2023-03-21 ACCESS EC Meeting Agenda & Summary

Owned by Lavanya Podila
Last updated: Mar 22, 2023
4 min read

Attendees:

  • RAMPS: Stephen Deems (v), Dave Hart

  • MATCH: Shelley Knuth (v)

  • CONECT: Tim Boerner (v), Leslie Froeschl

  • MMS: Tom Furlani (v), Joe White

  • OpenCI: John Towns (v), Shawn Strande, Ron Payne, Lavanya Podila, Lisa Kaczmarczyk

  • NSF: Tom Gulbransen

  • Guest Speaker: @Winona Snapp-Childs Jim Griffioen, Vikram Gazula, Alex Withers

(v) indicates a voting member

Agenda/Notes

  1. Ticketing Working Group Updates @Winona Snapp-Childs (10 mins)

    1. Approaching transition to new JIRA service management system

    2.  Vikram and Jim trained 70 ticket handlers between RP's and ACCESS staff and good coverage between them

    3. Communications addressed through various newsletters, emails, etc and everyone informed about the changes

    4. New system poses minimum changes to the research community (New form and fields look a little different)

    5. 2-4 weeks transition time between the 2 systems and if an issue cant be resolved then a new issue will be created in the service management system

    6. Then the old system to become read-only

    7. Cloud infrastructure at IU can support the read only mode and keep it as is for a long time since memory footprint is reduced

    8. End of PY 2, old system will be shut down

    9. Please expect more communications

    10. Submit request by going to the portal or send out emails for requests - both options available for users

    11. System is tied to documentation, it will pop up solutions.

    12. System ready to onboard users

    13. Cut off date - No issues expected over the weekend

    14. Question for the working group - write down what worked/ didn’t work in the working group model

  2. Status and plan for a common IAM solution @Alex Withers (10 mins)

    1. Topic under discussion - Unified login

    2. IAM working group responsible for this and few updates after the 24th feb meeting

    3. Its being implemented and Track 1 and 2 testing this and Track 3 will leverage from the testing

    4. Some unresolved testing issues

    5. Dave brought up issues experienced - portal showing behaviors reverse of what is expected, can we encourage remembering behaviors?

    6. There is a check box available

    7. Allocations site currently says "Don’t remember login"; Opting out from not being remembered; Suggestion for IAM group to consider rewording that

    8. IAM group encouraged to come forth to the EC for help with decision making

    9. All sites are on track to implement log in behavior

  3. Approval of summaries from prior EC meetings @John Towns (5 mins)

    1. 14 March 2023 EC Summary (approved)

  4. Working Groups & Standing Committees Discussion @John Towns @Shawn Strande (10 min)

    1. https://docs.google.com/document/d/1JTE9xHH2rBAuBN7r844YaY-5Kyg5BTvZ/edit

    2. Feedback received from EC on working groups and committees need  to be formalized

    3. Next steps is for ACO to circle back to WG's, bring all WG's together and have a conversation to ensure alignment?

    4. Many tracks may have independent committees, eg, MMS have a long standing advisory board

    5. Question: How do all the governance pieces fit together?and what are the relationships between them ?

    6. Update the program wide meeting agenda (2 annual meetings) wherein WG and committee reps  to provide a 10 minute update

       

  5. Program Milestone Check @John Towns (10 mins)

    1. Do not edit "Dashboard" tab

    2. Please edit "ACCESS program milestones" tab as needed

    3. Upcoming milestones mean next 90 days

    4. EC requested to update the tools

    5. EC feedback - seems like a useful tool.

    6. Please bring up any topics from the upcoming deliverables to the EC if you would like to discuss.

       

  6. Code of Conduct Discrepancy @John Towns (10 mins)

    1. Approved ACCESS Program Code of Conduct vs. Support Code of Conduct

    2. This topic is added from last week’s agenda

    3. Support code of conduct was put in by the MATCH team early on and was borrowed from the community codes of conduct

    4. MATCH team in agreement that we should have only one code of conduct

    5. Support has more specifics and the program wide one is more general

    6. Support code of conduct highlights additional guidance on how to proceed which might be beneficial for people who need to report

    7. John’s suggestion - Using inspiration from Tim A's slide on how to do it, we can create a simple slide and add to the code of conduct

    8. Person responsible for now - @Jay Alameda

    9. Future discussion item for EC - Independent DEI working group separate from engagement working group?

  7. Supplement Request @John Towns (5 mins)

    1. Draft of text

    2. Topic added from last week’s agenda to check on the progress

    3. Mechanism for supplemental request - google doc accessible to all PI’s, each awardee is expected to add their section

    4. Travel expenses budgeted per person - $2200

    5. NO registration expenses

    6. ACO will be covering in their section - event, catering etc

    7. All PI's to target submission by next Friday, 31st March 2023

    8. Question for Tom G - Is it possible for this supplement to cover the in-person meeting in June?

  8. Informational Items (10 mins)

    1. RAMPS @David Hart

      1. Another meeting between Allocations and PATh. Next action to update existing integration info with OSPool.

      2. April 19, Allocations discussion on CaRCC Emerging Centers call. Support (Alana R) will attend as well.

    2. MATCH @Shelley Knuth

      1.  Champions request to connect with ACCESS.

      2. Alana submitted an unsolicited proposal to the head of campus champions

      3. This event should be viewed as supported by ACCESS for the champions

    3. CONECT @Tim Boerner

      1. No updates

    4. MMS @Tom Furlani

      1.  

    5. OpenCI @John Towns

      1. Team: Team meetings progress. Met with Support late last week and Allocations earlier this week. Metrics later this week.

        Amber in the process of scheduling a standalone between CONECT and ACO.

      2. Workgroups definition, program-wide milestones, and supplement requests all covered above.

Misc Topics

  1. Regarding Acceptable Use policy, the version currently posted starts with “Note: This policy is awaiting formal acceptance by the ACCESS Cybersecurity Governance Council.”

    John to bring this this topic during next week’s CGC meeting

  2. EAB draft report sent to EAB members, once all feedback is collected, it will be presented to the EC.

 

Reference: EC Backlog & Action Items

Next EC Meeting: 4th April 2023

28 March 2023 Canceled since many EC members attending CASC