2023-03-22 OpenCI Leadership Meeting Agenda & Summary

Attendees:

Present: Jay Alameda, Cynthia Dillon, Shawn Strande, Cindy Wong, Ron Payne, Lizanne DeStefano, John Towns, Dina Meek, Lavanya Podila

Agenda/Notes

Debrief on EC meeting @John Towns
Review Action Items @John Towns

Topic	Responsible Persons	Priority	Added	Needed By	Notes
Acceptable Use policy - Inform during next week's CGC meeting	John				“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
ACO Supplement Request	Ron	High	03/21/2023	3/31/23
Code of Conduct Discrepancy	Jay	High	03/21/2023		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
WG and Committees Discussion	All	High	03/21/2023		Next step is for ACO to circle back to WG's, bring all WG's together and have a conversation to ensure alignment?
Update the program wide meeting agenda	Lavanya	Medium	03/21/2023		(2 annual meetings) wherein WG and committee reps to provide a 10 minute update
IPR Q4	All	High	03/15/2023	04/10/2023	Needed by 3/24 for John to make first pass
Invite ACO reps to awardee meeting	Lavanya	High	03/15/2023		Asked Amber working on it
Risk Identification	Ron	Medium	01/11/2023	3/3/2023	Risk register populated with ACO risk summary info. Each owner needs to complete the details of each risk.
UIUC Guidelines regarding content that ACO needs to adhere to (GDPR/Accessibility)	Dina	Low	01/25/2023		Dina to confirm with Illinois security team - 3/15
Collaborating with ACCESS/Letters of Collaboration	Dina	Low	01/10/2023		Dina drafting content for (EC) review
All ACCESS paper for PEARC	John	Low	01/24/2023	04/21/2023	Submission deadline is April 21

Near-Term ACO Deliverables

Deliverable	Due Date	Owner	State
Start-up
Establish an OpenCI Performance Management Plan	7/31/2022	Ron Payne	Started
Establish collaborative plans for ACCESS Community-Building efforts	7/31/2022	Jay Alameda	Started

3. Updates

EAB Updates @Shawn Strande
Evaluation Update @Lizanne DeStefano (Unlicensed)
Communications Update@Dina Meek
- Comms Plan
  - Should I be updating this as of May 1, 2023? What’s our PY?
    - Reporting period is April - March; April 1
- Newsletters/Emails
  - Anything, in particular, we want ACCESS staff to know?
    - I will be submitting to Hannah on behalf of ACO for next newsletter
      - Program Ticketing system and any FAQ
      - For next one: WG and Standing Committees (Shawn)
      - Meeting in June - talk to your PI
- Events
  - ACCESS Brochure - ACO section for review
- https://docs.google.com/document/d/12n5jUXWJEVzbXC0I5YdAU1DJ8-fTZRUf1lQ06C--T6s/edit?usp=sharing
  - I think it’s in pretty good shape, still, but do we want to update the last paragraph or anything else?
    - Please use Comments or Suggesting mode to update by 4/5
Community Engagement Update@Jay Alameda
- Discussion items:
  - From group meeting:
    - Funding to support ACCESS engagement in community events?
    - Support in group for intentional, well-planned community engagements.
  - Community Events
    - Recent:
      - AIHEC (March 4-7, Albuquerque) -Agbeli Ameko (Allocations)
        learned about ESIIL (https://cires.colorado.edu/news/esiil-aims-foster-%E2%80%9Crevolution%E2%80%9D-environmental-data-science) - NSF funded center for data science & diversity. Positive comments about Jetstream2 and ACCESS
        Local Albuquerque visitors to booth
        Exhibition booth + “what is ACCESS” talk
        Promoted CCEP (Support)
      - AARC: 20 reviewers at pre-meeting, went through DEI exercise, 30 proposals under review
    - Upcoming:
      - Boise State (March 28-29, 2023: https://www.boisestate.edu/rcs/rcdays2023/ ) Keynote - Tom Gulbransen
      - CASC (March 28-30, 2023): https://casc.org/meetings/events/ “What is ACCESS” - John Towns
      - MS-CC Annual Meeting - May 10-11, Atlanta MS-CC Annual Meeting and Student Hackathon
        John Towns - advisory board member
        Lizanne DeStefano - invited to attend
  - Best practices for DEI in high performance computing: “Principles of DEI”
  - Researcher Advisory Board
  - Cross program authentication
    - good news: basically working
    - bad news: integration still needs work
  - Annual ACCESS Community Report: can I have a pointer to what this is supposed to contain?
  - Would it be worth considering an ACCESS plumbing diagram (to identify functionality locations and information pathways)?
Project Office & Tools Update @Ron Payne
- ACO Risks have been added to the Risk Register, full details need to be completed by risk owners
  - Confluence cheat sheet for Risk Register being created.
- PY1 Finance analysis
  - ACO is ~$400K underspent through Feb 2023
  - Ron is assembling contributing factors to the underspend and will be reaching out to SDSC and GA Tech with any questions and clarifications.
  - We’ll need to have a plan for addressing the underspend that can be added to the Q4 report and included in the presentation provided to the NSF panel.
- Performance Management Plan
  - is all input complete?
- Version 3 of PEP submitted to Tom G for review.
- New ticket system goes live on Friday 24 March - tool is setup, training sessions complete, and agents are reviewing the tool (146 agent licenses used / 200 licenses procured)
- Supplement for in-person meetings being written and supplemental documentation collection in process.
- Program Milestones
  - Dashboard completed and presented to the EC.
  - EC to start using it as of next EC meeting.
- ACO KPI & Metrics
  - initial wiki page created and now references in the PEP.

Misc Topics

(John) Preparing the Supplemental Request: What do we need to do as yet?
(John) DEI: Are we handling this appropriately?

Reference - ACO Action Tracker

Next Meeting: 29 March 2023