Skip to content
New issue

Have a question about this project? Sign up for a free GitHub account to open an issue and contact its maintainers and the community.

Sign up for GitHub

By clicking “Sign up for GitHub”, you agree to our terms of service and privacy statement. We’ll occasionally send you account related emails.

Already on GitHub? Sign in to your account

Create Notes from PM-Core-team-Meetings-11Jan24.md #3

Open
wants to merge 1 commit into
base: main
Choose a base branch
from
Open

Create Notes from PM-Core-team-Meetings-11Jan24.md #3

Changes from all commits
Commits
Show all changes
1 commit
Select commit
File filter

Filter by extension

Filter by extension
Conversations
Failed to load comments.
Loading
Jump to
Jump to file
Failed to load files.
Loading
Diff view
Diff view
203 changes: 203 additions & 0 deletions pm-core-meeting-notes/11Jan24.md
View file
Open in desktop
Original file line number Diff line number Diff line change
@@ -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.