2024-10-28 NSF - OpenCI Meeting Agenda & Summary

Decisions made during the meeting:

Agenda/Notes

1. Updates from NSF (5 mins)

   1. Interested in how each of us are doing in our coordination duties

   2. As people are updating - indicate how we are doing as we interact across teams

2. What have we heard from stakeholders? (5 mins)

   1. John - NAIRR interactions

   2. Chuck - EAB last monday

   3. Shannon - working with Science Gateways proposal for NSF 24-109 Dear Colleague Letter: NAIRR Pilot Expansion: Researcher Training, Community Outreach, and Classroom Education - which will end up mentioning ACCESS

3. Follow up Questions on Task

   1. https://access-ci.atlassian.net/browse/ATT-133

      1. did one of these not long after ACCESS started - in early 2022

         1. Sharon would like a link to that webinar

      2. Zoom.gov on a government page

      3. to raise awareness

4. Area updates (10+ mins)

   1. ACO

      1. wrapping up Quarterly report this week

      2. Working to get action items in front of EC better; will be adding to EC Action Items list and they will get reviewed regularly in EC meetings.

         1. being more deliberate on reviewing milestones and to do items weekly

      3. What ones are making their way into the general milestones or into the risk register - some could be program wide and is everything floating up to be evaluated?

         1. should there be a discussion of what to make visible in the general risk register or the general milestones

         2. Chuck is working with Standing Committees and Working Groups

         3. Risks: John will be having a discussion about risks at a program level

            1. it is currently no one’s responsibility to manage those

         4. Action items and To Dos - we are going through and pulling things out of older documentation to make sure things are not going between the cracks

   2. Evaluation

      1. will see work in Quarterly Report

      2. preparing questions for next year’s survey for early next spring

      3. will be meeting on Wednesday

      4. How will interaction go with RAC?

         1. Laura had invited RAC members to engage - and we are not sure who has responded

         2. Amit will talk to Dave to check on update/follow up during the Wednesday meeting

         3. Cindy has gotten RAC topic suggestions - it does include metrics again as topics for next meeting

   3. Communications

      1. Ticketing - there are ongoing discussions about the “doorways” to the ticketing system. These entryways are by design.

         1. We are reviewing to make sure our doorway look and language align

      2. SC preparation

         1. is there a list of ACCESS adjacent activities? yes it is being gathered

            1. including booth activities

   4. Project Office

      1. auditing meeting notes, quarterly meeting notes, etc. to make sure all follow up items are / were captured and are being followed up on

      2. working on automation for reminders in the Jira task tracking system

      3. quarterly report sections and collation as a whole

      4. reviewing metrics and KPIs to continue to update how we report, evaluate, and track them - looking for ways to improve processes

         1. so far it does not impact PEP

         2. will not be changing the PEP until we are looking at program wide goals and metrics

      5. SC preparation

      6. Collaboration with other teams - sent quarterly meeting surveys to the agenda planning group and plan December meeting

      7. Will send survey notes to EC

      8. Met with Support and Operations to discuss storing their documentation on the wiki - and working on permissions settings

   5. EAB

      1. Nominations Open and Live: https://access-ci.org/its-time-to-nominate/ (closes Nov 27)

         1. EAB nominations will also be promoted in the newsletters going out this and next week)

      2. Current group ends Dec 31, 2024 - new group begins in 2025

      3. Sharon - when EAB report comes out - Sharon will be looking to see if people misunderstood “ownership” of things regarding ticketing - this may need to be mentioned and discussed again

Next Meeting: 4th November 2024

NSF Meeting Tasks To Do