2025-10-28 - ACCESS EC Meeting Agenda & Summary

Decisions made during the meeting:

Agenda

Additional Agenda Items

2. NSF Update - (0 minutes) Sharon and Ed - NSF in shutdown mode

3. EAB Recommendations Discussion (20 mins ) - Chuck

   1. Discussion docs: https://docs.google.com/document/d/1WAr43P00MuvLkyC7WZsY_ElzBe7tBEl_rbQPu087d5o/edit?usp=sharing
      New interventions/initiatives proposed by the PI’s help for phase 2 or whatever comes next after ACCESS? It will be great to see some planning FY 4 and 5 and beyond.

4. Overview of Quarterly Meeting To Do Items/Follow Ups - Need: what are we following up on in PY5

   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

5. Fall Virtual Quarterly Meeting - (5 minutes) Misha

   1. Overview of the Dec 11 meeting purpose – shifting from individual team plans to collaborative planning focused on shared ACCESS goals and metrics.

   2. Emphasis on alignment, cross-team coordination, and defining PY5 priorities collectively.

   3. Introduction of a new asynchronous pre-work process via email

EC Meeting Task Tracking + Quarterly and Annual Meetings To Do Follow Ups

Misc Topics:

Meeting Summary generated by AI - May contain inaccuracies

Meeting summary

Quick recap

The team discussed various updates including milestone tracking, quarterly reports, and the need for improved communication with NSF. They reviewed outreach activities and engagement strategies with regional organizations, agreeing to formalize their communications approach and position NAR relative to ACCESS while staying within their scope. The conversation ended with discussions about handling EAB questions and planning for future initiatives, including preparation for the upcoming quarterly meeting.

Next steps

• Leslie/Tim's team: Remind people later this week to look at materials before next week's meeting

• Chuck: Continue to pester standing committee leads for reports

• Misha/Shannon: Close the milestone for "make counter invite for December forwarding meeting"

• All team members: Keep the engagement tracker up to date

• ACO : Look at how to leverage communications channels of other organizations

• Stephen: Find and share link to communications plan document in the EAB discussion doc

• Chuck: Draft response to EAB recommendations and share with group for approval before sending

• Tom and team: Review quarterly meeting action items and identify top priorities to assign owners

• EC: Assign individual owners for top priority action items from quarterly meeting

• Misha: Send out pre-work email with specific prompts to prepare for next quarterly meeting

• Misha: Share draft agenda for quarterly meeting for team review

Summary

Project Updates and Action Items

Chuck led a meeting to discuss various updates and action items. Tim was reminded to follow up with his team about reviewing certain items before the next meeting. John mentioned that their quarterly report was completed. Chuck noted that there were no updates from NSF and requested standing committee leads to improve communication. The team reviewed milestone tracking, noting that one item was completed. They discussed the need to continue working on NSF takeaways and keep the engagement tracker up to date. Chuck then began reviewing the EMB recommendations, focusing on outreach activities and interactions with other regional computing working groups and conferences.

Formalizing Regional Communications Strategy

The team discussed their informal engagement with regional organizations like CASC and CARC, with John noting these activities were already being tracked in the access engagements tracker. They agreed to formalize their communications strategy by having the comms team leverage other organizations' mailing lists to expand their reach, with Amit taking this as an action item. The group also addressed concerns about how to position NAR relative to ACCESS, with Tom confirming that while they could develop insights on integration, this wasn't a current priority.

EAB Integration Strategy Discussion

The team discussed how to handle questions from the EAB about NAR and Access integration, agreeing to stay out of scope and focus on common infrastructure and future agility. They decided to frame their response positively, emphasizing that such decisions are for NSF, not for them. The group also touched on the need to identify key capabilities developed through Access and lessons learned from the exceed to access transition, though they did not reach a final conclusion on how to present these findings.

Future Planning and Meeting Preparation

The EC discussed two main topics: a response to a comment about creating a list of achievements and a future planning initiative. They agreed to thank the commenter and acknowledge this as a future consideration, while maintaining that detailed planning for years beyond 5 is out of scope. Misha outlined plans for the upcoming quarterly meeting, emphasizing a more collaborative approach and the need for pre-meeting preparation, which will be communicated via a draft agenda and prompts for individual reflection.

Reference:

Risk Register:

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