2023-05-23 ACCESS EC Meeting Agenda & Summary

Owned by Lavanya Podila
Last updated: May 24, 2023
4 min read

Attendees:

  • RAMPS: Stephen Deems (v), Dave Hart

  • MATCH: Shelley Knuth (v), Alana Romanella

  • CONECT: Tim Boerner (v), Leslie Froeschl

  • MMS: Tom Furlani (v), Joe White

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

  • NSF: Tom Gulbransen, Sharon Geva

  • Guest Speaker: Dina Meek

(v) indicates a voting member

Agenda/Notes

  1. Communications and Branding Working Group @Dina Meek (35 mins)

    1. The ACCESS Communications Committee works to coordinate communications across all service track areas meeting bi-weekly for updates and to address any concerns. 

      Recently the team collaborated on:

      • Share Your News - team members representing the ACO, Allocations and Support coordinated in developing content for a new web page 

        • It will allow anyone in the HPC community to submit content for consideration (and some will automatically post) for promotion

        •  The links to share announcements and events are also published in the ACCESS Advance newsletter (47k subscribers)

      • A Get Involved page on our website that can be pointed to from presentations and other promotions

      • Process to Submit Content -  the team is finalizing a document

        • Outlining how to submit content for posting to ACO-managed comms vehicles

        • Providing a form to facilitate the process 

      • Updating the ACCESS brochure for PEARC

        • Comms team members provided fresh content - as applicable - as we had to reprint our existing brochure

      • Our PEARC Communications plan

      Additionally, team members:

      Finally, April saw our best statistics yet on social media (not including the launch of LinkedIn)

    2. The ACCESS Web Presence & Branding Working Group works together on updates that would affect/apply across all sites. 

      This team has made a lot of headway in getting all sites to align in terms of brand and UIUX. 

      • We’re very close to having our top navigation and footers aligned

        • See ACCESS Home dropdown menu

        • We’ll be utilizing icons for Home and Search 

      • Q Ltd, the ACO web dev agency, is working with the group next to create a unified Login experience 

      • We will be loading the Style Guide and other documentation to a GitHub repository owned by ACCESS

      Additionally, the team worked together to:

      • Develop a Resource Providers page to elevate RPs’ presence on the sites

      • We are now all using Google Tag Manager (nexgen Google Analytics) 

      • We will be doing focus groups with RPs and Users to help determine next updates

        • We are waiting on current web work across sites to be completed so may be later summer, early fall

    3. Feedback

      1. Communication plans for Year 2 include developing more content in the form of YouTube videos

      2. Team to update ACCESS program milestone tracker with upcoming major milestones like release dates, new features etc

      3. Suggestion to add a new section with any news, outages, announcements so they are highlighted and can be easily found from researchers point of view

      4. There should be a "Getting Started" option for users unsure of where to start

      5. Comms team to create focus groups composed of RP's and users to look at landing pages for each of the service teams, ask questions and feedback

        1. Suggestion on this to create focus groups targeting the top layer of users, example, graduate students

      6. Suggestion to Set up personas, walk these personas to the portal

      7. Discussion related different communications related working groups, and maybe creating a standing committee - Dina and Shawn to have more discussions

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

    1. 16 May 2023 EC Summary (approved)

       

  3. EC vote - Code of Conduct @John Towns (20 mins)

    1. Proposed code of conduct updates https://docs.google.com/document/d/1zKemCUZIasEvOqcltp9uNnwQHCSZTCi4BzJdF8t0GmA/edit#

    2. The community engagement plan is still being assessed and modified by the ACO and will be brought to the EC once ready for review.

    3. Discussion regarding use of the word proponents/members and EC has decided to use the word participants instead

    4. Last sentence added - This Code of Conduct was reviewed and approved by the ACCESS Executive Council.

    5. Discussion and concern about ACCESS internal staff being ombudspersons and not external? In cases of conflict of interest, the concerned individual would have to recuse themselves from the process and that is why we have multiple ombudspersons

    6. Shelley has volunteered to be an ombudsperson

    7. Lizanne can help share her experience on conflicts of interest

    8. EC approves Code of Conduct except for discussion regarding ombudspersons and any potential conflicts

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

    1. Action item for the awardees to update their program milestones

    2. Reminder: Do not edit "Dashboard" tab, edit "ACCESS program milestones" tab as needed

  5. ACCESS Program Wide Meeting Agenda @Shawn Strande (10 mins)

    1. Updates to previous version include: more time for breaks, added ACCESS 101 overview topic to morning agenda. Please review and comment on current draft here: https://docs.google.com/document/d/1ubpVP0XLxaAMmeN5XQO7A_XqSj37YXej/edit?pli=1

       

  6. Informational Items (10 mins)

    1. RAMPS @David Hart @Stephen Deems

      1. Allocations web presence now aligns with the ACCESS-wide style guide

        1. Menus, headers, and footers have been updated.

    2. MATCH @Shelley Knuth

      1. RMACC Symposium - How to ACCESS. Brought questions, including who are audience is.

      2. What engagement efforts can we participate in? Campus Champions - how can we connect more.

    3. CONECT @Tim Boerner

      1. STEP-1 is in its second week. The program has been successful with high student engagement thus far. Six of the students will travel to Urbana for full-time internship beginning June 5. Five of those students will also attend PEARC (one isn’t able to get to Portland).

      2. Ticket system experience an outage last Friday due to a billing issue that has since been resolved.

    4. MMS @Tom Furlani

      1.  

    5. OpenCI @John Towns

      1. Preparations underway for the ACCESS Program Wide Meeting Wiki page: June 2023 ACCESS Quarterly Meeting

Misc Topics

These topics will be added to next week’s EC meeting

a. Timeline for Annual Review Responses @Tom Gulbransen

b. Cadence for EC Risk Management and Change Management @Tom Gulbransen

Reference: EC Backlog & Action Items

Next EC Meeting: 30th May 2023