2023-08-01 ACCESS EC Meeting Agenda & Summary

Owned by Lavanya Podila
Last updated: Aug 17, 2023 by Shannon Bradley
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, Shannon Bradley, Lisa Kaczmarczyk

  • NSF: Tom Gulbransen, Sharon Geva

  • Guest Speaker:

(v) indicates a voting member

Agenda/Notes

  1. No Working Group Updates

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

    1. 18 July 2023 EC Summary

  3. 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, please edit "ACCESS program milestones" tab as needed

    3. Community Engagement plan under review

    4. ChatBot - making progress - should update date of integration to website - next couple weeks

    5. IPR - all teams have submitted their IPR

  4. Next In-person meeting location @John Towns (10 mins)

    1. This will be in December (preferably earlier in the month)

      1. suggest not travel on weekend

      2. co scheduling an EAB on the front or back - a full day meeting needed - approved

      3. possibility of EAB participating in Quarterly meeting - needs to be decided -

      4. Dec 5,6,7 or 12,13,14 (which could be close to finals) -

        1. AGU (American Geophysical Union) Conference is Dec 11,12,13,14 - AGU24 Annual Meeting | AGU

        2. Targeting Dec 5, 6, 7

    2. Virtual Quarterly - Sept 18-19

    3. Please reach out to Lavanya and Shannon with any potential conflicts

  5. Program Wide Discussion on DEI @John Towns (10 mins)

    1. recommend a meeting in the next couple weeks - get staff input

      1. Open to everyone on the program

    2. Who leads? - Working Group leading? - probably in parallel - we might not have a charter by then

      1. this would lead to creating the Standing Committee

      2. they do have a document that outlines what a committee charter should include - Shawn will send to Shannon

    3. Stephen will take charge since he plans to lead the working group effort

      1. send recommendations to Stephen for representatives for each team

    4. Suggestion - explain and discuss with team members as a thing going on but continue to do anything they were already doing to contribute to the process

    5. Should we still use term DEI - Democratization? - Diversity and Belonging?

      1. bring up on agenda for wider discussion

  6. Program Wide Responses to Program Officer Observations @John Towns (10 mins)

    1. Document: ACCESS Program Wide Responses to CPOs Observations

    2. Discussion items: (will continue working offline to drive to completion)

      1. opening disclaimer (pg 1)

      2. Observation 1: Has response gone away from original question?

      3. Observation 2: Alternate response from Tim to consider

      4. Observation 8: Alternate response from Tim to consider

      5. Observation 9: Comment from Tim to consider

      6. Observation 10: Still need some input from Metrics to write response text.

      7. Observation 11: Still needs some work; John to synthesize current text for review by all.

      8. Observation 13: Alternate text suggested by John to be considered.

      9. Observation 14: John to integrate new text

      10. Observation 15: John to integrate new text.

  7. Program Wide Goals @John Towns (3 min)

    1. The latest is in the discussion doc from last week: Program Wide Goals Discussion Notes

    2. people will get reminders this week to review the goals

  8. Needs to support Evaluation @John Towns (10 mins)

    1. Where do we need the most help when performing Evaluation across the program?

      1. Evaluation Matrix and Adoption - getting buy in

        1. matrix is not well known by whole group

        2. program wide view is more difficult for leaders when they currently can provide individual team updates

      2. Evaluation Working Group is still working on coordination

        1. the matrix may need to be a more mature doc before next use

        2. they are looking at surveys and other things to include as well

        3. Need to schedule points of contact meeting for Eval WG @John Towns

      3. When looking at how NSF does evals - they do evaluate the overarching program as well as the individual teams

        1. Look at where the teams connect and how are the metrics/KPIs shared between the teams - feeds to how the evaluation needs to be done

        2. How does shared data contribute to metrics/KPIs for teams and team interactions

          1. do teams know where they are getting similar feedback compared to goals?

            1. all of the reports were not shared

            2. in the in person meeting - all teams did share PY2 plans, and sharing data session

      4. Put together a synthesized summary report of all evaluation input that can be shared across the center

  9. Informational Items (10 mins)

    1. RAMPS @David Hart @Stephen Deems

      1. working on website updates (framework and API calls)

      2. will be going round for feedback

    2. MATCH @Shelley Knuth

      1.  

    3. CONECT @Tim Boerner

      1. summer students wrapping up STEP program - went very well - 2 students will continue remotely during academic year as part time

    4. MMS @Tom Furlani

      1. PEARC gave good take home info - enrolling campus champions and facilitating

    5. OpenCI @John Towns

      1. working on Program Wide virtual meeting in September, December meeting, program wide goals, program-wide responses to program officer observations

      2. new team member starting - on mar/com team

    6. NSF

      1. met with PIs at PEARC - is there a way to help them with more framework/guidelines?

        • resource provider forum and service provider form

      2. Alana and the concierge work - can that be grown?

Misc Topics

Reference: EC Backlog & Action Items

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

Next EC Meeting: 8th August 2023

 

To Dos

@John Towns - schedule point of contact meeting for the Evaluation Working Group