2024-05-29 OpenCI Leadership Meeting Agenda & Summary

Owned by Lavanya Podila
Last updated: May 29, 2024 by Shannon Bradley
3 min read

FYIAttendees:

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

Decisions made during the meeting:

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Agenda/Notes

  1. EC Meeting Debrief

    1. 2024-05-28 ACCESS EC Meeting Agenda & Summary

  2. PEP Status

    1. ( FYI: placed in Confluence and in Google Folder)

    2. Submitted to NSF - no comments yet

  3. Annual Review Prep (Jun 6-7, 2024)

    1. Dry run a week from today

    2. @Shawn Strande - add a slide to the deck that points to the materials for the reviewers and summarizes what is in the folder

    3. Make sure slides are ready to go by then - we will put a fresh copy of the slides the night before

      @Shannon Bradley - remove watermark from presentation

    4. Reviewer folder has information for the reviewing team - https://drive.google.com/drive/u/0/folders/15ghEVUJFl2gGKQLEtb06KXe4KiIsXxCj

    5. We have not gotten the zoom coordinates for the meeting from NSF yet

  4. Quarterly Meeting Agenda (Shawn)

    1. June 2024 (Virtual) ACCESS Quarterly Meeting - email sent to teams and this page shared

      1. Agenda - https://docs.google.com/spreadsheets/d/1KdX-kQnnl7tdudbr6q3UaMs1uV7Q5_eNFXhIFI4wUlU/edit#gid=760193413

    2. Shawn working on an email to tell people what to expect and call things to their attention the items that are different

      1. Open Mic - we need to have a sign up sheet

    3. Review agenda

    4. Zoom Logistics - 1 for day 1 and 1 for day 2 - for parallel sessions will use breakout

      1. make 2 breakout rooms and allow people to choose - main room needs someone to sit and monitor the room

      2. Zoom Links will be provided ahead of time

      3. Cindy made slides with Zoom Logistics and Code of Conduct to run for main room

      4. Meeting Notes - how to manage

      5. Onboarding and In-Boarding - how to structure session

        1. XSEDE

          1. Every WBS element had an Onboarding element - here is what you need to know

          2. Anyone who comes in traces down the WBS to get to their level- people only have to worry about only their stuff

        2. Different implementation - the NCSA Onboarding path

        3. Have a mix of general and specific workloads

        4. Shows what people do on any of the teams

        5. People - need to know who to go to for information or decision

        6. People - don’t have the information to do their job

        7. Ask - what do they need and what would they like to see for the Access Program

        8. Break people into groups - discuss and have people capture ideas of what they would need

          1. use Miro Board or Jam board for breakout rooms - Cindy will need to figure out if they can breakout from a breakout

            1. https://jamboard.google.com/?pli=1

            2. A Collaborative Digital Whiteboard for Teams | Miro

      6. Breakout Rooms need to have a facilitator and a note taker

      7. Website Session

        1. all info is in a folder - people will need time to review all this data ahead of time if we anticipate them needing to have read it

        2. Need to synthesize it into a few key points to discuss at the meeting - 5 or 10

        3. Meeting needs to rank/prioritize them for which to tackle in what order

 

  1. Coordinating the milestones from the PEP with the Goals in the Metrics sheet

    1. formulating the next step for merging the metrics we are tracking in our ACO Metrics sheet: https://docs.google.com/spreadsheets/d/1j8X1aFKwXQJ90mMi4grYuWnzDisi8qb3jirc61hKCYY/edit#gid=314453872

      With the Milestones from the PEP: https://access-ci.atlassian.net/wiki/spaces/ACP/pages/639139858

      Has any thought been put into how those three goals and the associated metric fits with our Quarterly Milestones?

    2. Start by looking at table 8.1 in the PEP - make sure all align next

    3. Then see if/what is missing from the Metrics Spreadsheet

  2. Review Action Items

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

  3. Updates

    1. @Shawn Strande

    2. @Cindy Wong

      1. EAB when to meet sent out - but the dates that work for the majority of the EAB - does not work for John or Shawn

      2. Possibly go with June 18th and see if others can make it for part or be ok if they miss certain sessions

    3. @Kimberly Mann Bruch

    4. @Dina Meek

    5. @Lavanya Podila

    6. @Shannon Bradley

Parking Lot

 

Next Meeting: 5th June 2024

Action Tracker:

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

Reference

ACO Weekly Updates

ACO Vacation Schedule