E3DS SteeringGroupMeeting 18052016

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NeIC EISCAT_3D steering group meeting

Time: Wednesday 18/05/2016 at 09:00-12:00 CET
Place: Uppsala, SE
Room: ITC 1406.

This is in the "Informationsteknologiskt centrum": Hus 1 (top of the map), floor 4, room 1406. "Informationsteknologiskt centrum" is near Ångströmslaboratoriet.

Map:[1]

Links

Agenda Overview

E3DS-SG-2-1 Approval of agenda
E3DS-SG-2-2 Minutes of previous meeting
E3DS-SG-2-3 Project status (John White)
E3DS-SG-2-4 Review of action list (John White)
E3DS-SG-2-5 Document discussion MC-1
E3DS-SG-2-6 Document discussion MB-2
E3DS-SG-2-7 Document discussion MA-2
E3DS-SG-2-8 Next documents - Project plan
E3DS-SG-2-9 Risks
E3DS-SG-2-10 Decisions
E3DS-SG-2-11 Other questions
E3DS-SG-2-12 Report from Stakeholder meeting
E3DS-SG-2-13 Next meeting

Detailed Agenda

E3DS-SG-2-1 Approval of agenda

Background

Discussion

Proposed Decision

Approve agenda.

E3DS-SG-2-2 Minutes of previous meeting

Minutes of previous meeting here

Proposed Decision

Approve previous minutes.

E3DS-SG-2-3 Project status

Background

Discussion

Slides [here].

Proposed Decision

  • Steering group takes note of the presentation.

E3DS-SG-2-4 Review of the Action list

Background

Action list can be found at [2]

Discussion

From project manager: the action list is useful but clunky to edit. No need to change though. Good for keeping track of longer term work.

Proposed Decision

Action list is up to date.

E3DS-SG-2-5 Document Discussion MC-1

Background

MC-1 can be found at [3] with the latest version at [4]

Discussion

This document has been through the document quality process and has been reviewed by the whole project by April 8th 2016. This draft has been forwarded (April 11th) by the PfP project to Consoden AB in order to aid with the planning of this project. Has not been released to the "general public" yet. This document should be considered as "living" document as more information is required/found by the PfP project.

Proposed Decision

The Steering Group approved the MC-1 document.

E3DS-SG-2-6 Document Discussion MB-2

Background

MB-2 document draft is found [here]. MB-2 document was originally a survey and analysis of the technologies to be used for the first stage beam forming. This was written at the start of the project (early 2015) and reviewed at the last SG meeting (October 2015). The PfP project started October 2015 and rapidly converged on the FPGA solution for first stage beamforming. At the time that MB-2 was to be written it was decided to change it from "Evaluation of technologies for 1st stage beam-forming (for example, FPGA, GPU, Xeon Phi, standard server, x86 ARM) incl plan for test-bed" to "Consultation on selecting architecture/technology for the on-site computing related to a test-subarray." (last SG meeting). The document working page is at [5] and the minutes of the phone consultations are at [6] and [7]. Second draft delivered at the end of March 2016.

Discussion

Proposed Decision

The Steering Group approved the MB-1 document.

E3DS-SG-2-7 Document Discussion MA-2

Background

The draft of MA-2 released to the stakeholders is [here]. Document was brought ahead in order to fit the very tight schedule of stakeholders and SG meeting, also considering the EISCAT council meeting in early June. This document has passed the first stage of the E3DS document quality process. Released to the stakeholders for the meeting and in order to gather more comments. Indeed this is successful... plenty of comments.

Therefore the comments from stakeholders need to be taken into account and a new version made, reviewed by the project and released.

Discussion

The final version of this document, MA-2, needs to be scheduled for review and release.

Proposed Decision

The Steering Group needs to schedule this for release.

E3DS-SG-2-8 Next documents - Project plan

Background

We need to plan the next 6 months (1 year) of work. The project plan has defined the work up to May 2016 with approximate dates for later work. The following documents all have approximate dates in 2016...

MA-4 "Recommended solutions for the operation and data centres."

MB-4 "Consultation on the procurement plan for EISCAT_3D core site {test-subarray} in particular to ensure its compliance with the overall high level computing architecture of the EISCAT_3D system."

MC-2 "Report identifying work packages and interfaces, required IT expertise at different stages of the implementation."

MC-3 "Report on possible solutions for recruitment of the different experts needed for construction and commissioning of EISCAT_3D."

MD-1 "Report on the requirements for the EISCAT_3D data archive."

MD-2 "Report on requirements for user’s access to the data archive."

MD-3 "Report on solutions for the data archive, including a description on how
 users can get access to adequate computing facilities."

Discussion

Project plan is [here]

Gantt chart from project plan is [here]

Need to discuss these documents and assign an order for 2016/early 2017. Aligned with the PfP project schedule. Consider the summer holidays and "conference" time coming up.

An idea that had been circulating is how the users will access analysis computing? MD-3 document has some interesting words on the title that could be investigated this year already.

MC-2 We need to discuss and clarify exactly what this title means?

(I will be on "holidays" on week June 20th, week July 4th, August 1st to 15th.)

Proposed Decision

From John:

MA-2 is most important to get completed before summer? (June 17th, 2016)

MB-4 can start with PfP project directing what they would like to see from this? (Oct 2016)

MA-4 Should start now. Based on MA-1, MA-2, MA-3(Dec 2016)

MC-2 See above.

MD-1 No need for this year.

MD-2 No need for this year.

MD-3 No need for this year... but maybe the "description on how
 users can get access to adequate computing facilities." should be split off and started this year?

E3DS-SG-2-9 Risks

Background

Discussion

Proposed Decision

E3DS-SG-2-10 Decisions

Background

Discussion

Decisions

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

E3DS-SG-2-11 Other questions

Background

How do we change a document title and content between SG meetings?

Discussion

e.g. MC-1 started as "Report identifying work packages and interfaces, required IT expertise at different stages of the implementation for the test-subarray." and ended up as "Test sub-array sub-systems and interfaces."

Why?

The title clashed with the language in the PfP project (and EU jargon)... the PfP project already had WPs defined and really only wanted the hardware/software interfaces to be defined or listed. Followed the changes recommended by Ingrid and Sathyaveer.

As E3DS is a support project. went along with the proposed changes. Caused some confusion later on at the PO level...

Proposed Decision

Document title/content should be able to be changed given that EISCAT_3D may see a more useful format or information.

Communicate to the SG once the changes are understood.

E3DS-SG-2-12 Next meeting

Background

Discussion

Proposed Decision

Minutes

Present: John White, Project Manager (JW/PM) 

        Gudmund Host (NeIC) (GH)
        Craig Heinselman (EISCAT) (CH)
        Yasunobu Ogawa (EISCAT) (YO)

E3DS-SG-2-1 Approval of agenda

Background

Discussion

Decision

The agenda for the meeting were approved (All).

E3DS-SG-2-2 Minutes of previous meeting

  • The SG reviewed decisions and action points from the previous meeting.
    • Project external review of documents... Tor Johansen from Tromso joined project.
    • Executive summary added to documents. Where required.
    • Working plan added to project plan.
    • Updated working plan and Gantt chart was added to project plan.

E3DS-SG-2-3 Project status

Discussion

Decision

  • Steering group takes note of the presentation.

E3DS-SG-2-4 Review of the Action list

Discussion

Decision

Action on the PM: Standardize date format on action list in order that the searching functions work consistently? (GH/CH)

JW: Will do, should be easy with a script.

E3DS-SG-2-5 Document Discussion MC-1

Discussion

  • (YO) The SG requested that the resolution of figures should be improved.

The resolution of the Figure 1 on page 3 of the document MC-1 should be better resolution.

JW: Will contact Carl-Fredrik/Lennart to get a new version.

  • (CH/YO) The SG suggested to revise page 2 and specify addition of "19x2 SSPA"

JW: Will change the text to: "It is also planned to equip the test sub-array with 19x2 Solid State Power Amplifier transmitter modules as an in-kind contribution by an associate country."

Decision

  • The Steering Group approved the MC-1 document.

As a “living document”, it may be subject to future technical revisions.

E3DS-SG-2-6 Document Discussion MB-1

Discussion

MB-1 is the consultation on the first stage beam-forming technology.

Decision

  • The Steering Group approved the MB-1 document.

JW: Will link from the public page.

E3DS-SG-2-7 Document Discussion MA-2

Discussion

Need to incorporate the comments from CSC and HPC2N.

Decision

  • Decision: A new version will be prepared for June 17th.

This new version will have to undergo the second stage of the quality process. The SG will decide whether a Skype meeting will be needed for formal approval.

E3DS-SG-2-8 Next documents - project plan

Discussion

Decision

MB-4 can start with PfP project directing what they would like to see from this? (Oct 2016)

  • Start work after Summer holidays

MA-4 This is based on MA-1, MA-2, MA-3(Dec 2016)

  • SG decided to delay the decision on MA-4 startup until next SG meeting,

because it should be tied in with a (currently unknown) tendering process.

MC-2 Start next year.

MD-1 No need for this year. These are lightweight

MD-2 No need for this year. Lightweight.

MD-3

  • The decision here is to start the part "description on how
 users can get access to adequate computing facilities." after finishing MA-2. Eg. after summer holidays.
  • Action PM: Update project plan and Gantt chart accordingly.


E3DS-SG-2-9 Risks

Discussion

  • No backup exists for PM.
  • The funding decisions anticipated towards the end of the year may affect scope or timeline.

Decision

  • Mitigate risk by using wiki systematically to document work.
  • Follow the long-term funding situation of EISCAT_3D.

E3DS-SG-2-10 Decisions

Discussion

Decisions

  • Project will be continued.

E3DS-SG-2-11 Other questions

Discussion

Decision

The changes to a document title/contents can be negotiated with the EISCAT_3D members as they are the primary customers.

Communicate to the SG once the changes are understood.

  • PM will update the project plan on the wiki accordingly once the SG has been informed.

E3DS-SG-2-12 Next meeting

Discussion

Decision

  • The PM will call for a meeting in October, around November 2016.

Attachments

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