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Attendees:

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

Agenda/Notes

  1. Debrief on EC meeting John Towns  

  2. Review Action Items John Towns

Topic

Responsible Persons

Priority

Added

Needed By

Notes

Acceptable Use policy - Inform during next week's CGC meeting

John

“Note: This policy is awaiting formal acceptance by the ACCESS Cybersecurity Governance Council.” John to bring this this topic during next week’s CGC meeting

ACO Supplenent Request

Ron

High

03/21/2023

3/31/23

Code of Conduct Discrepancy

Jay

High

03/21/2023

John’s suggestion - Using inspiration from Tim A's slide on “how to do it”, we can create a simple slide and add to the code of conduct

WG and Committees Discussion

All

High

03/21/2023

Next step is for ACO to circle back to WG's, bring all WG's together and have a conversation to ensure alignment?

Update the program wide meeting agenda

Lavanya

Medium

03/21/2023

(2 annual meetings) wherein WG and committee reps to provide a 10 minute update

IPR Q4

All

High

03/15/2023

04/10/2023

Needed by 3/24 for John to make first pass

Invite ACO reps to awardee meeting

Lavanya

High

03/15/2023

Asked Amber working on it

Risk Identification

Ron

Medium

01/11/2023

3/3/2023

Risk register populated with ACO risk summary info. Each owner needs to complete the details of each risk.

UIUC Guidelines regarding content that ACO needs to adhere to (GDPR/Accessibility)

Dina

Low

01/25/2023

Dina to confirm with Illinois security team - 3/15

Collaborating with ACCESS/Letters of Collaboration

Dina

Low

01/10/2023

Dina and John to meet on 3rd March, Update ACO website on how to request letters of collaboration

All ACCESS paper for PEARC

John

Low

01/24/2023

04/21/2023

Submission deadline is April 21

Near-Term ACO Deliverables

Deliverable

Due Date

Owner

State

Start-up

Establish an OpenCI Performance Management Plan

7/31/2022

Ron Payne

Started

Establish collaborative plans for ACCESS Community-Building efforts

7/31/2022

Jay Alameda

Started

3. Updates

  • EAB Updates Shawn Strande

  • Evaluation Update Lizanne DeStefano (Unlicensed)

  • Communications UpdateDina Meek

    • Comms Plan

      • Should I be updating this as of May 1, 2023? What’s our PY?

    • Newsletters/Emails

      • Anything, in particular, we want ACCESS staff to know? 

        • I will be submitting to Hannah on behalf of ACO for next newsletter

    • Events

      • ACCESS Brochure - ACO section for review

    • https://docs.google.com/document/d/12n5jUXWJEVzbXC0I5YdAU1DJ8-fTZRUf1lQ06C--T6s/edit?usp=sharing

      • I think it’s in pretty good shape, still, but do we want to update the last paragraph or anything else?

        • Please use Comments or Suggesting mode to update by 4/5

  • Community Engagement UpdateJay Alameda

    • Discussion items:

      • From group meeting:

        • Funding to support ACCESS engagement in community events?

        • Support in group for intentional, well-planned community engagements.

      • Community Events

      • Best practices for DEI in high performance computing: “Principles of DEI”

      • Researcher Advisory Board

      • Cross program authentication

        • good news: basically working

        • bad news: integration still needs work

      • Annual ACCESS Community Report: can I have a pointer to what this is supposed to contain?

      • Would it be worth considering an ACCESS plumbing diagram (to identify functionality locations and information pathways)?

  • Project Office & Tools Update Ron Payne

    • ACO Risks have been added to the Risk Register, full details need to be completed by risk owners

      • Confluence cheat sheet for Risk Register being created.

    • PY1 Finance analysis

      • ACO is ~$400K underspent through Feb 2023

      • Ron is assembling contributing factors to the underspend and will be reaching out to SDSC and GA Tech with any questions and clarifications.

      • We’ll need to have a plan for addressing the underspend that can be added to the Q4 report and included in the presentation provided to the NSF panel.

    • Performance Management Plan

      • is all input complete?

    • Version 3 of PEP submitted to Tom G for review.

    • New ticket system goes live on Friday 24 March - tool is setup, training sessions complete, and agents are reviewing the tool (146 agent licenses used / 200 licenses procured)

    • Supplement for in-person meetings being written and supplemental documentation collection in process.

    • Program Milestones

      • Dashboard completed and presented to the EC.

      • EC to start using it as of next EC meeting.

Misc Topics

  • (John) Preparing the Supplemental Request: What do we need to do as yet?

  • (John) DEI: Are we handling this appropriately?

Reference - ACO Action Tracker

Next Meeting: 29 March 2023

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