2023-07-19 OpenCI Leadership Meeting Agenda & Summary

Attendees:

• Present: Jay Alameda, Cynthia Dillon, Shawn Strande, Cindy Wong, Lizanne DeStefano, John Towns, Dina Meek, Lavanya Podila, Shannon Bradley

Agenda/Notes

1. Introduction of Shannon Bradley

   1. Whomever takes over Ron’s position - may take back what Shannon is doing

   2. It is possible that Shannon will stay long term

   3. should take a couple months before we know what will be the final implementation

   4. Lavanya will continue her support with no changes

2. Debrief on EC Meeting @John Towns - @Shawn Strande

   1. Storage Futures working group reported out

   2. Research Advisory Committee - 24 people from the community - finalized and charter completed

      1. Cindy will help with logistics

      2. Will help with EAB

   3. Shawn reported on working groups - document for project wide feedback has been sent out

      1. topic 8 - request for resource

   4. Event on Thursday is ready - Lavanya has it planned

   5. Review notes as needed

3. Review Action Items @John Towns - need to get more “needed by” dates

   1. ACCESS ACO IPR April - June 2023 - needed by date changed from 7/14 to 7/21

   2. Finalize ACO KPIs - also due 7/21

   3. In person - program wide meeting - is not until Dec - quarterly one is in Sept which will be virtual

      1. at last discussion - 9/18 - 9/19 will be the date

   4. Shawn would like an in person EAB meeting at the Dec Access meeting

      1. will staff be observers at that meeting?

      2. how do we do it in conjunction with - to maximize travel plans

      3. Make EAB morning, 1/2 day, day 1 or put EAB at the end - expecting not all staff to go to the EAB

         1. if we do a full day - 1/2 day afternoon and 1/2 day morning day 2

         2. or same on the other end

      4. in person EAB means EC has to be there in person as well

      5. Cindy is managing

      6. will need to be decided by EC

         1. note from Lisa K - you might want to go to central US again if you do that. otherwise most everyone needs a full day to travel

   5. Research Advisory Meeting - Vitual? probably (24 person group)

   6. Comms Strategy - sit down to discuss comms related strategy and communication - virtual to get on calendar

   7. Filling Lizanne’s spot - Ombudsman

      1. Shelly offered - Position requires: if there is an issue - you have to be able to drop everything and address issue - need to see if she can do that

      2. needs solved in the next week

   8. Review ACO financials -

      1. What is the level of effort being funded in your area - and what is level of effort required to address your to do list

      2. Lavanya - grabbed actuals so far - and need to grab what was in proposal

         1. Shawn will grab actuals for SDSC

   9. Program Wide Mtg Actions and Decisions Recording - John hopes to have done by EOW

   10. Perf Mgt Plan - we self imposed this and it was not required by NSF - it really does not add value - will be asking NSF if we can change this to just a PEP

       1. elements that are not in the PEP - will consolidate from the Perf Mgt Plan

   11. Program Wide Mtg Actions and Decisions Recording - send form to everyone so they can upload their notes

       1. need plan for capturing next time

   12. SCO - will get people registered

   13. Access privacy policy - John will follow up with lead

   14. Establish relevant IRB policies when needed for cross-program data sharing - was another thing working with Lizanne on - John has learned: it is about how you use the data, how you collect data is also important, observing metrics off system - you don’t need IRB

       1. identifiable vs non-identifiable data

       2. NSF directive a few years ago - told data should be public - John is going to check with NSF about that directive

          1. if they are receiving NSF funding - the people should be aware work is supposed to be public

          2. The public NSF award database has PI, institution, name, and e-mail

              

4. Updates

   1. Project Office @Lavanya Podila

   2. EAB Updates @Shawn Strande

      1. Discuss agenda for the 1-hour PEARC meeting. Materials provided in advance include: Service Team Y2 plan presentations from Boulder meeting, follow-up on EAB recommendations from March 2023 EAB meeting; EAB charter.

         1. will follow documents provided - Shawn will have 4 or 5 slides and lead

         2. Provided PY2, charter for discussion, and (one other thing)

         3. Plan out how to consolidate notes easier than last meeting we had

   3. Evaluation Update @Lizanne DeStefano (Unlicensed)

   4. Communications Update@Dina Meek

      1. Comms Plan

         • Posted to Comms Wiki

         • Also on the Program-wide drive

      2. Website

         • We had an issue with - we believe the UofI/NCSA server - whereby not all form submissions were getting through

           • We have fixed

           • We will now point all inquiries from that page to the ticketing system

         • Ombudsman - Anonymous form l

           • Need to be sure someone other than Lizanne is on the receiving end

      3. Newsletters/Emails

         • ACO team to handle next edition

         • Second Week of Month: Updates for Newsletters

      4. Social Media

         • PEARC campaign in effect

      5. Events

         • PEARC - in good shape

           • All booth materials are in Portland 

           • Volunteer slots are almost filled up

   5. Community Engagement Update@Jay Alameda
      
      

Misc Topics

We need to review these: due 7/21 - 7/31

Written responses to panel report - done - will be attached to Quarterly report

Qtrly Report almost done - There are 2 sections that are repeated - John provided guidance on what goes in each of those sections - finish by Friday

Program Wide Responses - in final review and smoothing

Reference - ACO Action Tracker

Next Meeting:

26th July 2023 Canceled due to PEARC

2nd August 2023