CodeRefinery-SG-meeting-2018-06-26

Steering group meeting 2018-06-26

Time

• 2018-06-26 09:00 - 10:00 CEST.

Location

• Video meeting.

Participants

• Hans Eide
• Kristoffer Laigaard Nielbo
• Tomasz Malkiewicz (9:00 - 9:40)
• Pauliina Somerkoski
• Radovan Bast
• Rossen Apostolov
• Thor Wikfeldt

Goal of this meeting

Communicate the conclusions of the NeIC board meeting about follow-up project.

Context

• Slides presented at NeIC board meeting: http://cicero.xyz/v2/remark/github/coderefinery/report/master/phase-2-proposal.md/
• Project directive: https://docs.google.com/document/d/1Hstvpsts6_be1ejBLiyWGzuqc7leoZLDtk8zV3Fsnq0/

Meeting minutes (approved)

Discussion of the NeIC board decision about the follow-up project and next steps

• The project directive and budget were in principle approved for the full project period and full budget. However the NeIC board meeting minutes have not been published yet and this has to be regarded as tentative until then and the funding is still to be determined and also negotiated with NeIC partners.
• Cost reducing efforts/ideas:
  • Increasing “external funding” throughout the project, e.g. by partnering with institutions and/or providers.
  • Requiring recurring receiving/hosting sites/institutions to contribute.
  • Contributions from funded projects to the service.
• We have discussed two scenarios for budget:
  • Partners cover first year of the project whereas following year would be covered by NeIC.
  • Searching for additional funds on the NeIC side.

Project start

• We have discussed the starting date Oct 1st.
• The aim is to start the second phase project as the first ends to avoid losing momentum and people, i.e. from Oct. 1st.
• Challenge with starting Oct 1st is to get commitments from all the partners.
• Steering Group members found this timetable, i.e., getting the paperwork done by 30.09.2018, feasible.
• We draft a project plan for start Oct 1st and check whether this is feasible.
• TODO: PM needs to check with participants whether they continue and inform SG representatives.
• TODO: PM to write to Michaela, Tomasz, Gudmund to request a start Oct 1st.

Project plan

• TODO: To be drafted before next SG meeting based on the project directive.
• Reaching self-sustainability should be a goal of the follow-up project.
• It is expected that after 3 years the project continues without NeIC support.

Including social sciences

I will be a goal of the project to better include social sciences and to close the gap between Carpentries and the CodeRefinery material.

The project should also offer more targeted and topical workshops.

Service level contract with DeIC

• Current usage: http://cicero.xyz/v2/remark/github/coderefinery/report/master/phase-2-proposal.md/#9
• The current agreement is part of the budget in the project directive.
• To be discussed again at the next SG meeting.
• Project plan needs to work out a plan for future of the GitLab service after the 3 years.
• There is a use case for GitLab also for NeIC's own projects/codes.

Future of the continuous integration service run by DeiC

• Operating the CI service will not be part of FTE costs.
• TODO: PM will contact the DeiC partner for a quote for this service which will form the basis for further discussions.

Training coordination position

• PM has requested the SG to reach out searching for a candidate to fill the role of a training coordination and administration position.

Partnership with Estonia

• Currently no representative from Estonia in the SG.
• Three options were presented on how to involve new participants (e.g. Estonia):
  • partner
  • associate member
  • observer
• Estonian partner is treated on the same footing in the project directive.
• TODO: PM will write to Michaela and Tomasz in copy to start negotiations with Estonian partner.

Next meeting

• Video meeting, Aug 30, 13-15 CEST, 14-16 EEST