2022-05-04 OpenCI Leadership Meeting Agenda & Summary

Attendees:

• Present: John Towns, Shawn Strande, Tim Boerner, Ron Payne, Cynthia Dillon, Dina Meek, Lizanne DeStefan

• Absent:  None

Agenda/Notes

• Updates from meetings/discussions with Track PIs (John)

  • All ACCESS web meeting: May 13, 2022

    • Note went to all ACCESS PIs about meeting with notional draft agenda

    • Meeting invite has gone to ACCESS PIs and OpenCI Leads

      • Each team will need to make sure everyone on that team got the invite forwarded to them

  • All ACCESS in person Meeting: May 23-24, 2022 in Chicago

    • This will allow for plenary and breakout discussions to both align plans and build teams across the awards that need to work together on various things. 

    • Notification confirming dates sent to ACCESS PIs

  • Coordinating on PEPs

    • Status?  Who needs to review OpenCI at this point?

• Staffing:  What is status of staffing budgeted vs staffing available

  • NCSA: 

    • John, Ron, Dina, Tim - Ron to document the ramp-up plan

    • PM support - Ron working PM identification and ramp-up plan

    • Communications staff - Ron to work w/Dina on ramp-up plan

  • SDSC

    • Shawn, Cynthia

    • Program Support Specialist (Cindy Wong)

    • External evaluator (Lisa Kaczmarczyk)

      • Related: When to engage?

  • GaTech

    • Lizanne

• Collaboration Portal:  What do we need to be getting completed?

  • Sent note to ACCESS PIs offerting to provide the following from OpenCI:

    • Wiki:  $6,750/yr (250 licenses) 

    • Jira:  $9,750/yr (250 licenses)

    • GSuite with shared drive:  (15GB = free, 100GB = $20/yr, 200GB = $30/yr, 2 TB = $100/yr)

    • Slack instance:  $250/yr (250 licenses)

    • Track 1 and Track 3 have asked for all four

    • John/Ron to follow up on some implementation details.

  • Still need to know how we will do:

    • Change management process and support

      • Draft flow will be ready for review by EOB tomorrow (5-May)

    • Risk management process and support

      • Draft flow will be ready for review by EOB tomorrow (5-May)

    • IDEALS Community

      • Community setup steps are understood. Just need consensus from all tracks to use this as a persistent repository solution.

• Establishing sub-awards:  status?

  • SDSC in process

    • Subaward submitted and over to UIUC SPA

  • GATech awaiting Lizanne coming out from being under water

    • Awaiting supporting docs to submit subaward. Likely next week.

  • OpenCI Budget Planning document

• Deliverables due 31 July 2022:

  • Establish an ACCESS web presence 

  • Develop and approve charter for the ACCESS Executive Council

  • Develop and approve charter for the ACCESS External Advisory Board

    • EAB Charter draft (Shawn)

      • https://docs.google.com/document/d/1TAjR1UvnseTjBEtc1WLp2zB0ZjEIig7i/edit  

    • Competency matrix (Shawn)

      • https://docs.google.com/spreadsheets/d/1Dg98s0pWX9QLWaIlcZP1hN8Bwk9ZM8U2/edit#gid=576520419  

  • Confirm EAB membership and schedule the first meeting to occur prior to or during October 2022

  • Establish collaborative plans for ACCESS Communications and Outreach

  • Establish collaborative plans for ACCESS Community Building efforts

  • Establish an ACCESS program-wide risk-management process

  • Establish an ACCESS program-wide change-management process

  • Submit the OpenCI Project Execution Plan to NSF

  • Establish the OpenCI Collaboration Portal and tools

  • Establish an OpenCI Performance Management Plan

  • Evaluation plan, coordinated timeline and revised metrics

  • Quarterly OpenCI Interim Project Reports submitted to NSF

  • Quarterly review of ACCESS ecosystem risks across all Service Tracks and OpenCI

• Other topics:

  • Groups requesting Letters of Collaboration from ACCESS

    • They will need letters from the appropriate ACCESS PI(s) depending on what they are proposing

  • “Matrix of services” email from Amy

    • https://docs.google.com/spreadsheets/d/1bQvmzxtPC_CZ_fRtVM7v9Bl_AKo75hbNnROGx7AyEWM/edit#gid=0

Action items (formally tracked in Jira)

Next Meeting: 11 May 2022