2024-10-23 OpenCI Leadership Meeting Agenda & Summary

Decisions made during the meeting:

Agenda/Notes

1. EC Meeting Debrief

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

      1. reviews of program milestones are doing better as we use new formats

      2. in depth discussion of ticketing system at EAB meeting - long follow up review in meeting

      3. system status group news is being shared in an Affinity Group now

      4. please look at system/process document the EC is reviewing - ACCESS System Status News Policy, Tools, and Best Practices | Operations

      5. template changed for agenda to have NSF updates on a regular weekly basis

      6. EAB members - is there a way to get staggering at this point? we are at midpoint - will refresh EAB for second half of program will probably be the reality of what will happen

         1. will need to review EAB charter on staggering appointments - practice and policy

2. Quarterly Report

   1. Timeline -

3. Summary, Decisions and follow up from Sept Quarterly Meeting - September 25 - 26, 2024: Is this correct and can the to do items be put into task tracking:

   1. Key Points:

      1. Welcome and Introductions: New members such as Lisa were introduced, and the agenda for the meeting was reviewed.

      2. NSF Update: Updates about the National Science Foundation were discussed briefly.

      3. Development Updates (What's Everyone Developing Pt. III):

         • Teams provided updates regarding ongoing and upcoming projects in various areas, including Allocations, Support, Operations, Metrics, and On-Demand services.

         • Significant focus was placed on the need for collaboration and efficiency in various projects.

      4. Discussion on Student Participation and Experiences:

         • Students from the University of Kentucky reported on their contributions to ACCESS, focusing on the documentation and resource management.

         • Encouragement for student internships and support programs was reaffirmed.

      5. ACCESS-Wide Metrics Evaluation:

         • Discussions revolved around proposed updates to ACCESS metrics, emphasizing the need to revise and improve how success and efficiency are measured across projects.

      6. Democratization Plan Review: Updates on the DEI (Diversity, Equity, and Inclusion) working group's efforts were presented, with engagements from various members for feedback and alignment with the organization’s metrics.

      7. Landing Pages for User Personas: The proposal for creating persona-based web landing pages to improve user experience was introduced, focusing on better navigation and accessibility to resources.

      8. Resource Catalog Update: Current efforts were discussed to centralize data access and improve the accuracy and availability of resource information.

      9. Innovative Pilots Discussion: Concerns regarding the incentive structure and user experience related to pilot programs were analyzed, emphasizing the need for clear communication and understanding of processes.

      10. Networking Opportunities and Collaboration Improvements: Discussions highlighted the need for better communication and understanding among teams to eliminate overlaps and enhance collaborative efforts.

      Decisions Made:

      • Continuous updates and engagement with teams regarding projects and metrics are necessary.

      • A decision was made to keep the "What's Everyone Developing" session as a standing agenda item for future meetings.

      • A commitment to exploring better documentation and communication strategies within the organization was reaffirmed.

      Action Items:

      1. Follow Up on Collaborations: Teams were tasked to identify overlapping efforts and explore ways to collaborate effectively. - Comment

      2. Student Program Enhancements: Continued recommendations for enhanced internship and training opportunities for students were encouraged. - comment

      3. Metrics Improvement: Evaluation team to revise metrics based on feedback received to better align with organizational goals. - being worked on - John presented to RAC and they have feedback

      4. Persona-Based Pages: Workgroups to finalize the development of persona-specific landing pages and improve navigation accordingly. - Done per Dina

      5. Documentation Process: Establish a comprehensive process for creating and updating cybersecurity documentation and training materials. - Needs to be a discussion topic on EC agenda

         1. could this be something that is tracked in the PAP/Milestones? Thru Charters?

         2. discussed in-boarding/on-boarding/off-boarding documentation as well was of interest

         3. we don’t have a single place on the wiki where we maintain policy documents

         4. as primary policy documents are completed - we need to put them in a repo where they will be maintained long term with references available

      Closing Remarks:

      The meeting concluded with a focus on improving communication, collaboration, and resource accessibility across teams, emphasizing sustainable practices for enhancing user engagement and support within ACCESS. The next quarterly meeting is anticipated with the hope for continued progress on discussed initiatives.
      
      

4. Review Action Items

ACO Easy Access Page -

Review Quarterly Meeting To-Dos - Feb 2024 and June 2024 (do these next meeting - they are in wiki pages)

ACO To Do Items - full list

3. Updates

   1. @John Towns - no update

   2. @Chuck P - no update

   3. @majumdar - no update

   4. @Cindy Wong

      1. Vacation starting next week Oct 29 - Nov, 14

      2. EAB nominations link is live and pending Comms release

         1. Need to ensure there is a structure in place for nominating “someone else”

      3. RAC meeting planning in place for Spring 2025

   5. @Lavanya Podila

   6. @Kimberly Mann Bruch

   7. @Dina Meek

      1. Lots of work on SC activities and promotion

      2. Web Presence Group to be planning rest of PY3 activities

   8. @Shannon Bradley

      1. Vacation

      2. Changed settings on EC To Do / Milestones - permissions were not allowing deletes or create new - have been updated

      3. Reviewing notes of previous meetings held while I was on Vacation

      4. Quarterly Report Work
         
         

Next Meeting: 30th October 2024

Reference

ACO Weekly Updates

ACO Vacation Schedule