates

   1. @John Towns

      1. will complete first pass by tomorrow and we hope to

      2. did have an exchange with PIs about collaborating with ACCESS - need to wrap it up and post to website - they will go with an email address that will be sent to the PIs - Misha will be on it to make sure it is followed up on

      3. John and Shannon need to work on this - ATT-132 - Letters of Collaboration - https://access-ci.atlassian.net/browse/ATT-132

   2. @Chuck P

      1. https://access-ci.atlassian.net/browse/ATT-15 - Email sent to appropriate SC/WG leads

      2. EC sent action items for comment as a result of the EAB Sept 4th meeting summary - https://docs.google.com/document/d/1WAr43P00MuvLkyC7WZsY_ElzBe7tBEl_rbQPu087d5o/edit?usp=sharing

   3. @majumdar

      1. today’s meeting was cancelled

   4. @Cindy Wong

      1. EAB:

         1. Sept 4 survey: 3 total responses, will provide results before next meeting, but overall satisfied with topics and discussion effective; would like to hear more on NAIRR change; would like to have slides available prior to meeting for review; and additional suggestions/comments included “Participation from the other ACCESS PIs”

         2. Dec Meeting: availability request sent to EAB, EC, Eric, NSF (note gov’t closure): https://www.when2meet.com/?32406275-1DAFO

            1. Pending response from 6 EC; 6 EAB; 1 RP

         3. Awaiting direction on when to proceed with the remaining 1-1 meeting with Metrics, ACO, Operations, and RP.

         4. if Cindy has trouble getting a date for EAB to meet - if there are no pressing issues to discuss possibly have a One-on-One in the slot

   5. @Dina Meek

      1. absent

      2. Hopefully back in the next couple weeks

   6. @Kimberly Bruch

      1. Quarterly Report complete - let her know

      2. New cool stories - not sure how to get some stories posted to the website

      3. Would like Astronaut story to get on the ACCESS website

      4. Did get access to the metrics to put in the Quarterly Report

   7. @Misha Shah

      1. Have met with John on ACO objectives/strategies for KPI framework. Editing to incorporate feedback. Will need another 2-3 weeks to work on this.

      2. Meeting with Cindy/Shannon next week to start discussion around quarterly meeting planning (Dec & Feb/March)

      3. I am unavailable during both proposed dates for Spring Quarterly meeting (will not impact my ability to plan, of course)

   8. @Shannon Bradley

      1. Vacation Schedule form has been updated to 2025

      2. Update from ACCESS Ticketing System Standing Committee Meeting

         1. Working on User Experience Improvement in User Support Request form: https://access-ci.atlassian.net/servicedesk/customer/portal/2/group/3/create/17

         2. New Jira Dashboard created for monitoring and determining what kind of data should be gathered - what is useful in the form - what kind of tags would be most useful (user entered or team curated - fewer options mean less chance of bad input from user) - evaluating mis-routing a ticket impact vs impact on ACCESS team for curation time: https://access-ci.atlassian.net/jira/dashboards/10523

         3. No increase number of tags recommended - after walking thru some of the tickets we were able to determine that most issues are more related to user input vs form layout options - fewer options this is an intentional design that does help us

            1. We have gotten back to the triage step (whether it be AI or a person) and this does reduce the mis-routing and time to closure (without complicating the user experience)

            2. Will be rewording tags for best groupings

         4. Comment during meeting: Team still feels that this team has not been empowered to “truly” make decisions for their team so decision will be taken back to Shelley for final approval

         5. Comment after meeting: comment might raise concerns about being empowered to make decisions - I think the takeaway from the comment this morning was that we are empowered to make decisions but can always discuss with our teams before doing so, instead of not being 'truly' empowered to make those decisions.

         6. Do my notes from these meetings go to the EC or the ACO?

            1. I have never seen any notes like this come up thru to the EC

         7. Add a section to the consent agenda for the weekly reports for each EC liaison to convey meetings from SC/WG

Next Meeting: Oct 22, 2025

Reference

ACO Vacation SchedulePreview