Archived ACO Action Tracker

Deliverable Due Date Owner Status Notes Area Source Start-up Establish an OpenCI Performance Management Plan 7/31/2022 @Lavanya Podila (Unlicensed) COMPLETE Pending PEP All PEP PY1 Annual ACCESS Community Report - 4/30/2023 @Dina Meek COMPLETE Comms PEP Project Year 2 PY2 Q1 EAB meeting - 7/31/2023 @Strande, Shawn (Deactivated) COMPLETE PEP PY2 Q1 Risk Review - 7/31/2023 @Shannon Bradley COMPLETE PEP PY2 Q1: NSF Report April-June 2023 - 7/14/2023 @Lavanya Podila (Unlicensed) COMPLETE PEP PY2 Q2 EAB meeting - 10/31/2023 @Strande, Shawn (Deactivated) COMPLETE PEP PY2 Q2 EC Meetings - 10/31/2023 @John Towns COMPLETE PEP PY2 Q2 External Newsletters - 10/31/2023 @Dina Meek COMPLETE PEP PY2 Q2 Internal Newsletters - 10/31/2023 @Dina Meek COMPLETE PEP PY2 Q2 Risk Review - 10/31/2023 @Lavanya Podila (Unlicensed) COMPLETE PEP PY2 Q2: NSF Report July -Sept 2023 - 10/13/2023 @Lavanya Podila (Unlicensed) COMPLETE PEP PY2 Q3 EAB meeting 1/31/2024 @Strande, Shawn (Deactivated) COMPLETE PEP PY2 Q3 EC Meetings 1/31/2024 @John Towns COMPLETE PEP PY2 Q3 External Newsletters 1/31/2024 @Dina Meek COMPLETE PEP PY2 Q3 Internal Newsletters 1/31/2024 @Dina Meek COMPLETE PEP PY2 Q3 Risk Review 1/31/2024 @Lavanya Podila (Unlicensed) @Shannon Bradley COMPLETE PEP PY2 Q3: NSF Report Oct-Dec 2023 1/12/2024 @Lavanya Podila (Unlicensed) @Shannon Bradley COMPLETE PEP PY2 Q4 Risk Review 4/30/2024 @Shannon Bradley COMPLETE PY2 Q4: NSF Report Jan-Mar 2024 4/12/2024 @Lavanya Podila (Unlicensed) COMPLETE PY2 Q4 EAB meeting 4/30/2024 @Strande, Shawn (Deactivated) COMPLETE PEP PY2 Q4 EC Meetings 4/30/2024 @John Towns COMPLETE PEP PY2 Q4 External Newsletters 4/30/2024 @Dina Meek COMPLETE PEP PY2 Q4 Internal Newsletters 4/30/2024 @Dina Meek COMPLETE PEP Project Year 3 PY3 Q1 EAB meeting 7/31/2024 @Strande, Shawn (Deactivated) COMPLETE PEP PY3 Q1 EC Meetings 7/31/2024 @John Towns COMPLETE PEP PY3 Q1 External Newsletters 7/31/2024 @Dina Meek COMPLETE PEP PY3 Q1 Internal Newsletters 7/31/2024 @Dina Meek COMPLETE PEP PY3 Q1 Risk Review 7/31/2024 @Lavanya Podila (Unlicensed) COMPLETE PEP PY2 Annual ACCESS Community Report 4/30/2024 @Dina Meek COMPLETE PEP Deliverable Due Date Owner Status Notes Area Source Project Year 3 PY3 Q1: NSF Report April-June 2024 7/12/2024 @Lavanya Podila (Unlicensed) IN PROCESS PEP PY3 Q2 EAB meeting 10/31/2024 @Strande, Shawn (Deactivated) not started PEP PY3 Q2 EC Meetings 10/31/2024 @John Towns not started PEP PY3 Q2 External Newsletters 10/31/2024 @Dina Meek not started PEP PY3 Q2 Internal Newsletters 10/31/2024 @Dina Meek not started PEP PY3 Q2 Risk Review 10/31/2024 @Lavanya Podila (Unlicensed) not started PEP PY3 Q2: NSF Report July-Sept 2024 10/11/2024 @Lavanya Podila (Unlicensed) not started PEP PY3 Q3 EAB meeting 1/31/2025 @Strande, Shawn (Deactivated) not started PEP PY3 Q3 EC Meetings 1/31/2025 @John Towns not started PEP PY3 Q3 External Newsletters 1/31/2025 @Dina Meek not started PEP PY3 Q3 Internal Newsletters 1/31/2025 @Dina Meek not started PEP PY3 Q3 Risk Review 1/31/2025 @Lavanya Podila (Unlicensed) not started PEP PY3 Q3: NSF Report Oct-Dec 2024 1/10/2025 @Lavanya Podila (Unlicensed) not started PEP PY3 Annual ACCESS Community Report 4/30/2025 @Dina Meek not started PEP PY3 Annual: NSF Report April 1 2024-March 31, 2025 4/30/2025 @Lavanya Podila (Unlicensed) not started PEP PY3 Q4 EAB meeting 4/30/2025 @Strande, Shawn (Deactivated) not started PEP PY3 Q4 EC Meetings 4/30/2025 @John Towns not started PEP PY3 Q4 External Newsletters 4/30/2025 @Dina Meek not started PEP PY3 Q4 Internal Newsletters 4/30/2025 @Dina Meek not started PEP PY3 Q4 Risk Review 4/30/2025 @Lavanya Podila (Unlicensed) not started PEP PY3 Q4: NSF Report Jan-Mar 2025 4/11/2025 @Lavanya Podila (Unlicensed) not started PEP Project Year 4 PY4 Q1 EAB meeting 7/31/2025 @Strande, Shawn (Deactivated) not started PEP PY4 Q1 EC Meetings 7/31/2025 @John Towns not started PEP PY4 Q1 External Newsletters 7/31/2025 @Dina Meek not started PEP PY4 Q1 Internal Newsletters 7/31/2025 @Dina Meek not started PEP PY4 Q1 Risk Review 7/31/2025 @Lavanya Podila (Unlicensed) not started PEP PY4 Q1: NSF Report April-June 2025 7/11/2025 @Lavanya Podila (Unlicensed) not started PEP PY4 Q2 EAB meeting 10/31/2025 @Strande, Shawn (Deactivated) not started PEP PY4 Q2 EC Meetings 10/31/2025 @John Towns not started PEP PY4 Q2 External Newsletters 10/31/2025 @Dina Meek not started PEP PY4 Q2 Internal Newsletters 10/31/2025 @Dina Meek not started PEP PY4 Q2 Risk Review 10/31/2025 @Lavanya Podila (Unlicensed) not started PEP PY4 Q2: NSF Report July -Sept 2025 10/10/2025 @Lavanya Podila (Unlicensed) not started PEP PY4 Q3 EAB meeting 1/31/2026 @Strande, Shawn (Deactivated) not started PEP PY4 Q3 EC Meetings 1/31/2026 @John Towns not started PEP PY4 Q3 External Newsletters 1/31/2026 @Dina Meek not started PEP PY4 Q3 Internal Newsletters 1/31/2026 @Dina Meek not started PEP PY4 Q3 Risk Review 1/31/2026 @Lavanya Podila (Unlicensed) not started PEP PY4 Q3: NSF Report Oct-Dec 2025 1/13/2026 @Lavanya Podila (Unlicensed) not started PEP PY4 Annual ACCESS Community Report 4/30/2026 @Dina Meek not started PEP PY4 Q4 EAB meeting 4/30/2026 @Strande, Shawn (Deactivated) not started PEP PY4 Q4 EC Meetings 4/30/2026 @John Towns not started PEP PY4 Q4 External Newsletters 4/30/2026 @Dina Meek not started PEP PY4 Q4 Internal Newsletters 4/30/2026 @Dina Meek not started PEP PY4 Q4 Risk Review 4/30/2026 @Lavanya Podila (Unlicensed) not started PEP PY4 Q4: NSF Report Jan-Mar 2026 4/13/2026 @Lavanya Podila (Unlicensed) not started PEP Project Year 5 PY5 Q1 EAB meeting 7/31/2026 @Strande, Shawn (Deactivated) not started PEP PY5 Q1 EC Meetings 7/31/2026 @John Towns not started PEP PY5 Q1 External Newsletters 7/31/2026 @Dina Meek not started PEP PY5 Q1 Internal Newsletters 7/31/2026 @Dina Meek not started PEP PY5 Q1 Risk Review 7/31/2026 @Lavanya Podila (Unlicensed) not started PEP PY5 Q1: NSF Report April-June 2026 7/13/2026 @Lavanya Podila (Unlicensed) not started PEP PY5 Q2 EAB meeting 10/31/2026 @Strande, Shawn (Deactivated) not started PEP PY5 Q2 EC Meetings 10/31/2026 @John Towns not started PEP PY5 Q2 External Newsletters 10/31/2026 @Dina Meek not started PEP PY5 Q2 Internal Newsletters 10/31/2026 @Dina Meek not started PEP PY5 Q2 Risk Review 10/31/2026 @Lavanya Podila (Unlicensed) not started PEP PY5 Q2: NSF Report July -Sept 2026 10/13/2026 @Lavanya Podila (Unlicensed) not started PEP PY5 Q3 EAB meeting 1/31/2027 @Strande, Shawn (Deactivated) not started PEP PY5 Q3 EC Meetings 1/31/2027 @John Towns not started PEP PY5 Q3 External Newsletters 1/31/2027 @Dina Meek not started PEP PY5 Q3 Internal Newsletters 1/31/2027 @Dina Meek not started PEP PY5 Q3 Risk Review 1/31/2027 @Lavanya Podila (Unlicensed) not started PEP PY5 Q3: NSF Report Oct-Dec 2026 1/15/2027 @Lavanya Podila (Unlicensed) not started PEP PY5 Annual ACCESS Community Report 5/31/2027 @Dina Meek not started PEP PY5 Q4 EAB meeting 5/31/2027 @Strande, Shawn (Deactivated) not started PEP PY5 Q4 EC Meetings 5/31/2027 @John Towns not started PEP PY5 Q4 External Newsletters 5/31/2027 @Dina Meek not started PEP PY5 Q4 Internal Newsletters 5/31/2027 @Dina Meek not started PEP PY5 Q4 Risk Review 5/31/2027 @Lavanya Podila (Unlicensed) not started PEP PY5 Q4: NSF Report Jan-April 2027 5/14/2027 @Lavanya Podila (Unlicensed) not started PEP NSF Final Report: May 1, 2022-April 30, 2027 4/10/2027 @Lavanya Podila (Unlicensed) not started PEP

Action Responsible Agenda Type Priority Status Notes Independent DEI standing committee? - ACO Discussion High COMPLETE Next step discussion during the ACCESS Program Wide Meeting Next non-NSF meeting - Discussion about how we should reflect topics in the EC meeting notes ACO Discussion Medium COMPLETE ACCESS Program Wide Meeting - Topics ACO Discussion Medium COMPLETE How to better engage the EAB? ACO Discussion Medium COMPLETE Schedule next meeting and how can we better engage the EAB? Ticket analysis MATCH Discussion Medium not started Added to EC Parking Lot Single sign-on for portal @Jim Basney Discussion Medium COMPLETE Prioritized Comms list @Dina Meek Discussion Medium not started Added to EC Parking Lot Qtly contacts of PI MATCH Discussion Medium COMPLETE BoF's at PEARC 2023 ACO Discussion Medium Complete

Action Responsible Priority Added Due Status Notes Complete IPR (April 2024 - June 2024) ACO (@Lavanya Podila (Unlicensed) @Cindy Wong @Dina Meek @John Towns @Kimberly Bruch @Shannon Bradley @Strande, Shawn (Deactivated)) MEDIUM PENDING submitted 8/1/2024 Complete panel review responses ACO (@Lavanya Podila (Unlicensed) @Cindy Wong @Dina Meek @John Towns @Kimberly Bruch @Shannon Bradley @Strande, Shawn (Deactivated)) Consolidate feedback survey responses and share with ACO @Lavanya Podila (Unlicensed) Complete Quarterly Meeting support supplement request to NSF ACO (@Lavanya Podila (Unlicensed) @Cindy Wong @Dina Meek @John Towns @Kimberly Bruch @Shannon Bradley @Strande, Shawn (Deactivated)) Complete PEARC registrations, travel and accommodations ACO MEDIUM STARTED Request EAB & EC availability for next EAB meeting (2 hours) for June @Cindy Wong High STARTED (5/28) when2meet sent to EAB and EC last week; availability deadline 5/31/24 Find RAC availability for Fall 2024 meeting @Cindy Wong low Started (4/30) Will start reaching out to RAC member in May (5/28) Availability deadline 5/28/24 Find availability for EAB, Allocations and Operations to meet with EAB 1-1 @Cindy Wong MEDIUM Complete (3/19) Postponed request until NSF Annual Review dates confirmed. (4/23) Collecting availability from EAB team with June and July dates (4/30) Collecting availability from Allocation and Operations (5/1) Allocations meeting scheduled for 6/14 8am PT (5/9) Operations meeting scheduled for 6/11 8am PT Close Community Survey (3/31) & clean up data to share with Eval EG & EC @Cindy Wong High Complete (3/31) results sent to Eval WG to view and distribute to EC Send welcome notice to RP chair and vice chair to attend RAC meetings @Cindy Wong MEDIUM Complete (3/28) email sent to Jeremy Fischer (RP chair) and Nicole Wolter (RP Vice-Chair) Compile action items from the Quarterly Meeting @Shannon Bradley MEDIUM Complete Actions are compiled - need to assign someone to each one Send save the date for June EAB meeting @Cindy Wong MEDIUM Complete (3/25) Save the date sent to EAB members Create shared drive folders and space for meeting notes @Lavanya Podila (Unlicensed) MEDIUM complete Update qtly meeting Wiki @Lavanya Podila (Unlicensed) MEDIUM complete Qtrly meeting prep (lanyards, loaner, retirement card, cake) @Lavanya Podila (Unlicensed) MEDIUM complete Submit RTP for ACO’s portion of DEI workshop @Lavanya Podila (Unlicensed) MEDIUM complete ACO to complete their data collection metrics ACO MEDIUM COMPLETE Hotel reservations and catering for Feb Qtrly Mtg @Lavanya Podila (Unlicensed) MEDIUM Complete Update ACCESS EAB Rec and AI tracker with Dec 2023 meeting materials @Cindy Wong MEDIUM Complete Reach out to EC for EAB agenda topics for Feb in person meeting Shawn Strande / @Cindy Wong MEDIUM Complete 1/31/2024 Shawn to reach out to EC with proposed topics 2/6/2024 Shawn sent email to EC for feedback by EOW 2/9/2024 Reach out to EAB for agenda topics for Feb in person meeting Shawn Strande / @Cindy Wong MEDIUM COMPLETE added by Cindy 1/31/2024 will provide EAB proposed agenda once confirmed by EC Dec 2023 EAB Summary Report @Cindy Wong / Shawn Strande MEDIUM COMPLETE pending recs from Jing 1/3 - Shawn to ping Jing for an update 1/31/2024 Completed by EAB Document and discuss changes to IPR with NSF @John Towns @Strande, Shawn (Deactivated) MEDIUM COMPLETE Closed 1/31/2024 Call/email thread between Lisa, John and Shawn about input for agenda development for the Feb Quarterly Meeting @Strande, Shawn (Deactivated) Medium COMPLETE Email thread about proposed IPR format change @Lavanya Podila (Unlicensed) LOW COMPLETE Send Tuesday, Feb 27 calendar invite to EAB members @Cindy Wong MEDIUM COMPLETE sent on 12/20/23 Schedule Spring 2024 RAC meeting @Cindy Wong MEDIUM Complete Scheduled for Monday, Feb. 26 2:30 - 4pm CT Check SDSC travel funds @Lavanya Podila (Unlicensed) MEDIUM Complete Create a google sheet/wiki page to analyze data collected by the ACO @Strande, Shawn (Deactivated) HIGH Complete Schedule February 2024 Quarterly Meeting @Lavanya Podila (Unlicensed) MEDIUM COMPLETE Add EAB recommendations from PEARC’23 and Sept 18 to the “ACCESS EAB Rec Tracker” @Cindy Wong Medium COMPLETE 9/25 - saw in quarterly meeting notes that may want to consider moving this to Confluence Action Tracker (similar to this page)? Sept 18 EAB meeting summary report @Strande, Shawn (Deactivated) , @Cindy Wong HIGH Complete Draft and send EAB feedback survey regarding the Sept 18 meeting @Cindy Wong HIGH Complete 9/25 - Draft sent to ACO for review John to ask Tom Furlani and their team to convey the constraints that they work under. @John Towns MEDIUM COMPLETE EAB Session: Connect Olga with Dina on how to get materials. I believe addressed a few moments after the EAB. Confirm with Dina @Cindy Wong MEDIUM COMPLETE Confirmed with Dina that she connect Olga with Megan for ACCESS materials EAB Session: Connect with Roy with Shelley about how they identified their personas and link their data architect with Personas WG @Strande, Shawn (Deactivated) or @Cindy Wong MEDIUM Complete Email sent by Shawn Prep for mid-year NSF review All High COMPLETE Date is review date. Need a more detailed schedule for preparation Draft plan for Community Engagement @Jay Alameda High COMPLET Schedule EAB quarterly meeting for March 2024 (in-person) @Cindy Wong low Complete 8/16 - not confirmed and set up 12/13 - potential dates to be shared with EC; first week of March 2024 12/20 - confirmed for 2/27 in Chicago, IL Schedule first RAC meeting for the Fall 2023 - @Cindy Wong High Complete Requested from Laura H at 07/18/23 EC meeting 8/16 - meeting next week to discuss responsibilities 9/9 - Date almost confirmed; aiming for 10/23 9/15 - meeting scheduled for 09/23; cal invite has been sent out Comms strategy meeting - (this is no longer needed) @Strande, Shawn (Deactivated) Medium RETIRED Shawn to setup a meeting between Dina, John, Jay, Kim to talk about comms related items (this is related to the intersection of comms and community engagement) ACCESS Privacy Policy - @John Towns low COMPLETE UPDATE (9/27) - The privacy policy has been approved by the EC. UPDATE (7/12) - John sent a note to the CGC today. Feedback from UIUC Privacy and Security needs to be addressed by CGC. John has sent the edits to the CGC and expect to discuss them at June 1 meeting Draft Eval working group charter - @Strande, Shawn (Deactivated) Medium Complete Charter completed and approved by EC on 9/5. Implement processes associated with KPI collection and reporting - All High COMPLETE Crucial for mid-year review Develop workflow with ombudsperson regarding code of conduct breach - (This will be moved to the DEI Working Group) @John Towns Medium RETIRED UPDATE (07/05): At the the June in-person meeting Ag mentioned that he was one of the ombudspersons. I though it was only Lizanne, so we need to get this sorted. ACO needs to sketch out a proposed process and get EC approval. 8/16 - John has 3 suggestions - waiting on Charter from Eval Group next week Follow-up actions on ACO financials - @Lavanya Podila (Unlicensed) Medium COMPLETE Issues to address: Subaward to Georgia Tech; amending SDSC subaward for travel supplement; reallocation of underspend as appropriate Complete Program Wide Responses - All High Complete Develop Program Wide Responses 8/16 - John working on update - will send out list of remaining items this afternoon PEARC EAB meeting report - @Cindy Wong Medium Complete 8/16 - Recording posted in folder, but report still in progress ETA - next week 9/15 - shared and sent to EAB for review on 9/13 Program Wide Mtg Actions and Decisions Recording (Boulder meeting) - @Strande, Shawn (Deactivated) Medium COMPLETE Actions and Decisions Recording - currently only has notes from first meeting - we should do this but the number of docs that need created/reviewed/implemented keeps increasing - aim for brief document for Boulder 8/16 - pivot to summary of decisions and actions Program Wide Mtg Actions and Decisions Recording (PEARC meeting) - @Shannon Bradley Medium COMPLETE Lavanya will give Shannon Links Establish relevant IRB policies when needed for cross-program data sharing - @Strande, Shawn (Deactivated) High COMPLETE 1/3/24 - task reassigned to Shawn (originally John and Lisa K.) - Cindy more about Data discussion and data sharing - when should we think about an IRB - we do need to have it in place first - following Program Wide Goals - once we review Goals - then we know who is collecting what and then we can see who needs a survey or interaction that would require an IRB 8/16 - suggest moving this to the Evaluation WG so it gets more review and consideration 8/23 - Lisa cannot generate a "you can or can not do this with your data" list because it would lead to liability for her Action Responsible Priority Added Due Status Notes Reschedule EAB & Allocation 1-1 @Cindy Wong LOW PENDING Request EC to review and comment version 2 of EAB charter @Cindy Wong High PENDING (7/31) Pending ACO, then EC for final input before sharing with EAB Request EC to review and comment version 2 of EAB charter @Cindy Wong High PENDING (7/31) Pending ACO for final input before sharing with EC ACO to review and comment version 2 of EAB charter ACO (@Lavanya Podila (Unlicensed) @Cindy Wong @Dina Meek @John Towns @Kimberly Bruch @Shannon Bradley @Strande, Shawn (Deactivated)) High STARTED Request availability of EC & EAB for next quarterly meeting (Sept/Oct) @Cindy Wong MEDIUM PENDING Request additional funding for SDSC for PY3 @Lavanya Podila (Unlicensed) for staffing - may not need to do as much of this now that Shawn is leaving but docs did go in 8/5 - Shawn will talk to Sonya Prep nominations for 2024 EAB nominations @Cindy Wong MEDIUM STARTED (4/30) Nomination questions drafted (8/7) Target 10/1 for Call of Nominations UIUC Guidelines regarding content that ACO needs to adhere to (GDPR/Accessibility) - @Dina Meek @John Towns low started UPDATE (5/10): WE have received written markup on the privacy policy. John needs to get this to the CGC for reactions. 8/23/2023 - will meet with campus next time 9/27 - This is in regards to the privacy policy and this relates to GDPR interpretation by different institutions. 1/31/2024 Pending Cybersecurity guidance council Collaborating with ACCESS/Letters of Collaboration - @Dina Meek @John Towns low started UPDATE (5/24): Copy has been shared with John for review and EC edits 8/2 - John needs to review