2023-09-20 OpenCI Leadership Meeting Agenda & Summary

Attendees:

Present: Jay Alameda, Shawn Strande, Cindy Wong, John Towns, Dina Meek, Lavanya Podila, Kim Bruch, Shannon Bradley, Lisa Kaczmarczyk

Name

9/6

9/13

9/20

9/27

10/4

10/11

10/18

10/25

11/1

11/8

11/15

11/22

11/29

12/6

12/13

12/20

Jay Alameda

X

Cancelled

Shawn Strande

X

Cindy Wong

X

John Towns

X

Dina Meek

X

Kimberly Mann Bruch

X

Lisa K

absent

X

absent

Lavanya Podilla

X

Shannon Bradley

X

Decisions made during the meeting:

Go ahead and reserve booth for SC24 and perform a Cost Analysis to see if it is the benefit we believe it is - with the possibility we would pull out if we decide it is not

Use Decision Macro

Agenda/Notes

Debrief on the Quarterly Meeting @ACO (30 mins)
1. How can we do virtual meetings like this in the future better
  1. planning ahead of time - make sure breakouts are planned out
    1. facilitator for each breakout
    2. handouts and assignments ready - very useful - will feed to the eval group easily
    3. easier to get feedback from smaller groups
    4. breakouts were not as balanced across teams - in the future we should look for a better way to balance small groups
      1. establish as a practice for this meeting : put team name on with their name in the Zoom
        Cindy volunteered to manage Zooms since she has lots of experience
  2. Folder with notes and slides was very helpful
  3. It was a mix of items - not a lot of PPTs
  4. didn’t hear back if break and lunch times were appropriate
  5. would prefer 10am central going forward and wrap up by 4pm central in the future
  6. are we being more critical of ourselves than we should? Kim felt it went smoothly and people were comfortable with speaking out - met some people she had not before
  7. difficult to get people to back up and see the bigger picture - more meetings like this will help them get exposed to higher level thinking/cross program/outside their team
  8. good to have more than just PIs in a meeting - good to have everyone together
  9. should we do a post meeting survey? both Team and EAB?
  10. Should we have people prepare more ahead of time? Know what they are speaking about so people can be more aware and focused?
  11. How can we get the leadership more engaged in the meetings and the content? set the expectation
  12. Break out rooms had 2 from Allocations - were well run
  13. Jay and Dina session - went well - had good discussion - flow between the two presenters was smooth
  14. Broadening Participation - the ending didn’t have a landing spot that felt definitive - no feel that we drew back together
  15. An Organization needs to set Mission and Vision - and have it public
    1. then the Goals drive to the Mission and Vision
    2. Then all teams set Charters to meet those Goals
    3. So far we have been a year without these foundational elements
  16. Kim - there were two different people that brought up really good points about terminology “Persona” - proceed with caution about using “persona” if it looks like profiling - this should be forwarded to Shelley
  17. Leveraging the abilities and tools from partner organizations to help with our goals like broadening impact will
    1. talking about terms and definitions - we should be further along to reaching out
2. Each team should be distilling action items and make sure things are on our to do lists
3. Cost analysis of what conferences to attend - if properly done - should be done for next year - it might be too tight to be done by SC23
  1. See Below
  2. What about SC2024? Go ahead and register - and work with EC to review - Lavanya will check on cost of booth
Actions items for ACO @John Towns
1. What needs to be drawn out from the notes - Lavanya will start making a list and work with Shannon to get it on Confluence
Dina and Jay would like to address some of the issues brought in PY1 NSF review (https://access-ci.atlassian.net/wiki/spaces/ACP/pages/295665676)
1. What is our critical path to the November 9th review?
  1. we have date but not agenda - we need this from Tom and Sharon
  2. we know it will focus on metrics
  3. make sure we show we are being responsive to action items and panel opportunity report
2. What from the list of issues from the PY1 NSF review is on our critical path?
3. Please review page and make sure the tasks are appropriate and assigned to the correct person out of band
4. We will need to review the pages and make sure we have good verbiage of our action items - due by Monday for Wednesday Discussion
Costs for travel - we did not specifically budget for international travel - we have some people who are coming from Canada - how should this be handled - Cindy will email and review process
EAB - @Cindy Wong
1. agenda - we need to start working on it for December
2. EC will need to weigh in on this - but it has not been finalized - should do that next week in the EC meeting

Parking Lot

item
item

Next Meeting: 27th September 2023

Action Tracker:

@Lavanya Podila - post meeting survey to whole team - Due Sep 29, 2023

@Cindy Wong - post meeting survey to EAB - Due Sep 29, 2023

@Lavanya Podila @Shannon Bradley - pull action items out of notes and work with Shannon to get them in track-able tasks - Sep 27, 2023

@Lavanya Podila - look at contract for SC24 to see how much a booth costs - Sep 25, 2023

@John Towns - Talk to EC about SC24 booth - Sep 26, 2023

@everyone - review Year 1 NSF Panel Questions - Sep 25, 2023

@Lavanya Podila - put Deember meeting on EC meeting for next week - Due Sep 22, 2023

Use Action Item Macro to track assigned To Do Items - check the box when it is complete

Reference

ACO Action Tracker (this will soon be replaced) - now lives here: Archived ACO Action Tracker

ACO Weekly Updates

Cost Analysis for Conferences:

Conducting a cost analysis to determine whether it's worth attending a conference involves evaluating both the direct and indirect costs associated with the conference and comparing them to the potential benefits. Here's a step-by-step guide to help you make an informed decision:

Identify the Conference: Start by identifying the specific conference you're considering attending. Understand the conference's purpose, agenda, location, and potential benefits.

Determine Your Goals: Clearly define your goals for attending the conference. Are you looking to gain knowledge, network, showcase your work, or achieve some other objective?

Estimate Costs:

a. Registration Fees: Determine the cost of registration, including any early bird discounts or group rates.

b. Travel Expenses: Calculate travel costs, including airfare, accommodation, transportation to and from the conference, and daily expenses for meals and incidentals.

c. Materials: Consider any additional expenses for materials such as business cards, promotional materials, or presentation materials.

d. Time Away from Work: Calculate the value of the time you'll be away from work or other responsibilities. Include the days of the conference and any travel time.

e. Additional Costs: Factor in any other potential costs, such as visa fees or special attire required for the conference.

Estimate Benefits:

a. Knowledge and Skills: Assess the potential knowledge and skills you'll gain from attending the conference and how they may benefit your career or projects.

b. Networking Opportunities: Consider the potential networking opportunities and how they could lead to new connections, collaborations, or job prospects.

c. Visibility and Reputation: Think about how attending the conference might enhance your professional reputation or visibility in your field.

d. Business Opportunities: If applicable, assess whether attending the conference could lead to new business opportunities or clients.

e. Personal Satisfaction: Consider any personal benefits or satisfaction you might derive from attending the conference.

ROI Analysis: a. Calculate the Return on Investment (ROI) by subtracting the total estimated costs from the estimated benefits. b. Consider both short-term and long-term benefits. Some benefits may not materialize immediately but can have a significant impact over time.

Risk Assessment: Evaluate potential risks, such as the possibility that the conference doesn't meet your expectations or that the benefits may not materialize as planned.

Alternatives: Consider whether there are alternative ways to achieve your goals without attending the conference. This could include online courses, webinars, or local events.

Decision: Based on your cost analysis, consider whether the potential benefits outweigh the costs. If the ROI is positive and aligns with your goals, it may be worth attending the conference. If not, you might want to explore other opportunities.

Plan and Budget: If you decide to attend, create a detailed budget that includes all anticipated expenses. Make sure to plan your schedule and objectives for the conference in advance.

Post-Conference Evaluation: After attending the conference, assess whether you achieved your goals and whether the benefits matched your expectations. This evaluation can help inform future decisions about attending similar events.

Remember that the value of attending a conference can vary greatly depending on your specific circumstances and objectives. A well-thought-out cost analysis will help you make an informed decision that aligns with your professional and personal goals.