2023-12-13 OpenCI Leadership Meeting Agenda & Summary

Agenda/Notes

1. Updates from the EAB/PI Meeting last week @John Towns @Shawn Strande (15 mins)

   1. chair and co-chair are drafting recommendations to give to us - want to have it done before Christmas

   2. we will review and bring to EC for review

   3. John and Shawn will be reviewing notes and making a doc that EC can review and add notes to next week

2. Discuss Website Focus Group/Assessment @Dina Meek (30 mins)

   1. SGX3 will do a presentation on focus group for the website in EC meeting next week

   2. KPI states - will do user group every 6 months

      1. have had some issues getting this done - we have had some relaunches

   3. Charter for Web working group - discussion about strategy vs updating tasks/technical implementation and what their focuses should be

      1. EC should make clear what this group should do

   4. This impacts getting web pages aligned

      1. how can we be more dynamic for page updates?

         1. we could hire an agency to manage all this - but our pages are built on different back ends - all would need to be ported to a single back end
            
            

3. March Program Wide Meeting @Lavanya Podila (15 mins) - Quarterly Meetings

   1. Discuss potential location options and present to EC next week?

      1. Tempe AZ

      2. Chicago - if we use Big Ten center it could be free to us (need to schedule soon)

      3. Possibly Indianapolis

   2. Audience - PIs/Co-PIs and leads similar to Boulder meeting?

   3. Will there be a full day EAB meeting as well? day or day and a half program wide quarterly

   4. Lisa - will all the PIs be willing to attend in person?

      1. depends on schedule - we need to get it on calendars - schedule for EC meeting next week

   5. Earlier in March

      1. week of 4th? Tues Wed Thurs, March 5, 6, and 7 ?

         1. leadership would be in a different meeting

         2. rest of EABs will be virtual

      2. Week of 18th is bad for Shawn and Cindy

      3. CASC meeting - March 12-14

      4. Annual Report - ideally we would review with EAB before submission

4. Next Steps after Mid-Year Review @Lavanya Podila

   1. need to have program wide meeting before review

   2. will also have a quarterly report due - end of Dec gets returned in January

      1. should include Metrics - we should start talking about them at next week’s meeting

   3. We may not get input back and be able to start addressing things until probably January

      1. we should start drafting our responses to that report

      2. Where is google doc from the review where we can start collaborating? - we don’t have one yet

      3. Would this include the request for additional/supplemental funding?

5. Review EC Milestones - https://docs.google.com/spreadsheets/d/12sZ2sS2Zx0O7-WIvdZg6EBhyVYEgBw1mvzm_PamxcIQ/edit#gid=0 (is this the right link?)

6. Review Action Items - google list has been migrated

   1. put remaining ones on Action Tracker in Confluence -

      1. Archived ACO Action Tracker

7. Updates

   1. @Shawn Strande

      1. Eval working group

         1. IRB - sending in draft surveys for approval - needs to be close or you will need to do amendments

         2. Working on Surveys and how to send/who to send to

         3. Drafting research plan

         4. Calling to vote of Eval plan at 12/19 EC meeting

            @Lavanya Podila please add to EC agenda

   2. @Cindy Wong

   3. @Dina Meek

   4. @Kimberly Mann Bruch

   5. @Jay Alameda

   6. @Lavanya Podila @Shannon Bradley

Notes from Dina:

For convenience, here’s what I spoke on in our meeting today:

There’s much to consider in structuring any focus groups for our web presence including:

• Expectations per our KPIs

  • “User group focus group to be conducted every 6 months”

• The status of the Charter for the Web Presence WG

  • Feel the need to move from more technical management to strategic management

    • Some current team members aren’t comfortable with that

• They’d rather just be told what to do, not so much figure out strategy

• Charter indicates EC should assign more strategic folks to that group

• Work being done by the Personas WG

  • These could impact who we SHOULD be including in focus groups

• Updated websites being launched; Support’s recently relaunched and Allocations thinks theirs will be launched in January

• A proposal that I have from our agency to lead focus groups

• The proposal being presented to the EC on 12/19 from SGX3

I think we, as an award, need to be on the same page in how we want to execute. Please let me know how you’d like to proceed in discussing this.

• Integrating CITAP into the ecosystem - should the ACO develop a plan?

• Overview of how to make tasks and get them summarized on various pages/reports

• How to create summarized lists and include tasks