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
Introduction of Shannon Bradley
Whomever takes over Ron’s position - may take back what Shannon is doing
It is possible that Shannon will stay long term
should take a couple months before we know what will be the final implementation
Lavanya will continue her support with no changes
Debrief on EC Meeting @John Towns - @Shawn Strande
Storage Futures working group reported out
Research Advisory Committee - 24 people from the community - finalized and charter completed
Cindy will help with logistics
Will help with EAB
Shawn reported on working groups - document for project wide feedback has been sent out
topic 8 - request for resource
Event on Thursday is ready - Lavanya has it planned
Review notes as needed
Review Action Items @John Towns - need to get more “needed by” dates
ACCESS ACO IPR April - June 2023 - needed by date changed from 7/14 to 7/21
Finalize ACO KPIs - also due 7/21
In person - program wide meeting - is not until Dec - quarterly one is in Sept which will be virtual
at last discussion - 9/18 - 9/19 will be the date
Shawn would like an in person EAB meeting at the Dec Access meeting
will staff be observers at that meeting?
how do we do it in conjunction with - to maximize travel plans
Make EAB morning, 1/2 day, day 1 or put EAB at the end - expecting not all staff to go to the EAB
if we do a full day - 1/2 day afternoon and 1/2 day morning day 2
or same on the other end
in person EAB means EC has to be there in person as well
Cindy is managing
will need to be decided by EC
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
Research Advisory Meeting - Vitual? probably (24 person group)
Comms Strategy - sit down to discuss comms related strategy and communication - virtual to get on calendar
Filling Lizanne’s spot - Ombudsman
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
needs solved in the next week
Review ACO financials -
What is the level of effort being funded in your area - and what is level of effort required to address your to do list
Lavanya - grabbed actuals so far - and need to grab what was in proposal
Shawn will grab actuals for SDSC
Program Wide Mtg Actions and Decisions Recording - John hopes to have done by EOW
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
elements that are not in the PEP - will consolidate from the Perf Mgt Plan
Program Wide Mtg Actions and Decisions Recording - send form to everyone so they can upload their notes
need plan for capturing next time
SCO - will get people registered
Access privacy policy - John will follow up with lead
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
identifiable vs non-identifiable data
NSF directive a few years ago - told data should be public - John is going to check with NSF about that directive
if they are receiving NSF funding - the people should be aware work is supposed to be public
The public NSF award database has PI, institution, name, and e-mail
Updates
Project Office @Lavanya Podila
EAB Updates @Shawn Strande
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.
will follow documents provided - Shawn will have 4 or 5 slides and lead
Provided PY2, charter for discussion, and (one other thing)
Plan out how to consolidate notes easier than last meeting we had
Evaluation Update @Lizanne DeStefano (Unlicensed)
Communications Update@Dina Meek
Comms Plan
Posted to Comms Wiki
Also on the Program-wide drive
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
Newsletters/Emails
ACO team to handle next edition
Second Week of Month: Updates for Newsletters
Social Media
PEARC campaign in effect
Events
PEARC - in good shape
All booth materials are in Portland
Volunteer slots are almost filled up
Community Engagement Update@Jay Alameda
Misc Topics
We need to review these: due 7/21 - 7/31
ACCESS ACO IPR April - June 2023 |
Updates to PEP - Will be consolidated with Perf Mgt Plan - look at reporting quarters alignment? |
Finalize ACO KPIs - should be done |
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