- 1 Steering group meeting 2018-08-30
- 1.1 Time
- 1.2 Location
- 1.3 Invited and present
- 1.4 Goal of this meeting
- 1.5 Context
- 1.6 Agenda and meeting minutes
- 1.6.1 Changes in the steering group
- 1.6.2 Project plan draft
- 1.6.3 Staffing and project start
- 1.6.4 Partnership with Estonia
- 1.6.5 Training coordination position
- 1.6.6 Future of the continuous integration service run by Computerome
- 1.6.7 Discuss renewal of contract about GitLab hosting
- 1.6.8 Next meeting
Steering group meeting 2018-08-30
- 2018-08-30 13:00 - 15:00 CET, 14:00 - 16:00 EET
- Video meeting
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- Meeting ID: 152 239 500
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Invited and present
- Hans Eide
- Kristoffer Laigaard Nielbo
- Michaela Barth
- Pauliina Somerkoski
- Radovan Bast
- Rossen Apostolov
- Thor Wikfeldt
- Juhan Ernits
- Hedi Peterson
Goal of this meeting
Get the phase 2 started.
- Slides presented at NeIC board meeting: http://cicero.xyz/v2/remark/github/coderefinery/report/master/phase-2-proposal.md/
- Project directive: https://wiki.neic.no/w/ext/img_auth.php/4/46/Coderefinery-project-directive-phase-2.pdf
Agenda and meeting minutes
These minutes have been approved 2018-09-12 by the meeting participants.
Changes in the steering group
- Hans Eide will be replaced by Csaba Anderlik (UiB) in the future phase 2 SG.
Project plan draft
- NeIC board recommended phased funding approach.
- NordForsk is OK with phased funding approach.
- First half of the project NeIC only funds PM and project costs, rest has to come from partners (to be negotiated).
- Second half of the project NeIC would take over.
- NeIC Board expressed this to be an important project.
The actual project plan is not presented yet, too many mid-term open questions still, but we know what to do and have very concrete ideas for the next 6 months and can get started almost immediately as soon as we have staff (currently we do not have staff in place).
Changes with respect to phase 1
- more instructors
- more in-kind instructors
- workshops for instructors
- only invited workshops (we have enough suggestions, only need the staff)
- best practice guides and blog posts
- better inclusion of the humanities
- more community events
- SGAS moves to NT1, already moved in the budget
Number of official workshops for the next 3 years (but we will encourage spin-offs)
- 16 workshops in 3 years
- Iceland 1
- Sweden 3
- Norway 3
- Estonia 3
- Denmark 3
- Finland 3
Envisaged changes in the support structure
- Support line moves from Zendesk to SNIC RT.
- Administrative support position
- We have to involve the services in the support, currently PM has to deal with it since services are disconnected from support structure.
User registration and data (GDPR)
- Registration moves from TypeForm to Indico.
- We publish a data policy, NordForsk DPO needs to double-check.
- Plan for sustainability has to be a work package worked out by the team, this cannot be done only by the PM.
- CodeRefinery will finance GitLab (to be decided below) but over three years scale NeIC contribution out and partner contribution in
- Goal is to arrive at a model that can be sustained by 1-2 FTE for coordination, carried by partners in-kind
- Scale in more instructors in-kind, after phase 2, all instructors contributed in-kind by institution and/or partner
- After phase 2, travel and venue carried by inviting institution and/or a partner
- open chat
- more documentation transparency
- more blog posts but consider piggybacking on some more visible project through common events
- publish screencasts (but this also depends on contribution and interest from staff)
- workshops for research software engineers
- co-organize events with SSI and Carpentries
- make courses visible at ELIXIR training portal TeSS (https://tess.elixir-europe.org/)
- possibility was mentioned that community interns from humanities could take care of the Twitter account, generally share Twitter account with interested contributors
- Second time receivers of a workshop should not get any subsidiary money to host the workshop.
Staffing and project start
- “Ideal” staff: interested in teaching, OK with travelling, involved or interested in The Carpentries, not afraid of answering support requests.
- Staff situation: do the various project partners have candidates for the staff?
- Norway: Sabry (UiO) and Anne (UiO)? Later Bjoern (NTNU) joining again (2019).
- Denmark: Max Eckardt, software engineer; second candidate is possible
- Sweden: Thor.
- Finland: Juho Lehtonen, plus possibly other candidates
- Estonia: We have few instructors (Carpentry instructors) and an admin person for event management who can dedicate their time (UTARTU)
- When to officially start follow-up project? We prefer October 1st provided that resources can be made available. Start ASAP to maintain the momentum.
- Contract status: NeIC starts preparing contracts for signature with project partners.
- TODO for all SG members: expedite the contract signing among the partners.
Partnership with Estonia
- Michaela informed us about status of negotiations with Estonian partner.
- We are aiming at 1-2 events per year in Estonia, starting late 2018 or early 2019.
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.
- PM would like to know how much flexibility PM has to find a candidate to fill this position.
- One possible route: contribute FTE to Norwegian Carpentries coordinator(s) at Oslo library who have experience with this. However, this has not been checked with them yet.
- Michaela to check whether Ratatosk coordinator person take care of coordination also for CodeRefinery phase 2? This has been verified and is one possible route forward.
- Can FTE contributions be passed to institutions outside of a partner? We have concluded that his can probably be made to work.
Future of the continuous integration service run by Computerome
- 0.5 FTE until end of phase 1, hardware is in-kind. If the service is to be continued, it would have to be under same or similar terms as in phase 1.
- We have discussed the NIRD service platform as alternative which could contribute idle resources on a "best effort" basis. To be discussed with Francesca Iozzi.
- Alternative if we do not get an offer for the hardware is to provide know-how but user communities would have to contribute and operate own hardware.
Discuss renewal of contract about GitLab hosting
- Hosted by DeiC
- 50k DKK/year
- Current contract ends October 31st, 2018
- Currently hosts 138 users
- Problem: Support is now almost entirely absorbed by PM
- Follow-up steps: PM checks with DeiC about extending contract which would include support for 12 months, based on that check with offer from Estonia (firstname.lastname@example.org)
- Approximate week: mid October
- Video 2 hours.