Dellingr-SG-meeting-2017-05-09

Dellingr steering group meeting

Time: 2017-05-09, at 10:00 - 11:00 CEST

Place: Online at Google Hangouts with a link shared with participants.

Invitations:

• Jørn Aslak Amundsen, NO
• Kurt Gammelgaard Nielsen, DK
• Vera Hansper, FI
• Ebba Þóra Hvannberg, IS
• Tomasz Malkiewicz, NeIC (PO)
• Rob Pennington, NeIC (observer)

Agenda :

Dellingr SG 17-2-01. Approval of agenda 2'

Dellingr SG 17-2-02. Feedback from NeIC Board meeting 16.03.2017 5'

Dellingr SG 17-2-03. Review of personnel situation 5'

Dellingr SG 17-2-04. For approval: Updated project plan 8'

https://docs.google.com/document/d/1Ziu5hMi-qIKZvYdUE-tqLlGeAiq_ZjelwIC3dtB43fs/edit?usp=sharing

Dellingr SG 17-2-05. Deliverables status 5'

Dellingr SG 17-2-06. For approval: Delivery object 2 10'

https://docs.google.com/document/d/1lAp4nk0jadFbn_tRDsHxLWzsoBNIHLKWypHqSOdqXAA/edit?usp=sharing

Dellingr SG 17-2-07. Dellingr Phase 2 vision based on Project Group face to face meeting on 21.04.2017 in Copenhagen 15'

Dellingr SG 17-2-08. Next meeting: 22.05.2017 face to face meeting in Trondheim 5'

Dellingr SG 17-2-09. AOB 5'

Presence:

• Jørn Aslak Amundsen, NO
• Kurt Gammelgaard Nielsen, DK
• Vera Hansper, FI
• Ebba Þóra Hvannberg, IS
• Tomasz Malkiewicz, NeIC (PO)
• Rob Pennington, NeIC (observer)

Minutes

17-2-01. Approval of the agenda

Addition: introduction of the new Dellingr Project Manager. John White is the Dellingr PM and he provided information on his background.

17-2-02. Feedback from NeIC Board meeting 16.03.2017

Next Board meeting is 15 June in Stockholm, and the materials for this meeting will be provided at the Trondheim meeting on 22 May.

17-2-03. Review of personnel situation

John White has accepted the role of Project Manager for Dellingr starting today. He has a 50% commitment to NeIC and includes the EISCAT-3D support project. On 1 September, he will be 100% committed to NeIC, shared between Dellingr and EISCAT-3D support. The face to face meeting in Copenhagen was very good. The weekly meetings of 40 minutes length are well attended by the project group members.

SG 17-2-04. For approval: Updated project plan

Summary provided before the call: The project plan was created in 2016 and was the basis for the PDI that was approved in 2016. The project plan has been revised as version 2.4 to reflect the modified wording that was put into several sections of the PDI and changed dates that were discussed at the previous steering group meeting. Sections that were updated are identified in the section headers. https://docs.google.com/document/d/1Ziu5hMi-qIKZvYdUE-tqLlGeAiq_ZjelwIC3dtB43fs/edit?usp=sharing

Discussion: The reference group has not been constituted yet. The project cost estimate includes a full time equivalent as person months as a measure for costs along with travel and meeting costs. NeIC specifies person months and the project manager approves travel costs. The project manager is responsible for flagging a need for more funding, if needed. Suggestion - a table for costs for each year would be more useful.

Action taken: the steering group approves the project plan.

SG 17-2-05. Deliverables status

DO1 was considered by the SG in a previous meeting and was approved. DO2 is to be considered in this meeting. DO3 is to be considered in the Trondheim meeting on 22 May. This will complete the phase 1 of the Dellingr project.

Discussion: information on the Swedish processes for DO2 are not included because Sweden is not a partner in phase 1.

SG 17-2-06. For approval: Delivery object 2

https://docs.google.com/document/d/1lAp4nk0jadFbn_tRDsHxLWzsoBNIHLKWypHqSOdqXAA/edit?usp=sharing

Discussion: this is an informative document that can help researchers. The NLPL is functioning as a pilot project but it is in the early.

Action taken: the steering group approves the acceptance of DO2.

SG 17-2-07. Dellingr Phase 2 vision based on Project Group face to face meeting on 21.04.2017 in Copenhagen

The main part of the meeting was to consider what is possible for the Dellingr phase 2 project.

This includes two threads, which are the resource exchange between the partners and a high level forum for communicating information between the national providers. The first can include an open call for new use cases and continuing the short term low volume pilots.

The second can have the PM act in the role of facilitating the information exchange. It is expected that the SG will receive the draft PDI for phase 2 one week before the Trondheim meeting for consideration and updating at the meeting.

Phase 2 is being considered for initiation on 1 Sept 2017 and have a duration of 2.5 years.

SG 17-2-08. Next meeting: 22.05.2017 face to face meeting in Trondheim

A draft agenda was sent to the SG members on May 8. Sweden is expected to be present.

Dellingr SG F2F 17-3-01. Approval of agenda 2'

Dellingr SG F2F 17-3-02. Introductions 5'

Dellingr SG F2F 17-3-03. SG role according to the PPS model 30'

Dellingr SG F2F 17-3-04. For approval: Delivery object 3 15'

Dellingr SG F2F 17-3-05. Deliverables status 3'

Dellingr SG F2F 17-3-06. Dellingr Phase 2 vision based on discussions with SG members 30'

Dellingr SG F2F 17-3-07. Dellingr Phase 2 discussion, review of conceptual components and PDI 4h00'

Dellingr SG F2F 17-3-08. AOB 30'

The materials for items 03, 04 and 07 will be communicated no later than 1 week before the meeting.

Discussion: the PPS model is in use at NeIC and this meeting will include a discussion of this model and the role of the steering group. The head count for the Trondheim meeting is confirmed.

SG 17-2-09. AOB

Discussion: the submission of DOs has been done with drafts submitted two weeks in advance, final versions one week in advance and an executive summary prior to the meeting.

The online meetings are one hour and there is a face to face meeting in Trondheim. One on one meetings are also arranged with SG members when needed. This form seems to work well. Facilitating the SG meetings that way is appreciated by the SG members. T.

End Of Meeting

The meeting was closed at 10:56 CES