2024-03-20 OpenCI Leadership Meeting Agenda & Summary

Agenda/Notes

1. EC Meeting Debrief

   1. 2024-03-19 ACCESS EC Meeting Agenda & Summary

      1. staff recognition - had to parking lot the issue due to time - transferring point person from John to Dina

      2. need to design a process for handling this

         1. scope, goal, purpose - policy

         2. individual and team successes

2. Annual Review Prep

   1. Review materials

   2. https://docs.google.com/document/d/1bRWxdPuwjDM9qjbwYKf8x5SLCvM3d_J8Smlh-qedadE/edit#heading=h.evt0jtqjo3g1

      1. April 5 - deadline for report to be delivered to NSF

      2. They asked for blackout dates - John pulling blackout days together

      3. Need to get this out to the EC - John will contact them

      4. Quarterly report - due today!
         
         

3. Review Action Items

   1. Archived ACO Action Tracker | :check_mark: ACO Meetings To Do Items

      1. Action Items from Quarterly - need to review and get on EC meeting to determine point people

         1. 2024-February Quarterly Meeting - To Do Items

         2. Shannon move action items to Jira

      2. We need to make sure the annual shared presentation template is exciting and engaging

         1. https://docs.google.com/presentation/d/1fv9Yqx8R9gdKiDDJ4DUPldgyO23DvJhJ/edit#slide=id.p1
            
            

4. Updates

   1. @John Towns

      1. ACCESS Metrics and KPIs - new tracking database demo in Confluencehttps://access-ci.atlassian.net/wiki/spaces/ACP/database/533364738

         1. should we include target goals column

         2. add in data gathered columns

         3. look at previous XSEDE report for possible reporting structure

      2. Working on PEP to get to Sharon

   2. @Shawn Strande

      1. Quarterly Meeting Survey - formatting report and sharing

   3. @Cindy Wong

      1. EC agreed to host June 3 - 4 and December EAB meetings in conjunction with the virtual quarterly meetings (2 hours).

         1. Sept. in-person quarterly TBD due to the EAB meeting being virtual. May need to be scheduled outside of this.

         2. Question for @Lavanya Podila- do we have dates for the December meeting or is it still to be confirmed? Slack message noted first week of Dec., so just checking.

      2. Reached out to Allocation and Operations team on who within their team should be included in the one-on-one EAB meeting one hour meetings.

         1. Scheduling will be postponed until NSF Annual Review dates have been confirmed for each Service team.

   4. @Dina Meek

      1. Should our language in the Quarterly Report allude to the rest of the year?

      2. Should we be planning to go to SC?

      3. I have travel plans May 2-6…should I hold due to Annual Review?

   5. @Kimberly Mann Bruch

   6. @Lavanya Podila

   7. @Shannon Bradley

      1. https://access-ci.atlassian.net/browse/ATT-3

         1. Investigation yields: You can set notifications, but you have to set your own. If someone specifically wants to know when changes are made to the Engagement Tracker they make them personally. Dina would need to set her own notification to know when someone made changes to the tracker - and then follow her own workflow.

         2. You can also write Google Scripts or use a 3rd party application to send notifications

            1. Install Sheets: Google Sheets™ Notifications and Reminders for Email, Slack, Microsoft Teams, Discord and Google Chat™ based on updates, form submissions or dates.

            2. https://workspace.google.com/marketplace/app/check_sheet_notifications/239755856136

      2. Decision Frameworks: https://trello.com/c/taFkJ4EC

         1. Decision Making Frameworks