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2026-05-12 - ACCESS EC Meeting Agenda & Summary

2026-05-12 - ACCESS EC Meeting Agenda & Summary

Attendees:

  • RAMPS/Allocations: Bruno Abreu (v), Nathan Tolbert

  • MATCH/Support: Shelley Knuth (v), Alana Romanella, Dave Hudak

  • CONECT/Operations: Tim Boerner (v), Leslie Froeschl

  • MMS/Metrics: Tom Furlani (v), Joe White

  • RP: Eric Adams (v), Virginia Trueheart

  • EAB: Chuck Pavloski

  • OpenCI/ACO: John Towns (v), Amit Majumdar, Misha Shah, Lisa Kaczmarczyk, Shannon Bradley

  • NSF: Sharon Geva, Ed Walker

Parking Lot

  • Shelley hosting the RMACC Symposium

https://docs.google.com/spreadsheets/d/1qlv6quvIWVgjtkh6KDZwH7lzP7AX9Pcnv-T40vf9U6Y/edit?gid=2127193757#gid=2127193757

Decisions made during the meeting:

Use Decision Macro - Tool (under Insert Elements in the toolbar)

Agenda

Consent Agenda - Updates for the team that should be completed/read offline

If possible, please fill in this info prior to the meeting - thank you!

  1. Consent Agenda - @Tom Furlani (5 mins)

    1. Last Meeting Notes: 2026-05-05 - ACCESS EC Meeting Agenda & Summary

    2. accepted

  2. Informational Items

    1. Link to ACCESS swag shop - Access-ci

  3. Allocations - @Bruno Abreu

    1. 4,300 profiles updated since last user communication

    2. Reminder coming out this Thursday May 14

    3. Currently close to 10,000 users could be disabled if no action is taken by them

      1. Working on a phased approach to not overwhelm RPs

      2. not all active

    4. Starting on May 21, 2026

  4. Support - @Shelley Knuth /Alana/Jim

    1. Nothing

  5. Operations Tim/Leslie

    1. Conversation with Support Team and info into new software/publications tool - need conversation in RP forum too - we will do work - just need permission

    2. Should we consider software publishing mandatory? right now it is optional

    3. Tim: I have some vacation time and conference travel that will have me missing this meeting for the next several cycles. Leslie will be representing us!

  6. Metrics @Tom Furlani @Joseph White

    1. ACCESS papers accepted

    2. Two tutorials accepted at PEARC

  7. RP Forum @Eric Adams (RCAC) @Virginia Trueheart

    1. Dana joining RP forum in June or July

    2. Questions about not having department - and being routed to update

  8. EAB @Chuck P

    1. Cindy is working on scheduling the next EAB virtual meeting

      1. Option 1 is the leading slot: Wed, Jun 10 from 11 am - 1 pm CT / 9am - 11 am PT

    2. Is PEARC changing format of Exhibitor’s Forum? https://access-ci.atlassian.net/browse/ATT-254

      1. They are working on having more speakers + headphones for people who need hearing assistance

      2. If it is in the same area - people just walking by - it is not a good use of speaker time - no real defining space and not a lot of advertising

      3. Tom will talk to Shava every two weeks - will follow up to us later

  9. ACO @John Towns

    1. nothing additional

  10. NSF - Sharon and Ed -

    1. nothing additional

    2.  

  11. Standing Committee Updates - EC Liaison - (Chuck lead)

    1. https://docs.google.com/document/d/1pNfsXwr7640_7zk03mJu2jDUqDAsG37fOezlqNYcX0E/edit?usp=sharing - Need to schedule interim meetings with each SC/WG to interact with the EC

    2. Communications Standing Committee

      1. no report

    3. Cybersecurity Standing Committee

      1. EC report scheduled for Jun 30, 2026

    4. Evaluation Standing Committee

      1. no report

    5. Infrastructure Standing Committee

      1. no report

    6. Ticketing Standing Committee

      1. no report

    7. Web Presence Standing Committee

      1. no report

    8. Data Architecture Standing Committee (Proposed)

      1. Proposal to be presented today for vote

  12. Milestone Review: (Link Below) - please review some of these (especially the Upcoming ones) - will we really be working on them during PY5?
    Look at: https://access-ci.atlassian.net/browse/ECMT-149 - is an EAB action item may have a resolution - needs reviewed

    image-20260512-165946.png

  13. EC Meeting To Do / Follow Ups: (Link Below)
    Are we working on this? https://access-ci.atlassian.net/browse/ATT-253 Yes--adjusted timeline.

    image-20260512-165725.png

  14. Reminders

    1. don't forget to review Engagement Tracker and Risk Register Review

      1. Upcoming Meetings & Events (https://docs.google.com/spreadsheets/d/1_EXKUOXmY-TVkDWaHR1-SuiKt404uGEnGSr6uQCkwzw/edit?gid=0#gid=0 )

      2. https://access-ci.atlassian.net/jira/core/projects/RR/list?sortBy=assignee&direction=DESC&filter=status%20in%20(%22Execute%20Contingency%22%2C%20Monitor%2C%20Review)

Additional Agenda Items

  1. Standing Committee Reports

    1. none

  2. Discussion and approval of the ACCESS Data Working Group Charter (Joe)

    1. https://docs.google.com/document/d/1Giav9FwV8ZCDnLCcUhu_zcFhgEHapG07Glys3YeYN8k/edit?tab=t.0#heading=h.ykwf2htpnts

    2. Will vote on it after comments are updated

    3. Answers to the questions have been provided - some of the answers ended up changing enough that it has become a Standing Committee instead of a Working Group

      1. someone has to own this and the maintenance that comes with it

      2. the working group was intended to just do the infrastructure and the plan and once it is done they can close --- THEN a separate Standing Committee could be set up to manage things

      3. the changes came at the last minute

      4. the timeline aims for end of calendar year 2026 - based on approval of this Charter

    4. Tom would prefer it to stay a working group and then when it is done - morph to a SC to manage things going forward

  3. Quarterly Meeting Improvement (Shannon)

    1. Last year at our Chicago meeting we had a session on better investment of effort, and one of the suggestions was cutting back on the number of meetings.  We are reaching out to see if you feel we could get benefit at this point out of a Virtual Quarterly Meeting.

      At our last Virtual Quarterly Meeting we got some good feedback on how it had improved, and we got some good feedback from the Chicago meeting about keeping the remote participants involved.  Our goal would be to take this feedback and make sure that we continued to make the time used in the Virtual Meeting a valuable investment.

      1. What items are data driven

      2. Which items are the best use of our time

      3. Which items are a direct value to our users

      4. Which ones provide good person to person time and we should focus on that and brainstorming rather than reporting

      5. Virtual meeting should be 1 day

      6. Whether we are Virtual or In-Person - make sure there is a focus on virtual people being able to see and hear

      7. Virtual Meetings should include virtual people as much as possible

        1. virtual meetings should make regular use of breakout sessions

        2. zoom polls

        3. mentimeter sessions

        4. anything to encourage engagement and interaction

      8. Virtual session breaks

        1. Best Practices for Virtual Meeting Breaks:

          • The 25/50 Rule: End 60-minute meetings at the 50-minute mark (or 30-minute meetings at 25) to provide a 5–10 minute buffer for screen-free time.

          • Maximum Focus Time: Human brain focus maxes out around 52 minutes, making breaks after an hour essential.

          • Active Breaks: Use break times to stand, stretch, look away from the screen, and get away from your desk, rather than checking emails.

      9. EC set outcomes - what people should get out of meeting - and tell team the program needs to focus on this - and tell the teams what to present and work together on as focus for Quarterly meeting

    2. This is a link to an Agenda Planning spreadsheet. I have pulled in some sessions that we have had regular good feedback on.  I also have added a "Voting" "Up-Vote" "Down-Vote" column where you can voice your opinion on whether you would find a particular session valuable or not.

      1. https://docs.google.com/spreadsheets/d/14bakh_5BBvaROfSbzHwS_BFYmEkQvLaDGBXgzQ_1MpY/edit?usp=sharing

    3. We have the option of making the Meeting as long or short as needed to share what is important to the group.  Please help us come up with a list of items that are important and engaging to share with everyone.  You input is vital to this planning process.

    4. Cindy and Shannon will start working on this - Tom would like to review - then start getting some of the junior people involved

  4. EAB Follow-Up Document - (Chuck)

    1. Report back from EC to EAB sent. https://docs.google.com/document/d/1gvl4GBlMWuBNhqK27IZdv0f0ZcNyTbytpfXT4w6tz4A/edit?pli=1&tab=t.gkljtfrdcnel

    2. No response from EAB yet

    3. Likely on Jun 10, 2026

Next Meeting: May 19, 2026

 

LINKS

Program Milestones

https://access-ci.atlassian.net/jira/core/projects/ECMT/list?sortBy=duedate&direction=ASC&filter=status%20in%20(Annually%2C%20Monthly%2C%20Ongoing%2C%20Quarterly%2C%20%22Semi%20Annually%22%2C%20Upcoming)%20AND%20labels%20%3D%20EC

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

https://access-ci.atlassian.net/jira/core/projects/ATT/list?sortBy=duedate&direction=ASC&filter=%22Category%5BCategory%5D%22%20IN%20(%22EC%20Meeting%20To%20Do%22%2C%20%2224Feb-QtrlyMtg%22%2C%20%2224June-QtrlyMtg%22%2C%20%2224Dec-QtrlyMtg%22)%20AND%20status%20IN%20(%22In-Progress%22%2C%20%22To%20Do%22)


Reference:

Risk Register:

https://access-ci.atlassian.net/jira/core/projects/RR/board

Project Change Request:

https://access-ci.atlassian.net/jira/core/projects/PCR/board