2023-09-06 OpenCI Leadership Meeting Agenda & Summary

Agenda/Notes

1. Debrief on EC Meeting @John Towns

2. Communications Plan @Dina Meek

   1. This is added from last week’s ACO retreat

3. Review Action Items @John Towns

4. Updates

   1. @John Towns

   2. @Shawn Strande @Cindy Wong

   3. @Dina Meek and @Kimberly Mann Bruch

   4. @Jay Alameda - Community Building

      1. talked to team re: charter - team is OK with a more streamlined charter - close to being finished now

      2. Discuss what should be good topics to discuss around CB

         1. how everyone plugs into it

         2. how can people get value out of it - the broader audience

         3. take feedback on draft

   5. @Lavanya Podila and @Shannon Bradley

      1. September Team Agenda planning

         1. people are finding it difficult to contribute to the agenda via using the form

         2. they are uncertain if others have already added that topic

         3. perhaps next year we can use an open spreadsheet

      2. This agenda layout is a new proposed layout which gathers the information that was determined to be needed during our ACO Retreat.

      3. This will allow us to:

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

         2. Make future ACO “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. What is a Meeting Parking Lot?

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

         5. Provide for an Overview Dashboard for the EC, ACO, and NSF meeting teams

         6. Provide for an Individualized Overview Dashboard for ACO members

   6. Agenda for Sept Meeting - Sept 2023 ACCESS Quarterly Mtg

      1. current agenda draft is too long at 2 full days

         1. reduce down to a day and a half if we can

      2. Lavanya changed Day 1

         1. Introduction changed to 15 mins

         2. Broadening Participation - Shelley - 90 mins - need to make sure she is prepared (she is on vacation now)

         3. Who are our stakeholders? - this is also Shelley - can we combine these two into one 90 min session?

            1. Lavanya will reach out

         4. We can move her to day 2 if she is not ready and move EAB to Day 1

         5. There are 2 sessions on Program Wide Goals - combine the 2 and hold in 90 mins - move this to Day one

            1. just go ahead and move Shelley to later so she have more time - or day 2

            2. Goals would flow into EAB very well

      3. Lisa - has conflicts - 8:30 pacific time conflict - will be an hour + drive time - has all morning conflicted

         1. please make what you can

      4. Afternoon could have parallel sessions -

         1. Community Building and Under development

            1. makes it hard for people to decide which to attend

      5. Brief 20 min update on Working Group progress

         1. could do 3 on 1st day and a couple on 2nd day

         2. focus should be on discussion and what we can get back from team members

      6. Dina - not sure what she could present - but want to make sure she has space if she wants it

      7. Last topic - open discussion of odds and ends

      8. Be strategic with the story bank - harder to be thoughtful about other smaller access users - they are harder to reach than SDSC, U of I, etc.

         1. include Kim in Broadening participation discussion

         2. could communications be included in the community engagement hour? more like engagement?

         3. need to present things around the stories of needs - and the people presenting support those stories

      9. Sticking to Plenary sessions implies items of importance

         1. parallel sessions means two things - not as important and yet it discourages people from participation if their input is not used in the agenda

      10. This meeting feels very ACO focused and EC centric - shouldn’t we reverse this? that is should be driven toward service areas and how they support the ACO and EC directions

      11. From a leadership perspective - how do you engage people if they didn’t step up to be engaged? This feels like a all hands to listen to a day of talking heads rather than an all hands to get everyone to get buy in

      12. Program Wide and Parallel Discussions - get away from language of “plenary” which leads to talking heads

      13. Having Parallel sessions was very important in XSEDE meetings

          1. it is very important to have summaries brought back to the main group for report

      14. Should we have Personas as a topic? morphed into Stakeholders and is on Tuesday session

      15. What is the problem we are trying to solve with this meeting - do we need to have this meeting?

          1. what do we want to walk away with that we can not achieve other ways

      16. Discussion of uses for Birds of a Feather / Un-Conference sessions

      17. If we have topics - look at them from perspective of what serves best for team building

      18. what if the theme of the meeting supports the NSF’s goal of “broadening participation” so each speaker gives an update of their gig but also reflects on that topic a bit as related to their area within the project

      19. Discussion: ACO does have deliverables - everything else is process, internal tools, and team building - should we move focus from deliverables and focus the agenda on how the project works

          1. only have 1 discussion on program wide goals

          2. remove community engagement

          3. remove everything except the team building with the service teams

      20. Focus - how can the program as a whole succeed - many teams are focusing on how they can succeed - how can we change this focus?

          1. it leaves them blindered from the needs of the other team

          2. the success of one team is built on the success of all the teams

      21. Connect Team building to the goals - construct much of the meeting around the program wide goals rather than hopping from topic to topic

          1. having program-wide goals are number 1 priority. We could have break-out sections on how each team is working toward them.

          2. Program Wide goals should be done by next week’s EC meetings

      22. If you bring something as a baseline suggestion - it gives the impression that you have decided and are not open to discussion and you don’t get buy-in

• Communications Plan - @Dina Meek

• item