E3DS SteeringGroupMeeting 06102015

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NeIC EISCAT_3D steering group meeting

Time: Tuesday 06/10/2015 at 09:00-18:00 CET
Place: NordForsk, Stensberggata 25, 0170 Oslo
Room: 8th floor, NeIC meeting room

Links

Joint dinner

  • Smalhans, smalhans.no, October 6th, 18:30, Waldemar Thranesgate 10 (entry via Ullevålsveien), tel 22696000

Agenda Overview

E3DS-SG-1-1 Opening of the meeting
E3DS-SG-1-2 Approval of agenda (John White)
E3DS-SG-1-3 Next meeting
E3DS-SG-1-4 Project governance (Gudmund Høst)
E3DS-SG-1-5 Project status (John White)
E3DS-SG-1-6 Project plan (John White)
E3DS-SG-1-7 Revised working plan (John White)
E3DS-SG-1-8 Project staffing (Thomas Röblitz)
E3DS-SG-1-9 Relations to other projects (Thomas Röblitz)
E3DS-SG-1-10 Items to be discussed in future meetings (Thomas Röblitz)
E3DS-SG-1-11 Steering group communication means (Thomas Röblitz)
E3DS-SG-1-12 AOB

Detailed Agenda

E3DS-SG-1-1 Opening of the meeting

Present:

E3DS-SG-1-2 Approval of agenda

Background

Discussion

Decisions

E3DS-SG-1-3 Next meeting

E3DS-SG-1-4 Project governance

Background

Discussion

Decisions

  • Steering group takes note of the presentation.

E3DS-SG-1-5 Project status

Background

Slides

Discussion

Decisions

  • Project will be continued / terminated.
  • Project will be modified.

E3DS-SG-1-6 Project plan

Background

Discussion

Decisions

  • Project plan is approved / rejected.

E3DS-SG-1-7 Revised working plan

Background

  • Original working plan was drafted during kickoff meeting in early February 2015.
  • Considering experience about project progress since January 2015.
  • New information about implementation plans of EISCAT_3D.
  • Slides here

Discussion

  • (need to revise working plan: what to do, what is the result {internal report, external report}?, when to do it, what effort is needed, what are dependencies within project and on other projects)

Decisions

  • Project plan is approved / rejected.

E3DS-SG-1-8 Project staffing

Background

  • review of staff situation
    • project manager, John White, 0.5 FTE, tasks: project management, reports (writing and gathering information)
    • several EISCAT staff, totaling 0.5 FTE, tasks: provide information, review reports
  • observation: several reports delayed

Discussion

  • What are/were the reasons for the delays?
    • (workplan too ambitious?, too little person effort? other?)
    • (how can we improve that?)

Decisions

E3DS-SG-1-9 Relations to other projects

Background

  • several other e-Infrastructure projects (ongoing or applied for) are related to EISCAT_3D and the NeIC EISCAT_3D Support project
    • EGI CC
    • ENVRIplus
    • EUDAT pilot
  • observations
    • there may or may not be overlaps among these projects and the NeIC project
    • at the moment it seems unclear if and how these projects can benefit from each other

Discussion

  • (How can we bring structure into the relationships between these projects? Resources are limited and we should avoid duplication of work and blurriness.)

Decisions

E3DS-SG-1-10 Items to be discussed in future meetings

Background

  • Adopt PPS model (decision points DP5 and DP6: based on project status)
  • Changes to project plan
  • Project partners

Discussion

Decisions

E3DS-SG-1-11 Steering group communication and decision means

Background

  • SG needs to be updated on all project relevant information in order to make meaningful decisions.
  • SG is geographically distributed.

Discussion

  • (worked well so far)

Decisions

  • (use email & wiki as much as possible)
  • (schedule F2F meetings every six months depending on Yasunobu's travel schedule)
  • (use video conferencing for intermediate meetings if needed)

E3DS-SG-1-12 AOB

Minutes

Logistics

Time: Tuesday 06/10/2015 at 09:00-18:00 CET
Place: NordForsk, Stensberggata 25, 0170 Oslo
Room: 8th floor, NeIC meeting room

E3DS-SG-1-1 Opening of the meeting

  • Present: Ingrid Mann (IM), Yasunobu Ogawa (YO), John White (JW), Gudmund Høst (GH, morning), Thomas Röblitz (TR)
  • Decisions are highlighted in bold.
  • Action points (AP) are assigned to a person (XY) and highlighted in bold.

E3DS-SG-1-2 Approval of agenda

Background

Discussion

  • Go back to project plan (E3DS-SG-1-5) after discussing relations to other projects (E3DS-SG-1-9)
    • E3DS-SG-1-9 was discussed just before the project plan (E3DS-SG-1-5)

Decisions

  • The agenda is approved.

E3DS-SG-1-3 Next meeting

Background

  • We need to sync with YO's travel schedule.
  • We should opt for two meetings per year.

Discussion

  • It is difficult to decide about the dates now. Possible dates are
    • end of February
    • April, co-located with EISCAT_3D user meeting (Uppsala)

Decisions

  • Decide about dates and locations early 2016.

E3DS-SG-1-4 Project governance

Background

Discussion

  • GH introduces NeIC, project initiation, PPS model, and responsibility of SG.
    • A reference group could be national providers (part of stakeholder forum).

Decisions

  • Defer general discussion to after project status presentation.
  • The steering group takes note of the presentation.

E3DS-SG-1-5 Project status

Background

Discussion

  • JW presents project status.
    • Q: In the document review process, may an external e-Infrastructure expert review a draft in stage 2 (after EISCAT has reviewed the initial draft)?
    • Q: What is the relation to EUDAT? Was discussed with E3DS-SG-1-9.
  • EISCAT is happy with JW's work.
  • NeIC is very happy too!
  • Q: Are there requirements on documenting/reporting in-kind contributions?
    • NeIC does not require formal reporting of hours.
    • The intention of the request for information on effort spent was to figure out how much effort was put into the first milestone reports and use this information for updating the working plan.
    • EISCAT estimates 2 full time months (Ingrid and Ingemar) in the previous period.
  • Q: How to work with NeIC?
    • Information / support that EISCAT could get from NeIC.
    • How to fund resources (storage, computing)?
  • Q: Technical description of previous projects does not cover all aspects?
    • This information is taken into account (if JW is made aware of it), and reports are and will be based on previous documents. However, the requirements may change due to new information / developments or changing external constraints.
  • Q: Could the milestone reports be restructured to contain an executive summary?
    • Yes.
  • General comment: high overhead in establishing the project and get to work in the beginning

Decisions

  • DP5: Project will be continued.
  • DP5: Project will be modified. -> discuss with E3DS-SG-1-7
  • Approval of deliveries (DP6):
    • MB-1: Approval deferred to when YO have read document. It may be shared with stakeholder forum in the meantime.
    • MA-1: Approval of the current version deferred to when YO have read document. It may be shared with stakeholder forum in the meantime. A revised version is being planned taking into account comments and feedback via stakeholder forum.
  • AP JW revise review process to include project external review on e-Infrastructure aspects.
  • Add an executive summary to reports.

E3DS-SG-1-6 Project plan

Background

Discussion

  • JW introduces through project plan.
    • based on Tryggve project plan

Decisions

  • AP JW include working plan into project plan.
  • SG will approve project plan via email. (no specific deadline set yet)

E3DS-SG-1-7 Revised working plan

Background

  • Original working plan was drafted during kickoff meeting in early February 2015.
  • Considering experience about project progress since January 2015.
  • New information about implementation plans of EISCAT_3D.

Discussion

  • John presents status and proposes new dates for reports.
    • MB-2: Evaluation of technologies for 1st stage beam-forming (for example, FPGA, GPU, Xeon Phi, standard server, x86 ARM) incl plan for test-bed
      • Might not be necessary if EISCAT decides about technology.
      • Q: On what information will the decision be based? A: Not known.
      • Rename/-shape MB-2 to Consultation on selecting a compute architecture/technology for the on-site computing related to a test-subarray
      • 1 PM allocated to this.
      • Should be finished by the end of 2015.
    • MC-1: Report identifying work packages and interfaces, required IT expertise at different stages of the implementation for the test-subarray
      • Work probably starts in November and may conclude in February.
    • MA-3: Network plan for the EISCAT_3D sites
      • Prioritize for stakeholder meeting. A draft shall be ready by 3rd week of October.
    • MA-2: Describe/update requirements and their implications for EISCAT_3D data-handling and processing at the data centres
      • Report may be related to work within EGI CC and EUDAT pilot.
      • Work already started.
      • Expect a report by April 2016.
      • Adjust scope to only cover requirements.
      • The implications are a part of activity/task MA-4.
      • Q: What about user access? A: Add to scope of this.
    • MA-1: Describe/update requirements and their implications for EISCAT_3D data-handling and processing at the operations centre
      • Move implications into MA-4.
      • Expect ready by end of February 2016.
    • MA-5: Coordinate the requirements with potentially participating e-infrastructure centres
      • Q: Drop?
      • A: Change into a revised version of MA-4. Date at least 6 months after MA-4.
    • MB-4: Update requirements and provide input to procurement plan for EISCAT_3D core site {test-subarray}; input to project for subarray
      • Requires close collaboration with EISCAT PfP.
      • Probably needed by February 2016.
    • MB-5: Update requirements and provide input to procurement plan for EISCAT_3D core/remote site
      • Shift to second half 2016 and revise working plan at next SG meeting.
    • MC-2: Report identifying work packages and interfaces, required IT expertise at different stages of the implementation
      • Shift to second half 2016 and revise working plan at next SG meeting.
    • MC-3: Report on possible solutions for recruitment of the different experts needed for construction and commissioning of EISCAT_3D
      • Shift to second half 2016 and revise working plan at next SG meeting.
    • DC-1: Final Document including suggestions for implementation
      • This is dropped as the information will be given by other reports and the final project report.
    • MD-1: Report on the requirements for the EISCAT_3D data archive
      • Q: Is this really needed? Could it be merged into MA-2? KEEP it! It is for long-term storage, rather than short-term storage (MA-2).
      • Shift to second half 2016 and revise working plan at next SG meeting.
    • MD-2: Report on requirements for user’s access to the data archive, including a description on how 
users can get access to adequate computing facilities
      • Shift to second half 2016 and revise working plan at next SG meeting.
      • Remove solution part (access to computing facilities)
    • Create new MD-3
      • Report on solutions for the archive, ...
    • DD-1: Final report on EISCAT_3D data archive organization and implementation
      • This is dropped as the information will be given by other reports and the final project report.
    • ME-1: collected stakeholder meeting minutes
      • Keep frequency (every six months). We actually had more meetings in 2015.
      • Q: How about involving stakeholders from other countries?
      • A: Yes, invite them.
  • Much (too much?) work until end of February 2016
    • critical: network plan (MA-3)
    • MB-2: end of 2015
    • February 2016: maybe not final documents by then

Decisions

  • AP TR produce updated working plan
  • AP JW produce updated gantt chart
  • SG approves via email

E3DS-SG-1-8 Project staffing

Background

  • We should review the staff situation.
    • Project manager, John White, 0.5 FTE, tasks: project management, reports (writing and gathering information)
    • Several EISCAT staff, totaling 0.5 FTE, tasks: provide information, review reports
  • Observation: several reports delayed

Discussion

  • What are/were the reasons for the delays?
    • Was the workplan too ambitious?
    • Was too little person effort available?
    • How can we improve that?
    • First milestone took longer than expected (maybe because it was the first document).
    • Startup "overhead" may have slowed down some activities.

Decisions

  • Currently, there is no need to change staffing.
  • It is suggested (and already done) to rather adjust the working plan.
  • Try to get expertise from providers if applicable.
    • Currently it is not planned to add new project partners.
    • There are already relationships to providers through other projects (e.g., EGI CC).
  • May involve other partner countries through EISCAT (i.e., not directly via NeIC or the project).

E3DS-SG-1-9 Relations to other projects

Background

  • Several other e-Infrastructure projects (ongoing or applied for) are related to EISCAT_3D and the NeIC EISCAT_3D Support project.
    • EGI CC
    • ENVRIplus (not considered at the moment)
    • EUDAT pilot
  • Observations
    • There are overlaps among these projects and the NeIC project.
    • At the moment it seems unclear if and how these projects can benefit from each other.

Discussion

  • IM introduces other projects.
  • Q: How can we bring structure into the relationships between these projects?
  • Resources are limited and we should avoid duplication of work and fuzzy roles or responsibilities.

Decisions

  • JW observes EGI CC, EUDAT data pilot. May read and comment documents, but not contribute in any other way.

E3DS-SG-1-10 Items to be discussed in future meetings

Background

  • Adopt PPS model (decision points DP5 and DP6: based on project status)
  • Changes to project plan
  • Project partners

Discussion

  • Q: Do you (YO) want more influence on the reports?
    • YO is included in weekly emails.
  • Preparation of SG meeting
    • Documents need to be ready 2 weeks beforehand (almost did so for this meeting, but documents were scattered).
    • Have one single PDF with all information.
    • However, provide as little information as needed.

Decisions

  • YO is included in weekly emails.
  • Some items of today's agenda will not be covered, some will be merged.
  • Have one single PDF with all information (agenda, background material, reports) as preparation two weeks before the SG meeting.

E3DS-SG-1-11 Steering group communication and decision means

Background

  • SG needs to be updated on all project relevant information in order to make meaningful decisions.
  • SG is geographically distributed.

Discussion

  • Worked well so far.

Decisions

  • Use email & wiki as much as possible.
  • Schedule F2F meetings every six months depending on YO's travel schedule.
  • Use video conferencing for intermediate meetings if needed.

E3DS-SG-1-12 AOB

  • Stakeholder meeting
    • AP JW to inform YO about stakeholder meeting.
    • Q: What about inviting representatives of other countries? A: Expand the list of stakeholders (inform, be open for their participation).
    • Next meeting might be co-scheduled/located with EISCAT_3D user forum.
    • AP JW to inform Roy Dragseth (University of Tromsø).
    • AP JW to update agenda with details from email.


Attachments

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