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Attendees:


Canonical Meeting Template (as a reminder):

1. Review of meeting agenda
2. Addressing issues

  • Description/Status of issue
  • Review of action items from previous meeting if any
  • Recommended actions and discussion of same
  • Close issue or identify next action items

3. Status updates from SMT members

  • Status update on significant activities
  • Review of prior open issues if any (and not addressed earlier in agenda)
  • Identification of new issues if any (and not addressed earlier in agenda)

Agenda/Notes

1. Review of Meeting Agenda: Any comments/additions? 

 

2. XSEDE2 Reporting (Karla Gendler

Previously:

  • Previous discussion archived: SMT Meeting - January 4, 2018
  • (1/4) Karla - end of January is the end of a quarter. February 1st begins IPR5 and due 2/15. Then will move into PY8 Planning through the Quarterly Meeting draft due to XAB 4/10 (meet 4/17). Starting May write RY2 annual report
  • (1/18) Karla - IPR5 is coming up and due 2/15 to NSF. Monday 1/22 email will go out, so work with your area PM. Risk review also underway, see email from Kandace. Planning will begin immediately after reporting. Will write mid-year review panel response document as well.
    • (1/18) John - Bob hopes to get us the document by 1/19; might be good to get that done early to prevent overlap
  • (2/1) Karla - IPR 5 begins today, work with your PM. 100% of risks reviewed. PY8 planning email coming soon.
  • (2/15) Karla - IPR w/John and should be submitted soon. PY8 Planning is next in preparation for the Quarterly presentations
  • (2/15) Lizanne - ACTION meeting with John needed
  • (3/1) Ron - detailed update at the Quarterly. Updated 5% template for Planning slides

Discussion:

  • (3/29) Karla - PY8 Planning Process in motion in preparation for the XAB meeting. Also getting feedback from SPF and UAC

Decisions:

  • note

Actions:

  • Maytal requested a Quarterly Leadership Radar identifying major project level activities, new tools/functionality released, etc. - Ron to proposal options to serve the need


3. XSEDE2 Acceptable Use & Privacy Policies (Gregory Peterson

Previously:

  • (2/2) Greg provided the proposed AUP and Data Sharing and Privacy Policy for the SMT to review. 
  • (2/15) Dave - change the presentation to be clear that the rules applied regardless of where or how you use your XSEDE account 
  • (2/15) Greg - periodic review is necessary
  • (2/15) John - should indicate last review date
  • (2/15) Greg - data sharing and processes
  • (2/15) John - statement about personal identity...data is provided to XMS team and available through XDMOD. To what extent does this cover that? Do we explicitly cover data that is stored in XDMOD? Data sensitivity has changed in the past 7 or 8 years. 
  • (2/15) Sergiu - where will this be published? Greg - in operations, also put in AUP area, etc.
  • (2/15) Dave - privacy vs. sharing
  • (2/15) Craig - defining expectations of what privacy are
  • (2/15) John - would be good to get clear guidance. Accept subject to followup discussion about data provided to XMS group
  • (2/15) Dave - approve separately so that we could move on the acceptable use policy
  • (2/15) no objections, acceptable use policy accepted
  • Request to discuss posting, distribution and dissemination of the AUP and Data Sharing/Privacy Policy. (Dave H)
  • (3/1) Victor - approved and will have Maytal post to website. Privacy policy separated and Greg instructed to get with Tom Furlani tomorrow. Will run it by Adam and Jim for suggestions on changes and notifications
  • (3/1) John - broad communication considerations. Banner message might be sufficient.
  • (3/1) Dave - Acceptable Use policy page banner as well. Documents for new awards as well.

Discussion:

  • (3/29) Greg - no concerns. Vote: all present vote in favor of acceptance of the Privacy Policies.

Decisions:

Actions:

 

4. XRAC Reviewer Manual (David Hart

Previously:

  • (2/20) Email with attachment from Dave H. to SMT mail list: 

As part of RAS efforts to increase recruiting for the XRAC, Ken and I compiled the attached "Reviewer Manual" to provide XRAC members with some common baseline information.

 Most notably, this document includes a Charter for the XRAC and the official XRAC COI policy—These sections have been updated for XSEDE from prior approved versions that I found dating back to TeraGrid. If there are more recent XSEDE-approved versions, we can replace those sections, if someone can send me those docs.

 So, while comments are welcome throughout, I think protocol dictates that the SMT should give formal approval to the Charter and COI policy.

  • (3/1) John - call to vote at next SMT in 2 weeks, so that everyone can review. Would be good if this had a DRAFT watermark. Considerations for alternate list and guidance for what to send will be discussed at the Quarterly
  • (3/1) J Ray - SPF meeting next week and will have review of this on agenda
  • (3/1) Nancy - reference to COI appendix that is off (E vs. F). What about using NSF COI rules?

Discussion:

  • (3/29) Ron - John provided feedback; conversations with Bob as well. Getting feedback from XRAC by next week.

Decisions:

Actions:

 

5. XSEDE Staff Code of Conduct (Ron Payne

Previously:

  • (3/27) Update sent to SMT, via email, on UIUC Title IX and Legal feedback. 

Discussion:

Decisions:

Actions:

 

6. PIF Submissions Review (Ron Payne

Previously:

Discussion:

Decisions:

Actions:

 

 

Status updates

Follow this basic outline:

  • Status update on significant activities
  • Review of prior open issues if any (and not addressed earlier in agenda)
  • Identification of new issues if any (and not addressed earlier in agenda)
  • Identification of recent improvements implemented

Updates from SMT members:

  • PI (John/Ron) - 
    • XAB face-to-face scheduled for 17 & 18 April in Rosemont (Chicagoland). Main topics will be PY8 Plan review and preparation topics for June NSF Review. 
    • Brief discussion also about terms for XAB
  • CEE (Kelly) - Code of Conduct, are there two? ACTION Kelly to follow up with Linda to compare the one approved
    • Email with Kelly, Sergiu, Tom - not clear why this wasn't in PSC's original budget ACTION Sergiu; however, shouldn't be held up for the monthly workshop series and should be funded immediately
  • ECSS (Nancy/Sergiu) - PY8 text and plans w/staff and how to implement priorities, upcoming evnets, JIRA check, adaptive reviews (550+)
  • XCI (Dave L/Craig) - 
  • Ops (Greg/Victor) - PY8 plans, Victor working with non-FTE budget, DUO licenses
  • RAS (Dave H/Ken) - 
  • Program Office (Ron/Laura) - 
    • 14 of 18 PY7 Part 2 Amendments fully executed. Remaining 4 are being worked with the sub-award partners.
    • PCR for the new KPI set has been submitted.
    • Staff Evaluation Policy team is officially assembled and underway. Looking to have a recommendaed policy and process proposal to SMT in the June/July timeframe. Lorna, Julie, Phil, Rich, Dana, Ron on the team that has formed in response to the staff climate survey, so that staff can have an XSEDE evaluation
    • ER prioritization will be added to SMT agenda, as needed, to strengthen the SMT involvment in ER's marketing and communication activities.
    • Reminder: Record improvements: https://docs.google.com/spreadsheets/d/19YRAPeAForh5I9Xvhj8nKjROe3-JN7a1caLYbNamPaw
    • Reminder: Enter Publications in XUP
  • SP Forum (J Ray) - 
  • UAC (Emre) - have information from Ken on new membership recommendations from NSF. Will schedule a spring meeting soon.
  • PM&R (Karla/Scott) - 
  • NSF (Bob) - 

Next Meeting:  April 12, 2018

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