2023-03-01 OpenCI Leadership Meeting Agenda & Summary

Attendees:

Present: Jay Alameda, Cynthia Dillon, Shawn Strande, Cindy Wong, Ron Payne, Lizanne DeStefano, John Towns, Dina Meek, Lavanya Podila

Agenda/Notes

Debrief on EC meeting @John Towns
Review Action Items @John Towns

Topic	Responsible Persons	Agenda Item Type	Priority	Added	Needed By
Working Group Roadmaps	John/Shawn	Discussion	High	02/21/2023
All Staff locations and time-frame	Lavanya	Action Item	High	02/21/2023
Draft 1-pager for funding request for all program meetings, to be sent to Tom for consideration	John	Action Item		02/15/2023	ASAP
Schedule bi-weekly meetings with the awardees	Lavanya	Action Item	High	01/31/2023
All ACCESS paper for PEARC	John	Discussion	Low	01/24/2023	??
Collaborating with ACCESS/Letters of Collaboration	Dina	Action Item	Low	01/10/2023
Risk Identification	Ron	Action Item	Medium	01/11/2023	3/3/2023
UIUC Guidelines regarding content that ACO needs to adhere to (GDPR/Accessability)	Dina	Discussion	Low	01/25/2023
Code of Conduct complete w/ombudspersons identified and incident reporting in place.	Lizanne	Action Item	Medium	2/1/2023
Define WG vs Committees for the program	Ron	Action Item	Medium	2/16/2023	2/27/2023
"What is ACCESS" presentation	John	Action Item		2/16/2023

Near-Term ACO Deliverables

Deliverable	Due Date	Owner	State
Start-up
Establish an OpenCI Performance Management Plan	7/31/2022	Ron Payne	Not Started
Establish collaborative plans for ACCESS Community-Building efforts	7/31/2022	Jay Alameda	Started

Project Year 1 Deliverables

PY1 Annual ACCESS Community Report	4/30/2023	Jay Alameda	Not Started
PY1 Annual: NSF Report May 2022-March 31, 2023	4/10/2023	Lavanya Podila	Not Started
PY1 Q4 EAB meeting	4/30/2023	Shawn Strande	Not Started
PY1 Q4 EC Meetings	4/30/2023	John Towns	Not Started
PY1 Q4 External Newsletters	4/30/2023	Dina Meek	Ongoing
PY1 Q4 Internal Newsletters	4/30/2023	Dina Meek	Ongoing
PY1 Q4 Risk Review	4/30/2023	Ron Payne	Not Started
PY1 NSF Review	4/18/2023	John Towns	Not Started

3. Updates

EAB Updates @Shawn Strande
Evaluation Update @Lizanne DeStefano (Unlicensed)
Communications Update@Dina Meek
- Website
  - Universal footer navigation
    - outside of Acceptable Use (created by the IAM WG), Support has its own Privacy and Conduct statements
    - Do we want to use what they have? Use it as a starting point?
    - Goal is for all sites to share the same ones
  - Our agency has been doing continuous accessibility testing (per John’s earlier inquiry)
- Events
  - Do we have a plan for PEARC?
    - I will organize around communications, materials, etc.
    - What are the expectations? Budget?
Community Engagement Update@Jay Alameda
- Working to support ACCESS exhibitions at community conferences
  1. AIHEC March 4-7, 2023
    1. Lead - Allocations
    2. Supporting:
      1. ACO - relevant exhibition collateral
      2. Support: CCEP opportunity
      3. Operations: STEP opportunity
      4. Metrics indicated they would prepare a flyer as well (no specific opportunity)
  2. Community events page started (based on Ag’s google sheet): https://access-ci.atlassian.net/wiki/spaces/ACP/pages/185663489
    1. Start planning process for each event, including consideration of what should we be doing with respect to evaluation.
- Coordinating with communications
  - Support for ACCESS Exhibitions
    - AIHEC (see above)
    - Tom G - Boise State, March 28
  - Exhibition kit
    - Content
    - Request process
Project Office & Tools Update @Ron Payne
- Performance Management Plan outline started. Draft to review expected next week.
- Reminder to identify risks for population of the Risk Register
- Initial soft launch RP agents added to JSM this week.
  - Total number of initial RP agents is 106+, total initial agents is 250+

Reference - ACO Action Tracker

Next Meeting: 8 March 2023