2023-09-05 ACCESS EC Meeting Agenda & Summary

Owned by Lavanya Podila
Last updated: Oct 03, 2023 by Shannon Bradley
3 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, Shannon Bradley

  • NSF: Tom Gulbransen, Sharon Geva

  • Guest Speaker:

(v) indicates a voting member

Agenda/Notes

  1. Working Groups

    1. ACCESS Evaluation Working group Charter @Shawn Strande

      1. Seeking approval for Evaluation Working Group Charter: https://docs.google.com/document/d/1DIBacAC94whc-QXf6oObLmtB9t_22xZg7O7tNpbE_LA/edit#heading=h.v03fy51e60in

      2. approved

      3. Will be meeting next week

      4. Hope to present a plan next month

    2. ACCESS DEI Working Group charter @Stephen Deems

      1. Seeking approval for DEI charter - draft charter

      2. Received input - will take the suggestions back to the team and adjust

      3. Vote by email - can do it this week - will circulate in the next day or 2

      4. Make sure to not put answers to questions in the charter - make it more of an overview/less descriptive

      5. reference: ACCESS Working Groups.docx

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

    1. 29 August 2023 EC Summary

    2. Nothing to add

  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

  4. Agenda for Sept ACCESS Quarterly Meeting @John Towns (10 mins)

    1. Sept 2023 ACCESS Quarterly Mtg

    2. What are our goals for the meeting?

      1. want to get finalized this week

      2. most of the topics are surrounding EC topics - we have the opportunity to offer more interactions and pick ideas that are not normally on events like this

      3. get more people involved and participating

      4. Hope to talk EC items - but hopefully will lead to more interaction on that day and going forward

      5. Alana will talk to Dave about his input suggestion for the meeting

    3. Would like to make a plea to start the meeting at a more reasonable hour on the west coast. Can we move to a 7 or 8am PT start?, (@Shawn Strande) asks.

      1. should we stagger people arriving - EAB - 2 hrs - starts 1 hr after this meeting starts

      2. We need to make sure we have things to get done in that hour

      3. Or do EAB right at the beginning?

      4. Will see how this lays out as the agenda gets more finalized

         

  5. ACO Process Improvements @John Towns (10 mins)

    1. We are considering some improvements to the meeting process and the format these notes take - we are hoping to improve on

      1. Tracking decisions more easily during meetings so we can find them/refer to them much more easily in the future

      2. Make future “To Dos” more easily found and trackable to completion

      3. Assist in meeting management by implementing a “Parking Lot” for items we need to lay aside for another meeting

        1. https://www.lucidmeetings.com/glossary/parking-lot

      4. Adding a mechanism for tracking attendance metrics so it is more easily evaluated and included in various reports

      5. Provide for an Overview Dashboard for teams

      6. Provide for an Individualized Overview Dashboard for team members

    2. Please see this page for consideration:

      1. 2023-09-05 - New Layout - ACCESS EC Meeting Agenda & Summary

    3. Tom and Sharon -

      1. Summary Dashboard - tagged for only things they can assist on productively

         

  6. Informational Items (10 mins)

    1. Allocations @Stephen Deems

      1. Working with Support on a “Courtesy Review” process for Discover allocations. Planning to engage the Campus Champions to build a miniature review panel to provide requestors with input on how to better their allocation requests if their needs progress and they move to Accelerate or Maximize allocation tiers.

        1. Planning to leverage the CCEP awards to provide incentives to participate.

      2. Working to prepare a paper submission to Metrics2023 which is colocated with SC’23

        1. Working Title: “From Vision to Evaluation: A Metrics Framework for the ACCESS Allocations Service”

    2. MATCH @Shelley Knuth

      1. Have ~100 people signed up for our feedback forums (virtual and in-person at SC23). Plan to sort through and let awardees know by Sept.10.

      2. Still working on our website refresh. Launched a “cleaner” and updated CCEP (CCEP | ACCESS Support )and CI Links (Knowledge Base Resources | ACCESS Support ) page. Plan to launch the rest of the new pages in the next 4(ish) weeks.

    3. CONECT @Tim Boerner

      1. no updates

    4. MMS @Tom Furlani

      1. conference on matrix same weekend as OSC - planning to present a paper

    5. OpenCI @John Towns

      1. program responses and goals

Misc Topics:

  • CITAP Proposal Reviews @Tom Gulbransen

    • Reviewer role could be someone from operations

 

Next EC Meeting: 12th September 2023

  1. Evaluation Working Group Charter: https://docs.google.com/document/d/1DIBacAC94whc-QXf6oObLmtB9t_22xZg7O7tNpbE_LA/edit#heading=h.v03fy51e60in - approved

To Do List

@Alana.Romanella - Alana will talk to Dave about his input suggestion for the quarterly meeting - Due Sep 12, 2023
@Shannon Bradley - Work on a dashboard for NSF to show higher level view and items they can help with directly - Due Sep 12, 2023

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