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Action Items:

Due Date
Follow up with Ken about discrepancy between reviewing rubric and instructions Robert Sinkovits 
Follow up with Ken about items that automatically make a proposal rejected being stated earlier in the proposal (ie declaring other supercomputing allocations, scaling document, etc) Robert Sinkovits 
Come up with a follow up process for staff who have been onboarded/offboarded Karla Gendler, Marques Bland 
Create a form letter that is a welcome letter to ECSS Robert Sinkovits, Philip Blood 
Create a new JIRA project for ECSS onboarding (perhaps Confluence template) Marques Bland 

ECSS ALL topics

  • Discuss reviews and the process of reviewing proposals
  • Discuss with staff about staff's autonomy/empowerment in managing their time working on a project. (Topic during ECSS ALL meeting)


Notes/ Discussion items:

  • The overall sentiment from the Focus Group was that staff is happy with their jobs. They realize they have a difficult job, but they enjoy the job they do
  • General discussion
    • Proposal Process
      • Perhaps have a ECSS all meeting and discuss reviews and the process of reviewing proposals
    • For L3 managers: if you have new ECSS staff, make sure they're aware of their ability to recommend ECSS support and their ability to have an active role in bringing projects to ECSS
      • Also, when new people are onboarded, we should make a more concerted effort to make sure the new staff is known throughout ECSS
        • Lonnie: we should do something more deliberate for onboarding
      • We need better communication between L3s and sub-award PIs 
        • If a new staff comes on board whose direct manager is not funded by XSEDE, we need to determine a way to handle that
      • Would it be helpful to make the onboarding process a JIRA process? Yes. 
        • Should we have a standard process for onboarding new staff? 
    • Project Assignments
      • Staff don't know there's a live dashboard for project assignments
      • L3 assigning projects should follow up and let people know how projects have been assigned 
    • Training
      • We do need to roll out the 10% training time to staff so that they're actually aware of how it works
      • Come up with ideas of how the staff can take advantage of the time
        • Getting a handle on travel budgets is a key piece 
      • Perhaps use a PIF to get a training session for the staff and have that attached to PEARC
        • The downside is that one side doesn't fit all
        • Also how many ECSS staff have funding to go to PEARC
    • Projects/PI Interactions
      • We need to come up with a better "break up" process to just cut off a project that is constantly requesting extensions 
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