From 304638468ea2214483979fe647d14edb34229e83 Mon Sep 17 00:00:00 2001 From: Alexandra Araujo Alvarez <124181438+AlexandraAAJ@users.noreply.github.com> Date: Sun, 28 Jan 2024 14:02:34 +0000 Subject: [PATCH] Create 11Jan24.md --- pm-core-meeting-notes/11Jan24.md | 203 +++++++++++++++++++++++++++++++ 1 file changed, 203 insertions(+) create mode 100644 pm-core-meeting-notes/11Jan24.md diff --git a/pm-core-meeting-notes/11Jan24.md b/pm-core-meeting-notes/11Jan24.md new file mode 100644 index 0000000..6f715fe --- /dev/null +++ b/pm-core-meeting-notes/11Jan24.md @@ -0,0 +1,203 @@ +# The Turing Way - Core Project Management Meetings / 11 Jan 2024 + +## Bi-weekly meetings (with some exceptions) + +**Participants** +This call is joined by *The Turing Way* Project Management Staff: + +* Kirstie Whitaker +* Malvika Sharan +* Alexandra Araujo Alvarez +* Arielle Bennett + +## Agenda + +Review together the agenda and agree on priorities and timings. + +:hourglass_flowing_sand: **Timing:** Total 90 min +--- + +| Duration | Activity | +| ---- | -------- | +| Start | 👋 Welcome | +| 05 mins | Check in | +| 20 mins | TTW Practitioners Hub 2024 +| 10 mins | CZI Localisation Proposal +| 20 min | TTW Community Call Agenda (15 Feb) +| 20 min | Q1 TTW Event Calendar and ways of working +| 10 mins | Jupyterhub project status +5 mins | Wrap up + +### Format: +* Follow The Turing Way Code of Conduct +* We will keep to time (Ale will keep us on track!) +* What we don't get done here, we'll move to the next meeting + +--- + +**Parking lot:** + +- Develop a The Turing Way Funding Policy +- TTW Governance +- Develop a The Turing Way Policy for Participating in conferences +- TTW Website and URL (https://github.com/the-turing-way/the-turing-way/issues/3266) + +--- + +### The Turing Way Practitioners Hub + +#### Practitioners Hub 2024 goals + +Goals for 2024 (proposal to discuss) - For BridgeAI: +- Showcase activities, webinars and other type of public events to create interest and engage with BridgeAI sectors +- Launch the 2nd Cohort of Experts in Residence representing different sectors +- Expand the Practitioners Hub network to highlight, connect and elevate their work + +Notes: +- It should go beyond BridgeAI, include more open science organisation, national and international +- The original vision included different sectors and we should remain TTW +- We will be conscious of the language we use in each of the spaces we go to (BridgeAI) +- Where we want to grow? International promotion of TTWPH, mention BridgeAI as the funder +- BRANDING: Action to ALE (!) / 1-pager will be done with their branding +- AB: About the recruitment of the 2nd cohort, how we make this happen can set up the rules of what BridgeAI will cover ---> open call without mentioning that we will pay for their time +- We should find more funding (Action!) / can we cover start-up 10% salaries? (Action) +- Are there ways to making different funders happy? Yes +- AB: support for application calls with Ale +- KW would like to be more cc'd on BridgeAI/TTWPH comms, notes from meetings, Action to Ale, tell Dominica +- KW: TPS / BridgeAI / Skills: hone our messaging around where open source communities and skills overlap and interact. Bring Vera's team closer to TPS team + +Potential activities per month: + +| Month | Activity | Objective(s) | Comments| +| -------- | -------- | -------- |------| +| January | External virtual promotion of case studies. Promote the EiR participation, TTWPH and their work | Provide evidence of their work and inspire other sectors with their practices | 1-pager case studies are being developed and [Comms plan](https://docs.google.com/document/d/1yV2Gth7ANRq5MiLB-dFPDKIwqD5ZC2U7/edit#heading=h.gjdgxs) will be agreed +February | TTWPH Webinar (1): meta case study showcase, what to expect from BridgeAI and TTWPH. Speakers of the meta case study will be invited (Nico, Claire (IUK), Michailis (Hartree), Jimmy (DC)) | Create interest about BridgeAI and TTWPH | The meta case study draft will be ready on 18 Jan. Once we passed it, we will invite speakers to be part of this webinar +March | TTWPH @ AIUK Present and promote the case studies, promote the programme. **Open the applications to apply to the 2nd cohort** (Expression of interest)| Create interest for the next cohort and connect with potential applicants | Work on the application documents (are we paying again? - More info below) +April | TTWPH Webinar (2). Support applications and connect with BridgeAI to promote the programme | Create interest for the second cohort and empower EiR from the 1st cohort (throught the webinar) | Webinar: Energy and Transport sector (collaboration from DC) +May | TTWPH Webinar (3). Close the applications for the 2nd cohort | Create interest for the second cohort and empower EiR from the 1st cohort (throught the webinar) | Webinar: topic to be defined +June - August | Meet and select participants of the 2nd cohort. Prepare contracts | Find the right fit for EiR +Sept - Feb | **Launch of second cohort of EiR** | Activities available in the next section + + +#### EiR Cohort 2 Type of Activities + +The Turing Way Practitioners Hub will launch a second cohort in 2024. Within the 6 months of the cohort, we would like to propose to offer mandatory activities optional activities. +* Mandatory activities: The Experts in Residence are expected to come to this activities +* Optional: The Turing Way Practitioners Hub will organise training and networking sessions that aim to empower the Experts with tools and practices that will benefit them and their teams + +| Activity | Description | Objective(s) | Mandatory (M) or Optional (O)| +| -------- | -------- | -------- |------| +|In-person events (2-3) | Cohort inauguration, non-structure day/practices demonstration day and celebration | Connect with other Open Source Experts in Residence, Turing and BridgeAI folks (ISA's) | M +Collaborations Cafe (12 sessions) | Virtual co-working spaces held fortnightly on the first and third Wednesdays of each month for 2 hours | Share expertise and gain knowledge from The Turing Way to increase and empower a forum to highlight, connect of 'open science and AI' practitioners | M: 50% +Case study writing | Co-creating case studies capturing ‘open science and AI practices’ in their org/sector | Recognise and promote their use of open science and AI to a broader forum of practitioners | M +Trainings | Available for current and past EiR, BridgeAI and The Turing Way community members. Up to 10 people per training session. Training sessions will not be scheduled on Collab Cafes days | Provide training opportunities to empower the EiR, BridgeAI and The Turing Way with tools and practices that will benefit them and their teams | O (EiR will have the priority to join but they should confirm max 2 weeks in advance) | + +We hosted the following trainings during the 1st cohort, should the order change? Should other trainings be included / removed? + + +| Month (cohort 1) | Activity | Materials | Comments/Changes: Future cohorts | +| -------- | -------- | -------- | ---- | +|Month 1 (July) | **Stakeholder mapping and engagement** | [Slide-deck](https://docs.google.com/presentation/d/1BO-_VtRL-WrcpoEzSv_4ZCcEEg8QaZepeRGx6rB9grQ/edit#slide=id.g25a61fe364e_0_57) / [Worksheet with guidance on how to get started](https://docs.google.com/document/d/1r08Yu2tG8DcOiMpF6bbHrlgMRdePNxlWSRd3tvK7fcQ/edit#heading=h.xhqdovkwrb1u) / [Miro template](https://miro.com/app/board/uXjVMWzhGGc=/) | +| | **Inauguration** Full Day hybrid Workshop about **Adapting Data Science Best Practices** | [Practitioners Hub Panel - Neil Chue Hong, Lauren Wool, Simon Reeve, Kirstie Whitaker, Jennifer Ding - YouTube](https://www.youtube.com/watch?v=eTH6-BA9ouE&t=5s) | For the second cohort, we should include the EiR of the 1st cohort +Month 2 (August) | **User Journey Mapping** + individual coaching sessions by Fruto with each EiR | 8-hour workshop and 1 hour of individual coaching session facilitated by [Fruto](https://frutostudio.co.uk/) | This training should happen before the EiR start co-writing the case studies +Month 3 (September) | **Discussion on open leadership** | [The Turing Way Open Leadership in Data Science](https://the-turing-way.netlify.app/collaboration/leadership.html) / [Managing open and reproducible data science projects](https://carpentries-incubator.github.io/managing-computational-projects/) +| | **Pedagogy of technical teaching** and how that transfers to your own contexts | [The Carpentries instructor training](https://carpentries.github.io/instructor-training/01-welcome.html) and [Teaching Tech Together](https://teachtogether.tech/) | +| | **Skills/Knowledge Gap Mapping** - delivered by the Turing Skills Team | [Slide-deck](https://docs.google.com/presentation/d/1sl7dLQMjGF8q7FmZi-CqFEpIcDLsy1yc/edit#slide=id.p1) / [TTW-PH-Skills Gaps Workshop notes](https://docs.google.com/document/d/1xGeUuDYHRSkozstzZbjEXrxmLsEChmFWKXnU4EFZIWQ/edit) | The EiR were very interested and we got very useful feedback +Month 4 (October) | **Systems Thinking Workshop** led by [Digital Catapult](https://www.digicatapult.org.uk/) | [Introduction to Systems Thinking Slide-deck](https://docs.google.com/presentation/d/10pTmynOgXVVGanR9pKtCZC4J4Nj2EgdZ/edit#slide=id.g19b5cc77afc_0_329) / [Leverage Points: Places to Intervene in a System](https://donellameadows.org/archives/leverage-points-places-to-intervene-in-a-system/)| +Month 5 (November) | **Product Strategy and Road mapping** led by [Superbloom](https://superbloom.design/) | Notes to be added | BridgeAI doesn't consider international expenses +Month 6 (December) | **Celebration Day: Fireside Chat / Webinars** | + +* Training that should be included (following the feedback of the first cohort): + * Licenses + * Metrics + +* Should EiR be offered a 0.20 fte payment? We will review following the EoI + +Notes: +- The design will be reviewed with Malvika and Ale +- +- +- + +### CZI Localisation Proposal + +Notes: Email from Carly to meet + +* who should join the meeting: - ask representation of localisation to join the meeting +* MS has a good relationship with them but as the number of people is big she's copy to +* KW and MS will discussed this through Slack -- as the meeting will most probably be late, MS will attend but KW will send the email to the Localisation team +* ACTION: Organise a pre-meeting to coordinate discussion with potential attendees +* MS: Include other people that have collaborated in the prospect of getting this funding, not sure when but consider them ---> KW, share this with them asap for them to know about the progress. If we are invited to send a proposal we will be sharing that too. MS will get in touch with the stakeholders + +### The Turing Way OPEN Community Call Agenda (15 Feb) + +The meeting will focus on (?): +- Future +- Governance +- Working groups 2024 goals +- Other + +https://annuel2.framapad.org/p/TTW-community-call-15Feb + +Agenda: +Welcome the session: Anne +5/10 min Kirstie: Pre +Working groups presentation: max 5 min per person + - Translation and localisation + - Infrastructure + - Accessibility + - Book Dash + - Data Skills/ Research Infrastructure roles (formalising the working group) + - Practitioners Hub (Ale) +Q&A + +Notes / Ideas: +- MS: would like to put out at Github, about finance, scope of working groups +- KW: OPEN Community Call, to include members of the community that not necessarily are core team members + - Understand the Governance of TTW + - Put mayor people on stage, give an introduction, and then the community ask questions. Leaders of the community answer questions. Lots of time for Q&A as possible +- KW will give a presentation about Governance, Three level of decision making and Mountain of engagement. +- Chairs of Working group give a small presentation: + - Translation and localisation + - Infrastructure + - Accessibility + - Book Dash + - Data Skills/ Research Infrastructure roles (formalising the working group) + - Practitioners Hub +- Promotion: open the registration, like a Fireside Chat to get the link to access, we would like +- **Actions to AAA**: Share this (https://the-turing-way.netlify.app/afterword/subprojects) with all working groups to update info +- Action to ALS: We should update this: https://the-turing-way.netlify.app/afterword/subprojects ---> review what is missing and needs to be changed, Anne should block time to have this done and KW could review and edit +- Action to Ale: CC Ann when we need KW do tasks / task lists: Review and edit documents for example. Governance, for example - she should be reviewing. (https://github.com/alan-turing-institute/tps-team/blob/main/team-member-docs/kirstie-whitaker/personal-handbook.md). Data Protection and Relationship between The Turing and The Turing Instute --- open as PR before the meeting on the 15 Februar +- MS would like to KW to review this by Friday 26 January https://docs.google.com/document/d/1Z_r0G6dmtlw0icQ_ctkhLG_QxZDhuRZaSTSkGvAVK6w/edit#heading=h.bk128dwchkvm ---> Mision, vision, scope. PLUS the working groups (Anne) and Three level of decision making (Ale). ---> Malvika would review them first + +### TTW Q1 Events and ways of working + +* ALS and AAA have started adding all projects in a Github project tracker +https://github.com/orgs/the-turing-way/projects/3/views/ + +* Q1 Events (Jan-March): https://docs.google.com/spreadsheets/d/1lWCWKAAXSlluo5d78LAjoMS9dfDxB27Y7Fb_wGI9B6Q/edit#gid=577525947 + * Onboarding sessions: Jan/March + * Challenges: Fireside Chat and TTW PH webinars + +Notes: +- For each task where should we connect the issue to, rcm&rpm or broadly connected to mental model. Example: Book Dash Planning +- Justify the model of where we send some info +- All OK with having a webinar and Fireside Chat during the same month. +- Check with Anne if she has contacted Marion + +### Jupyterhub status + +Review the status of the following tasks +- [ ] Contract agreement: chase Darren (last email on 10 Jan) +- [ ] Kick off project - Meeting with Sumana: 15 Jan + - [x] Identify meeting goal: Brainstorm + - [ ] Proactive updates to Chris Holdgraft +- [ ] RACI matrix +- [ ] Ethics / TreX: Yes (KW will be included in it)--> Task it. Ale will start and KW will edit / 30 min together to go through the document together. Invite all the people who will collaborate in the project. KW + +Notes: +* Pro active updates to Chris Holdgraft +* Bring Dawm from CHAOSS to the conversation - Send KW the podcast. Malvika did it. + + +