2025-11-12 - 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/1744699393

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

   1. Plans

      1. Lisa - meet on Tuesday, Feb 17 if she flies in early

         1. Lisa to fly in Monday, meet Tuesday, out on Wednesday

      2. Feb meeting schedule options - EC likes Option B

         • Option B

           Tuesday: 

           • EAB Executive Session

             • EAB meeting with Lisa Kaczmarczyk

           • EC Session

             • EC meeting with Lisa Kaczmarczyk

           • Wednesday: Team meetings

           • Thursday–Friday: Quarterly meeting (1.5 days - ending by noon on Friday)

         • Covering travel – add Lisa to NCSA reimbursement system (@Shannon Bradley)

           1. Must get approval from NSF before moving forward

   2. Still need to decide on plans for the quarterly meeting and for next year (PY5)

      1. Will discuss on Dec 3, 2025

      2. Follow up with her to see if she will be here on Dec 3, 2025 - @amajumdar will

3. Review Action Items
   ACO Member To Do Items
   ATT-132 * email and email group exists now - just need to get the blurb on the website - email sent to the Web presence team
   
   

   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. Maybe back next week - but most will be at SC and we can’t do a meeting

   2. Plan for a meeting on Nov 24 with them - Outcomes discussion probably - will lead to the Dec Quarterly Meeting

      1. Otherwise push to Dec 8, 2025

      2. Sept 2025 Quarterly Meeting overview is there also

      3. Should we reach out to them once they get back to see when they can come back

3. Updates

   1. @John Towns

      1. updating last bits of finances - should be able to review finances and discuss how we can allocate available budget to the end of the project

         1. Lisa

         2. won’t need supplement for travel

         3. HR changes - need to discuss

         4. Dina’s return needs to be back in the forecast - start Monday Nov 17, 2025

      2. Misha sent prep for Dec 11 meeting for planning for PY5

         1. Misha - pls forward to this team and set aside some time to discuss agenda - Discuss on Dec 3, 2025

            1. Sent email with draft agenda and prework - see Misha’s area below

            2. take input from homework - Due Dec 2nd - review in this group and group input into thematic areas for PY5 goals

         2. John will need this info from each area of the ACO so he can make his presentation

            1. Each award will present a 30-min, data-informed overview of PY5 plans, including:

               • PY5 focus areas

               • Data supporting priorities

               • Alignment to ACCESS goals/metrics

               • User/community impact

               • Dependencies/collaboration

               • Risks/capacity

               • Question & Answers (please leave time for Q&A within your 30 min slot)

               Data may come from what you already collect (e.g., ticket trends, user survey results, allocation or website analytics). Please use the ACCESS template for your slides and plan to leave 10 minutes for discussion and Q&A. You do not need to submit your slide decks to me - please plan to share your slides/screens during our meeting.

            2. Do everything we can do to prepare for what is continuing after ACCESS - may be us or may be an open bidding process

               1. need to be prepared for a handoff

               2. may be in competition for people from NAIRR-OC

   2. @Chuck P

      1. Will let the EAB know to reserve date for February only - they will be given the info from the Dec meeting

      2. working to get info from EAB on what to address in their project

      3. Did send working notes back to EAB

      4. How to handle COI (conflict of interest) with Nitin, current EAB member and Chair of EAB

   3. @majumdar

      1. Got 200 responses from community survey of 20K

      2. Working on reducing number of questions - making it 5 - 10 instead of 20 mins

      3. RP survey should stay about the same

      4. John - evaluation issues

         1. in XSEDE they would get 800 - 1000 responses - what is different now?

         2. Dave mentioned that the survey was a bit smaller - and the audience is much more targeted

            1. this survey is purposefully more broad

            2. next time should be a more focused list as well + shortened survey with the option to fill out a longer one if they choose to

               1. XSEDE - oversampled some groups because they wanted to be sure to get info - and had professionals help us determine the sample set used

   4. @Cindy Wong

      1. EAB

         1. Dec 17: need to confirm agenda topics (I know Chuck is working on this as he noted ^)

         2. Feb 16, 2026: Send calendar invite for Feb EAB “save the date” once Chuck sends email about ACCESS Palooza

         3. Find time for next two one-on-one Service Team & EAB meetings (schedule before QM)

      2. Evaluation

         1. Start drafting Staff and RP surveys

         2. Community survey to be populated after Dec 11 EC meeting

      3. RAC

         1. Need to find Spring 2026 availability

      4. Dec QM - do we need to send an announcement to all Staff that there isn’t one in Dec?

         1. put an article into the Inside ACCESS to let the team know

         2. We need to have Dina drive this

         3. There is only a PY5 Planning Meeting for the EC

   5. @Dina Meek - absent

      1. Should be starting back next Monday, Nov 17, 2025

   6. @Kimberly Bruch

      1. Working on including more RP articles

      2. Not sure who is responsible for including publications for each resource in the database - but it has come in very handy!

         1. Current ACCESS Projects - allocations did it - it is brilliant!

         2. https://allocations.access-ci.org/current-projects

            1. is in November Newsletter!

   7. @Misha Shah -

      1. December Quarterly Meeting Folder: https://drive.google.com/drive/folders/1Kby15edqBwFM8aUBNPEitoqiHgsfJlui

      2. Asked EC to complete PreWork:

         1. complete the short pre-work below so we can make the most of our PY5 planning time together.

         2. Review ACCESS Goals & Metrics

            1. Dave Heart says the most up to date copy of this lives in a spreadsheet in a slide deck that are not incorporated

            2. See what he sent so spreadsheet can get updated

         3. Submit 1–3 PY5 priority ideas via Google Sheet by Dec 2

         4. Review Draft Agenda

         5. Award teams: prepare 30-min PY5 presentation 

      3. FYI we will use time during our ACO weekly meeting to review pre-work and make a game plan!

   8. @Shannon Bradley -

      1. Catching up after vacation

         1. will work on reviewing transcript from meetings and get the notes in Confluence

      2. Work on Financial Report as soon as October report is released

      3. December Quarterly Planning

      4. February 2026 Quarterly Planning

      5. Will be working on new budget forecast as soon as October financial reports come out

      6. Working on this https://access-ci.atlassian.net/browse/ATT-226

      7. Will we cancel Nov 26, 2025 meeting due to Thanksgiving? yes

Most everyone will be at SC - should do breakfast with all who are there - Wednesday Morning would be best - 7:30 am

Next Meeting: Nov 19, 2025 - Cancelled, Nov 26, 2025 - Cancelled, Dec 3, 2025

Reference

https://docs.google.com/spreadsheets/d/1FFGMv7qdoKtHMy_zyyjFLdBMVmCDJY6QDGXSxp_988I/edit?usp=sharing