2023-10-18 OpenCI Leadership Meeting Agenda & Summary

Agenda/Notes

1. Review Risks @Lavanya Podila

   1. review and noted what is still left to be changed
      
      

2. ACO Quarterly Report @John Towns

   1. https://docs.google.com/document/d/1QKHlgOqkAbdaFd6sL7enNikOUhtPhhz9/edit

   2. will update Risks Register to only ACO info and graphs

   3. newsletter and associated survey - there would be an embedded mini survey or separately?

      1. the first one went out in Access Advance - in early October

         1. only 1 person completed it - ~250 clicked through to it - but we should do better

            1. was the first question too complicated? you need to make sure it is easy

            2. need to show them how long it will take

         2. we may have to send a stand alone email

         3. Is it getting buried in the newsletter?

            1. people read a newsletter to get news

            2. it is not good practice to have a survey in a newsletter - it gets lost

         4. send out a second email specific to the survey

      2. Dina plans to do this quarterly

         1. PEP says how often to do it - need to double check

         2. PEP period is Quarterly

      3. could this be included? https://docs.google.com/document/d/1pZPm0QMqI9HCtPblyipla6YpAeg1zfrl/edit - John thinks service team satisfaction

         1. possibly include in appendix - attach for reference

      4. have any changes to John before 8 am tomorrow
         
         

3. Review ACO Metrics @John Towns

   1. https://docs.google.com/spreadsheets/d/1j8X1aFKwXQJ90mMi4grYuWnzDisi8qb3jirc61hKCYY/edit#gid=314453872

   2. Shannon investigating this to see if it can be managed in Jira
      
      

4. Review Outline for Mid Year Review @John Towns

   1. https://docs.google.com/document/d/1MRvwjVIP4O5elG3XqsTX9CGSCU6GLgucsNeKzEzSDTA/edit

      1. Are all the topics covered?

      2. Is the time allocated for each session appropriate?

   2. Outline needs to be sent to NSF by the end of this week.

   3. Decide slide count after we know what we will be including

   4. Mark high level priority items

   5. Should we show a chart or two?

   6. Assigned people to topics in the outline

   7. We need to make sure what we provide meeting the charge they have been given
      
      

5. Review Action Items @John Towns
   
   

6. Updates

   1. @John Towns

   2. @Shawn Strande @Cindy Wong

   3. @Dina Meek and @Kimberly Mann Bruch

      1. Quick walkthrough of changes to access-ci.org

   4. @Jay Alameda

      1. CB&E team met yesterday

         1. discussed improving diversity metrics based on users or usage by institution type (Carnegie classification)

            1. curious too if the diversity of non-stem users is different than stem users?

         2. reviewed https://access-ci.org/about/get-started/ , will bring feedback back to comms group - but reception was positive.

         3. of note: since so much is found by search, note that ACCESS cannot be found by searching for these phrases

            1. “free high performance computing”

            2. “free research computing”

            3. “free computing”

            4. Seems that some search optimization may be in order here.

         4. navigating resources is challenging, bringing back a software search would help

         5. diversity of resource providers: no MSIs are resource providers, curious if any have succeeded at CC* proposals? Suggest this would be an important and neglected axis of capacity building

         6. follow-on action items:

            1. add items to the engagement tracker post SC23 - stretching into CY2024.

            2. Ag reviewing demographic items in profile, with concrete feedback from CB&E team

   5. @Lavanya Podila and @Shannon Bradley

      1. @aco - what is the difference between

         • Archived ACO Action Tracker

         • Program Milestone Check

         • if they are the same - should the link to the left be updated?

         • if they are not the same should a page be made in confluence to manage the Milestone Check?

         • The ACO Action Tracker is solely to track the action items of the ACO and has more granularity whereas the program milestone check is for all the tracks and displays overall program milestones and is on a broader level. We can brainstorm on how we can embed this into Confluence, the way the spreadsheet is set up is it tracks milestones all the way till 2025 but only shows the next 90 days on the Dashboard.
           
           

      2. NSF Dashboard updated - NSF OpenCI Meetings

      3. Risk Register changes that were recommended last week are only missing the Auto Calculation part

         1. Shannon found the “How To” - https://community.atlassian.com/t5/Jira-Software-questions/help-to-multiply-value-of-2-custom-fields-in-Automation/qaq-p/1941363

         2. Asked if there was someone to help with this automation

• @aco - what is the difference between

  • Archived ACO Action Tracker

  • Program Milestone Check

  • if they are the same - should the link to the left be updated?

  • if they are not the same should a page be made in confluence to manage the Milestone Check?