[All] Sally Ride Coordination

Thu Jul 4 00:32:12 PDT 2019

No biggie, and I don’t think any apology is necessary. I meant it as a gentle reminder, like the lazy summer breeze floating across the content, stuffed bellies of fourth of July celebrants. It was only a matter of luck that it happened to you as opposed to anyone else on the team (both low-tech and tech-savvy power users at risk), and again kudos to all for this being the only external slip up in 1-2 months.

I don’t think there’s any bogging down happening from the meeting acceptances as far as ARC-ESPO’s inbox goes, but:

  1.  I think we should discuss before the mailbox is public-facing. For one, security-wise I wouldn’t want to train people to assume that generic email accounts with “ESPO” in the name popping up without any notice from our team are automatically trustworthy (isn’t it a little weird to others that it’s ARC-ESPO, even if they know what ARC means?). I would think we’d want a unified signature, a good reason for using a generic mailbox and not our own individual identities/email accounts (which are trusted, vetted, and very hard to impersonate), and probably to digitally sign the emails we send (I know, I know… But it verifies that it’s not a spoofed email or someone pretending to be ESPO).
  2.  Another risk is that someone external sends important information to the ARC-ESPO inbox and no one takes care of it. Tragedy of the commons, everyone dealing with their own inboxes…
  3.  I receive all ARC-ESPO meeting invites and responses because I have been manually accepting them until the ESD can fix the auto-attendant. A bunch of meeting responses from people does make my inbox harder to manage, but that’s my own choice and I can find a way to handle it.

Our very own Erin Czech proposed a new meeting time. You can probably see it by opening up the meeting on ARC-ESPO and going to the Scheduling Assistant tab.

Have a wonderful fourth of July!! :)

[cid:image002.png at 01D531FF.A03CAC50]

Alex Stanfill
Earth Science Project Office
NASA Ames Research Center
Bay Area Environmental Research Institute
Bldg N232, Rm 263/MS 232-22
Moffett Field<https://en.wikipedia.org/wiki/Moffett_Federal_Airfield>, CA 94035-0001
Mobile: +1 650 680 8547
Email: alex.stanfill at nasa.gov<mailto:alex.stanfill at nasa.gov>

From: Mcfadden, Susan K. (ARC-SGG)[Bay Area Environmental Research Institute]
Sent: Wednesday, July 3, 2019 9:34 PM
To: Stanfill, Alex (ARC-SGG)[Bay Area Environmental Research Institute] <alex.stanfill at nasa.gov>; Zavaleta, Jhony R. (ARC-SGG) <jhony.r.zavaleta at nasa.gov>
Cc: all at espo.nasa.gov
Subject: Re: [All] Sally Ride Coordination

It was me who accidentally sent the invite for the a CAMP2Ex meeting from arc-espo.  I realized it right away and emailed Jhony, Erin and Katie and manually put it on my calendar.  Sorry. ☹

I knew the meeting acceptances would go to the mailbox and didn’t realize it was bogging things down or I would have gone in and deleted them.

Alex, you mentioned that someone proposed a new meeting time?  I’m surprised because it was a request for a webex from an email trail with a decision to have it at that time.

Again, my apologies for trying to do things too fast and not realizing I was on arc-espo before I hit send…

Susan

From: "All for Stanfill, Alex (ARC-SGG)[Bay Area Environmental Research Institute]" <all at espo.nasa.gov>
Reply-To: "Stanfill, Alex (ARC-SGG)[Bay Area Environmental Research Institute]" <alex.stanfill at nasa.gov>
Date: Wednesday, July 3, 2019 at 9:20 PM
To: "Zavaleta, Jhony R. (ARC-SGG)" <jhony.r.zavaleta at nasa.gov>
Cc: "all at espo.nasa.gov" <all at espo.nasa.gov>
Subject: Re: [All] Sally Ride Coordination

Correct: probably unintentional and only non-invite events should be created from ARC-ESPO.

I agree that having a shared mailbox should be avoided at all costs; my inclusion of that in said email was strategic, because it should evoke a visceral, strongly negative reaction in each of my beloved ESPO teammates (which could be used as motivation for not making this mistake). We have been using this calendar for weeks, and this is the first time anyone’s tripped up. I’d say that bodes pretty well for everyone’s ability to avoid this mistake and would chalk this up to “still getting used to it, got a little more comfortable/crafty, and whoops—" I personally applaud exploration of new things and totally have a high-five for whoever made this meeting inadvertently—so long as we learn the lesson, too.

I don’t think changing or limiting what we purposely put on the calendar will fix problems like this one, because I’m not sure that it was intentional that this was created on the ARC-ESPO calendar.

Always double-check which calendar your event is created on, every single time; it only takes a split second. If you’re having a hard time getting in the habit, ask me while in the office and I’ll tell you about a neat cognitive science-y trick that’ll work with little to no effort.

By the way – the NOMAD team has messed with (as opposed to fixed) the calendar settings once again. I’ll let you know when we get where we’re trying to go with the auto-accept…

[cid:image001.png at 01D531E5.17176A60]

Have a wonderful weekend!

Alex Stanfill
Earth Science Project Office
NASA Ames Research Center
Bay Area Environmental Research Institute
Bldg N232, Rm 263/MS 232-22
Moffett Field<https://en.wikipedia.org/wiki/Moffett_Federal_Airfield>, CA 94035-0001
Mobile: +1 650 680 8547
Email: alex.stanfill at nasa.gov<mailto:alex.stanfill at nasa.gov>

From: All for Zavaleta, Jhony R. (ARC-SGG) <all at espo.nasa.gov>
Sent: Wednesday, July 3, 2019 6:28 PM
To: All for ARC-ESPO <all at espo.nasa.gov>
Subject: Re: [All] Sally Ride Coordination

Alex,

I assume that it was unintentional and that we should only create non-invite events on the ARC-ESPO calendar. Correct?

I think that this is a serious flaw and “pulling email duty” is a non-starter going forward.

Maybe we shouldn’t necessarily put every single event or meeting on the ARC-ESPO calendar, and limit that to travel (deployments and time-off).

Personal appointments are visible by checking anyone’s availability with Outlook.

Jhony

JHONY R. ZAVALETA
Project Manager - NASA Earth Science Project Office

MS 232-22
Building N232, Room N232-242
NASA Ames Research Center
Moffett Field CA 94035

Cell:     +1 (650) 224-4825 (worldwide and via Whatsapp)
Office: +1 (650) 604-0125

From: All for ARC-ESPO <all at espo.nasa.gov>
Reply-To: ARC-ESPO <arc-espo at mail.nasa.gov>
Date: Wednesday, July 3, 2019 at 8:32 PM
To: "all at espo.nasa.gov" <all at espo.nasa.gov>
Subject: Re: [All] Sally Ride Coordination

Good afternoon team,

FYI, this meeting item was created from ARC-ESPO (not an individual NASA account) and then sent to people outside of our team (unintentionally, probably). I’m sending this to all@ because the person who created this may not realize that this event is not on their calendar, which would be why they aren’t receiving responses or new time proposals (they’re going to ARC-ESPO). Also, in our team meetings we’ve discussed holding off on using this account externally for a few reasons, instead recommending that people send meeting invites as themselves. I don’t think it’s worth changing this meeting invite (i.e. recreating with a named owner), this is just a heads-up.

We should probably assign one or more people to be on inbox duty or forward all of the emails to all at espo.nasa.gov to make sure any incoming external emails aren’t dropped.

Have a wonderful 4th of July holiday!

Alex Stanfill
Earth Science Project Office
NASA Ames Research Center
Bay Area Environmental Research Institute
Bldg N232, Rm 263/MS 232-22
Moffett Field<https://en.wikipedia.org/wiki/Moffett_Federal_Airfield>, CA 94035-0001
Mobile: +1 650 680 8547
Email: alex.stanfill at nasa.gov<mailto:alex.stanfill at nasa.gov>

-----Original Appointment-----
From: ARC-ESPO
Sent: Wednesday, July 3, 2019 11:04 AM
To: ARC-ESPO; Jay.Mace at utah.edu; Brenda.Dolan at colostate.edu; Maring, Hal (HQ-DK000); daniel.eleuterio at navy.mil; plawson at specinc.com; Lang, Timothy J. (MSFC-ST11); moum at coas.oregonstate.edu; reholz at ssec.wisc.edu; roelof at ucar.edu; Steven.Rutledge at ColoState.EDU; Sue.vandenHeever at colostate.edu; Zavaleta, Jhony R. (ARC-SGG); Czech, Erin P. (ARC-SGG); Stern, Katie (ARC-SG)[Bay Area Environmental Research Institute]
Cc: Steven Rutledge; jnmoum at gmail.com
Subject: Sally Ride Coordination
When: Monday, July 8, 2019 7:00 AM-8:00 AM (UTC-08:00) Pacific Time (US & Canada).
Where: see webex info below

Sally Ride Coordination
Hosted by ESPO ONE

Monday, Jul 8, 2019 8:00 am | 1 hour | (UTC-08:00) Pacific Time (US & Canada)
Meeting number: 627 914 989
Password: SallyRide
https://espo.webex.com/espo/j.php?MTID=m8b14097ac914222b9cb9206797fc64e7

Join by phone
1-650-479-3207 Call-in toll number (US/Canada)
Access code: 627 914 989
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