2024-10-29 ACCESS EC Meeting Agenda & Summary

Attendees:

• RAMPS: Stephen Deems (v), Dave Hart

• MATCH: Shelley Knuth (v), Alana Romanella

• CONECT: Tim Boerner (v), Leslie Froeschl

• MMS: Tom Furlani (v), Joe White

• RP: Jeremy Fischer

• EAB: Chuck Pavlovski

• OpenCI: John Towns (v), Amit Majumdar , Lavanya Podila, Lisa Kaczmarczyk, Shannon Bradley

• NSF: Sharon Geva, Puri Bangalore

• Guest Speaker:

(v) indicates a voting member

Decisions made during the meeting:

Agenda/Notes

1. Approval of summaries from prior EC meeting @John Towns (5 mins)

   1. 2024-10-22 ACCESS EC Meeting Agenda & Summary
      
      

2. Operations System Status News Policy Review - @Tim Boerner @Leslie Froeschl

   1. Operations has adopted ACCESS System Status News Policy, Tools, and Best Practices: https://operations.access-ci.org/system_news_policy . As of October 2024, ACCESS Operations applies these elements to infrastructure it operates. If you are interested in receiving system status news emails, join the ACCESS System Status News Affinity Group at https://support.access-ci.org/affinity-groups/access-system-status-news

      1. Next step: Operations invites agreement that all ACCESS projects will use the methods outlined in the policy to publish outage information for any ACCESS infrastructure elements they operate so we can be sure all outage information is published/distributed to the affinity group.

      2. Discussion:

         1. This is “Opt In” service

         2. Trying to share knowledge of outages - people have mentioned it is difficult to know when there are outages

         3. For RPs - it is required - but process has not been taken to the RP forum yet to review

      3. Will go to RPs next
         
         

3. EC Program Milestones @John Towns (5 mins)

4. Tapia Conference 2024 @John Towns @Stephen Deems @Lavanya Podila (15 mins)

   1. Tapia debrief

   2. Should we attend next year? and in what capacity - ACCESS booth, BOF’s, posters?

      1. For the investment it is worth it

      2. There are students eager to talk and discuss internships

      3. Next year talk to RPs about what the have at their program sites early - so we have more to talk about to the students

         1. make a catalog or have promotional materials next year

      4. Willing to pay with XRAS again next year

      5. Sharon - are there specific goals for attending conferences?

         1. is there a more structured result that should be delivered?

         2. There seemed to be more people looking for careers rather than resources - we need to focus on what our audience is - people who will use resources

         3. Is this a good place to get users?

      6. Students had no idea that ACCESS was available for them to use - very good discussion of how to get them involved in ACCESS

      7. If the booth is primarily a place where students look for internships - we could provide a list of RPs who are looking for students

      8. Centers have issues with SC - if you don’t show up, people think something is wrong and something is happening
         
         

5. Generation of training videos and ways to get feedback from other teams @Shelley Knuth (20 min)

6. Communications points of contact at RP and CiDER? @Jeremy Fischer (5 min)

   1. From Jeremy: There's been some questions from Dina and Kim about contacts at the RPs for comms and highlights and such. I know there was/is a place in CIDeR for it - I wanted to discuss if the plan is still to put all of the contacts for RPs into CIDeR and if there's a process/plan to talk about for it.

   2. There once was a spreadsheet - it is probably out of date

   3. There were plans of putting it in CiDER - and there is a place for it to go

   4. Should do a coordinated update of the sheet

   5. @Leslie Froeschl will reach out and get discussion started

   6. Comms probably is not familiar with CiDER and may need training
      
      

7. EC Meeting To Dos:

   1. Review of Action Items from Quarterly Meetings -

      1. Feb 2024 Quarterly Meeting - Background notes on To Do Items: 2024-February Quarterly Meeting - To Do Items

5. Informational Items (10 mins)

   1. RP Forum @Jeremy Fischer

   2. Allocations Stephen Deems

      1. our first On-Ramp is live!: https://rmacc.org/accesson-ramps

   3. MATCH Shelley Knuth/Alana

   4. CONECT Tim Boerner/Leslie

   5. MMS Tom Furlani

   6. EAB Chuck Pavloski

      1. report from EAB is in process from quarterly meeting

      2. nominations for EAB replacements is started

   7. OpenCI John Towns

      1. any follow up from RAC - metrics and goals follow up discussion? John handling separately

      2. https://access-ci.atlassian.net/browse/ATT-153

      3. Shannon:

         1. The discussion regarding the Panel Review Summary was to have been moved from 10/1 to 10/8 – but I don’t see a discussion regarding this in any of the notes since then - still needs added back

            1. Let Sharon and Puri know if they should not attend

         2. EC Charter charter – @Podila, Lavanya was to go through and accept all the changes and then make a new document that contains the newest verbiage.  I don’t see an email or a reference regarding the updated doc in meeting notes. - done

         3. @Towns, John W – you were going to draft an email to the EC regarding the differences between the responsibilities of a meeting chair and a meeting facilitator – has this been created? - done

         4. @Chuck P – how can I help you find a representative from a Standing Committee to come to next week’s EC meeting?

   8. NSF Sharon and Puri
      
      

Misc Topics:

Next EC Meeting: 5th November 2024

Reference:

Risk Register: https://access-ci.atlassian.net/jira/core/projects/RR/board

Project Change Request: https://access-ci.atlassian.net/jira/core/projects/PCR/board