Project Executive Board meeting notes - extracts for WP1

14 Feb 2023

WP1 is writing the final report. Sophie will finish the sustainability outcomes soon and upload them to Zenodo.

31 Jan 2023

Juliane is starting to write the final report and collecting data for that.

For all: please keep in mind to spend your money for ExPaNDS in February!

17 Jan 2023

Juliane is planning the closing event and the collaboration board meeting.

20 Dec 2022

Closing event is being planned.

The project review will be on the 15th, 16th or 17th of May 2023.

06 Dec 2022

Sophie has opened an issue for the sustainability onepager. Please have a look and fill in, where you have input.

WP6 has set up an organising committee for the final event, now the planning is going on and WP1 and WP6 are meeting regularly.

The project review will be between the 14th April and the 17th May. Juliane will send a doodle for three dates to suggest to the PO.

22 Nov 2022

Sophie has made some progress on the sustainability papers.

At the final event in January there will be a final CB and a TCB meeting.

Patrick and Juliane have been to the EOSC symposium in Prague. Oliver has held a presentation about our training catalogue.
Furthermore the project Skills4EOSC was presented, with which we should connect. It is about creating a training ecosystem for open and FAIR science. Juliane will contact the coordinator of this project.

08 Nov 2022

Paul, Patrick and Juliane have met with Silvan to talk about the last deliverable of WP4 (D4.5), which is about the Deployment of Analysis Services for EOSC within the EOSC. Silvan will invite the responsible persons for regular meetings. Patrick asks Majid to help Silvan with the deliverable, especially with the table of contents.

A meeting with WP6 took place where the final event was discussed: 23 and 24 January. Kat will send a save-the-date reminder. There will be a small session with DAPHNE during our internal meeting and also a bigger session within the ExPaNDS workshop on Tuesday morning.

Patrick and Juliane are going to the EOSC symposium next week.

25 Oct 2022

Juliane and Sophie are working on the sustainability papers for LEAPS and LENS together with Andy and Ornela from PaNOSC.

The final event will be planned together with WP6. At the moment the rough agenda is:

23/10 PM ExPaNDS internal meeting

24/10 AM ExPaNDS Users’ meeting (open for all)

24/10 PM ExPaNDS internal meeting

DAPHNE4NFDI suggested a satellite event together with ExPaNDS. It was discussed if a half day is needed or the meetings can be included in the planned meetings. The majority would like to include one workshop into the internal ExPaNDS part to discuss the sustainability of ExPaNDS and future work. The ExPaNDS User’s meeting could be organised together with DAPHNE. Anton will discuss this topic in the DAPHNE EB.

11 Oct 2022

Juliane started collecting all missing topics for the end of the project, including recommendations, tasks, objectives, KPIs.

The presentation website must be filled. Please have a look and send missing presentations to Juliane.

Juliane has contacted Ornela, the leader of the sustainability work package of PaNOSC and Andy to adjust the sustainability of both projects and the open tasks. A one-page document for LEAPS and LENS readiness to adopt our services is needed. Andy wants to talk about it in the LEAPS plenary, where Ana and Majid are attending. Juliane will write an email with some bullet points about this topic.

27 Sep 2022

Nothing to report.

13 Sep 2022

Preview of D5.3 is ready.

Paul and Juliane have attended a workshop DAPHNE@DESY organised by Anton and Lisa, which was very helpful for the understanding of the different needs of beamline scientists and IT. Furthermore it helped a lot in connecting the different departments of DESY and raising awareness for ExPaNDS and DAPHNE.

Paul is going to a side-event (interTwin) of the EGI conference next week and Juliane is going to the NOBUGS conference.

30 Aug 2022

Deliverables of WP5 and M26 are being reviewed at the moment.

16 Aug 2022

Progress report meetings are being prepared. It is hard to find time slots because of the full calendars of the WP leaders.

02 Aug 2022

Nothing to report.

19 Jul 2022

05 Jul 2022

Patrick, Paul and Juliane discussed the recommendations of the last review and had a look on what must be done until the end of the project. Juliane needs to sort the recommendations and will contact the WP leaders in case of any questions.

21 Jun 2022

Juliane has spoken to Teodor, Marta and Guiseppe about the EGI conference. We submitted an abstract for ExPaNDS/PaNOSC and will present two use cases and the collaboration with EGI in eight minutes.

07 Jun 2022

Juliane is working on the finalisation of the face to face agenda.

24 May 2022

Juliane is in contact with a German project, which secures the sustainability of ExPaNDS. It is called DAPHNE (DAta for PHoton and Neutron Experiments) and is about data management.

10 May 2022

All financial interim reports from the partners have been obtained. We are underspending and have sent some questions to the facilities and are waiting for feedback.

The H2020 survey of the EOSC Association was submitted on 29th April.

Marta and Juliane are working on the PaN scenarios for D1.6 (General architecture description in relation to the EOSC service). They need help from Majid and Paul.

26 Apr 2022

All financial interim reports from the partners have been delivered.

Majid helped Marta and Juliane with the PaN scenarios for D1.6 (General architecture description in relation to the EOSC service).

12 Apr 2022

The financial interim report from UKRI will be delivered on Thursday (14/04(22). All other reports were delivered. Paul, Marta and Juliane are working on the PaN scenarios for D1.6 (General architecture description in relation to the EOSC service). Patrick asks if UKRI has PM left. Abigail says that we have to talk to Brian about that, because he has already some ideas.

29 Mar 2022

The following interim financial reports are still needed:

DESY

Elettra

MAX IV

PSI

SOLEIL

UKRI

Deadline is the 31st of March 2022.

15 Mar 2022

The deadline for the 2nd interim financial report (#41) is the 31st of March 2022. Once every report is collated, WP1 will be able to check deviations to the “recovery plan” presented at mid-term review for our underspending.

Contacting the project manager via office@expands.eu. Recipients are: Patrick, Paul, Sophie and Juliane.

The project speed will eventually decrease because there was no overlap of working time of Sophie and Juliane.

01 Mar 2022

The 2nd interim financial report of M30 starting today, Sophie sent around the request to all our financial contacts at partner facilities to provide the spendings for ExPaNDS since the beginning of the project until the end of Feb. 2022, for each WP, in PMs and in €. Once every report is collated, WP1 will be able to check deviations to the “recovery plan” presented at mid-term review for our underspending.

Progress reports for WP1 and WP5 were updated and are now available online:

Following Paul’s suggestion, WP1 created a new wiki page serving as a catalogue of ExPaNDS presentations. The aim is to have a landing page for all internal and external workshops ExPaNDS organised or was significantly represented. Contributions are welcome for any missing event.

The objectives dashboard is also up-to-date and Sophie added a proposal for WP5- and WP6- related objectives, to be discussed during the next catch-ups.

As mentioned by email yesterday, Sophie asked the PEB to use office@expands.eu to contact the project manager from now on. Juliane should start on the 14th of March so this will be used for continuity. Recipients are: Patrick, Sophie and Juliane.

15 Feb 2022

In the architecture, Sophie mentioned one of the newly introduced “PaN scenarios” is using the PaN training catalogue’s workflow feature to link the reference datasets with their analysis pipelines.

The first meeting for the working group on onboarding was last week.

DESY found a replacement for a project manager during Sophie’s leave, she will be starting in early March (if everything goes to plan!).

01 Feb 2022

The architecture update is progressing, we are following the mid-term recommendations to include “PaN scenarios” for an overall validation of the architecture. These are based on the WP6 roadmap use cases. The objective for the delivery of an updated architecture is March 22.

EGI is setting up the EOSC onboarding group, all are invited to register to the dedicated mailing list, a first meeting will be planned soon.

Sophie reminded the PEB of the upcoming interim report to check PMs and € spending per WP and per partner for the period going from M19 to M30. She will distribute the instructions to the list of finance contacts on the 1st of March with one month to collect them. Results and analysis are then expected in April.

18 Jan 2022

07 Dec 2021

Sophie mentioned she plans to have the extended PEB on the 18th of Jan. Invitations and agenda will be shared before the holidays. Please note there will be no PEB on the 4th of Jan.

23 Nov 2021

Sophie mentioned the working group in charge of the technical architecture update was now settled, with a first meeting organised by Marta in the planning. Anton noted we should use this opportunity to watch for any missing hook between data catalogue and data analysis.
Members of this working group are: Patrick, Paul, Sophie, Marta, Giuseppe, Brian, Carlo and Majid.

09 Nov 2021

During our mid-term review, we were asked to update the technical architecture for the project. Marta suggested steering a dedicated working group with WP3 and WP4 representatives to do so with EGI, the TC and the PC. Majid volunteered for WP4 and Alun will suggest someone for WP3. Alun asked to make sure PaNOSC was well represented too, to avoid holes in the architecture, be it through EGI, or directly with a participating member from PaNOSC (Jamie as TC?).

Sophie participated last week in the FAIR task force meeting of the INFRA-EOSC-5 projects which was dedicated to sustainability. FAIRsFAIR is ending in February 2022 already so they are very much focusing on it now. They are e.g. doing 1-page documents to explain for each of their key outputs the exact sustainability plan. It looked like a good practice that Sophie will experiment with the PaNET ontology and then submit to Valentina and WP3. Sophie briefly presented our own sustainability plans to the task force which was very positive about the approach.

It was also mentioned that it would be interesting / important to have a sustainable Zenodo community for all PaN projects outputs (past and future). Valentina was considering this for LEAPS already and will come back to the group on this topic.

26 Oct 2021

12 Oct 2021

The next CB meeting (collaboration board, with all ExPaNDS members representatives) is planned for the 17th of November at 2pm CET. Patrick invited the PEB to suggest topics to be raised at the CB level if needed.

In addition to finalising the amendment, Sophie and Patrick met with WP2 leads and co-lead to prepare the update of the progress report for WP2. Next in line will be WP3 that Sophie will start planning this week.

28 Sep 2021

14 Sep 2021

17 Aug 2021

Yesterday, Patrick and Sophie met with HMC Matter, the branch of the Helmholtz Metadata Collaboration which deals with photon science. There is an opportunity for collaboration between us on several levels, e.g.:

Sophie will put them in contact with Brian to arrange a discussion during one of the next WP2 meetings.

20 Jul 2021

06 Jul 2021

The call for participants to the EOSC-Association task forces is now out. Brian mentioned UKRI was now joining the EOSC-A.

22 Jun 2021

Sophie reported briefly on the EOSC symposium 2021 and the EOSC Association’s task forces (which are a follow-up of the EOSC EB working groups). The PaN community is not yet very much represented there so Sophie encouraged everyone to spread the word for the upcoming open calls for participants.

As a possible project to be submitted to the EOSC secretariat, Isabelle suggested developing a PaN aggregation of publication databases. The open source Zenodo would be for example a good platform. Ana also mentioned the French HAL as a good general-purpose database.

25 May 2021

Sophie reported having re-submitted the mid-term review periodic report to the EC after it was rejected to “stop the clock”.

11 May 2021

27 Apr 2021

WP1 was mainly focused on the reporting recently. Sophie however pointed everyone to the wiki that was written with the help of Carlo and Rolf following the workshop on EOSC. In addition to what was presented during the workshop, it contains some concrete best practices examples for metadata usage.

13 Apr 2021

30 Mar 2021

For the report to the European Commission, Sophie recalled that the financial statements were expected by the end of March (3/11 partners have submitted them so far). For the technical part, the shared document is progressing quite well thanks to the WP contributions. Sophie encouraged the missing WPs (WP4 and parts of WP5) to finalise their part asap in the shared document. So next steps are:

The other focus of WP1 right now is the upcoming workshop on EOSC. Kat helped a lot with dissemination and we have 57 registrants already. Sophie also stated her appreciation of the help of EGI but also PSI, HZB and PaNOSC WP6 in making an interesting agenda.

16 Mar 2021

For the technical part of the report to the European Commission, the details of the activities carried out since the beginning of the project have to be broken down per WP and per each contributing partner. The overall progress of the report is monitored in this GitHub issue. A first version for the WP reports is expected by Sophie by the end of the week.

Sophie reported progress on the organisation of the workshop on EOSC. The draft agenda is available here and the “save the date” will be sent soon, thanks to Kat’s help.

02 Mar 2021

Sophie reported some progress on the organisation of the workshop on EOSC with Giuseppe (EGI). The goal is to define what an ExPaNDS EOSC service is. Contributions from our colleagues from the EOSC projects are being planned (EOSC Nordic, EOSC Synergy, EOSC-hub). Provisional dates are 6th and 7th of April, from 10:30 to 12:30 CET, they will be confirmed asap. WP1 needs to involve now WP3 and WP4 in the preparation and it was agreed that we would ask Carlo, Sylvie, Linh for WP3 and Chris and Franz for WP4.

Sophie also reported the reporting period to the European Commission had started yesterday. Instructions will be sent for the financial report later today and for the technical report soon after that.

16 Feb 2021

02 Feb 2021

19 Jan 2021

Sophie reported that our PO asked for a dedicated review meeting to assess the collaboration between the 5b projects. It will happen as a separate event soon after/before our own review meeting. The EOSC secretariat project, which used to be our gateway to the EOSC WGs and is now the one to the EOSC association, will end in June 2021. After that, the stakeholder’s forum of the EOSC Association should take over this role but there will probably be a “moment of hesitation” between the two where we will need to organise ourselves for the task forces (FAIR, training and comms in particular).

Reviewing the project DMP with Jordi, Sophie asked if we should change the clause saying we will put every deliverable in Zenodo. We could instead choose to use Zenodo only for those deliverables that should be findable after ExPaNDS ends. It was decided that we should keep it as it is, it is not up to us to decide what is interesting or not to the wider community. Sophie will upload all missing public deliverables to Zenodo.

Preparing for the review, Sophie suggested we offer access to the Sharepoint to our reviewer. A dedicated meeting will be planned with Kat, Patrick and Alun (Diamond’s SharePoint expert) to see how we can make the most important documents accessible in one-click from the homepage.

15 Dec 2020

Sophie asked for the PEB’s support for the financial report due for the end of the year, to make sure the finance teams of the remaining facilities were aware of the request and ready to deliver.

The progress reports for WP2 and WP4 need to be updated in January. Sophie will come back to the WP leaders with the draft report and will ask for a 1-hour face-to-face to discuss overall progress on all tasks and next steps, with Patrick and Daniel.

Next year, WP1 is planning to involve EGI more, especially with the preparation of the upcoming workshop on EOSC.

Daniel announced that his recruitment went through, with a newcomer starting on the 11th of January for ALBA WP2-3-4.

01 Dec 2020

Sophie confirmed the amendment request had been accepted by the EC and that our PO mentioned we did an exhaustive work that “made his task easy”. The new deadlines for deliverables and milestones are now updated accordingly in SharePoint and GitHub.

Following the annual meeting, Jordi, Valentina and Sophie updated together the risk analysis for ExPaNDS, that is now delivered to the EC. During the discussions we realised that in PaNOSC they have all facilities represented at their PMC (our PEB) which sometimes makes their life easier. Sophie asked the PEB about the idea to have an extended-version of the PEB once in a while where all facilities would be represented. The PEB agreed and decided to give it a try for the meeting scheduled on the 19th of January 2021. Sophie will contact the CB members of the missing facilities to ask for a representative.

Kat also suggested to send the link to the PEB minutes to all@expands.eu to remind everyone they were available for them to follow ExPaNDS developments.

17 Nov 2020

27 Oct 2020

13 Oct 2020

Sophie is starting to prepare the WP1² session on management for the annual meeting with Jordi. Valentina is also in contact with Ornella for the joint WP1/WP7 session on sustainability.

Some progress was made on the amendment, which already made an iteration with the PO(s). A direct consequence of the extension is that we now have reporting periods longer than 18 months (21). This automatically triggers new reports for finances, we will have to report in December every year of the cumulative expenditure. Sophie will consequently need to request this to our finance people as soon as next month.

Finally Sophie reported that our 75 min session for the EGI conference had been accepted and that she was going to quickly start steering the preparation because we only have three weeks left.

29 Sep 2020

As Patrick mentioned, Sophie will start working on the actual amendment process in the EU portal now that the PO gave the green light.

ExPaNDs was contacted by F1000 research about the Open Research Europe (ORE) which is an open access platform financed by the European Commission. We could publish papers there and organise peer-review without any editorial bias. Sophie will get in touch for details, with Abigail, Kat and Patrick in the loop.

15 Sep 2020

A common response to the SRIA is being written with PaNOSC with the aim to publish it this week. Sophie will keep the PEB informed on any additional point compared to our already submitted response. The idea is to stress the key points so they are not missed in the wrap-up the EOSC secretariat is preparing. They received ~260 responses.

Sophie is working on the financial situation of the project post-extension, to monitor the updated ramp-up. She will contact facilities separately with an overview of the current expenses and projections per partner.

01 Sep 2020

Sophie reported the decision of the organising team to have a 100% online annual meeting instead of pushing to keep it partially F2F in Prague. The program was adapted a bit: the WP day which was originally on Tuesday is left for each WP leader to organise whenever they think is best. The WPs will need to be prepared to report during the two sessions on progress and roadmap originally planned for Wednesday. The Indico page with the draft agenda is here. Final modifications are being made but the invitation to register will be disseminated soon (probably this week).

WP1 gave feedback to the KPIs issued by EOSC landscape activities which can be found in the Sharepoint.

For a transparent reporting for future EU reviewers, during the summer Sophie prepared a webpage containing our PEB meeting minutes and progress reports, as well as the deliverables and milestones status. The page is here and the source code is in our GitHub (WP1-reporting repository). It is work-in-progress and an attempt for public reporting since SharePoint needs credentials. Any sort of feedback is very welcome.

18 Aug 2020

Sophie reported Rudolf’s message to PaNOSC which was to encourage our facilities to express interest for membership in the EOSC Association. FYI the member fees will be used to cover the functioning costs of the Association which are estimated to eventually reach between 1.5 to 2 M€ / year. However, these fees could be, for the first year or maybe two, covered by the EOSCsecretariat co-creation fund. Asking to join will show our eagerness to get researchers well represented in the EOSC.

Sophie then updated on the annual meeting preparations and explained the purpose of the survey which was sent around to get an idea of how much effort we can / should put into keeping at least a part of the event as F2F. She also mentioned the answers expected from WP leaders to Florian’s e-mail about cross-WP meetings wishes. Alun said it had been discussed during WP3’s last joint meeting and that no specific need for WP3 was expressed, the 2 WPs being already fully synchronised with remote meetings.

04 Aug 2020

21 Jul 2020

Following Diego’s presentation on onboarding to EOSC, Sophie raised the need for our future services to have a helpdesk, an access policy and a privacy policy. Daniel mentioned we should look into it through sustainability for after the project’s end. Alun and Majid reminded most of our outcomes will depend on existing services, which should include those features.

07 Jul 2020

Sophie reminded everyone of the upcoming onboarding presentation by Diego next week (15/07/2020).

23 Jun 2020

Diego from EGI is preparing a presentation for us to explain what onboarding to EOSC concretely means for ExPaNDS’ products. The meeting is sought to be held during the first half of July. It will primarily concern WP3 and 4 but can also be a good input for WP5 and what the 2nd workshop on EOSC should focus on.

Sophie received the first financial reports from our partners for the interim report. Meetings with each WP leader are planned at the beginning of July to be able to match this financial report with the technical progress.

The WP2 KPIs are now agreed. Valentina will upload the last version of the KPIs table to SharePoint for the others (WP3, WP5 and WP6) to check them and add narrative before the end of the month as previously agreed.

09 Jun 2020

Sophie mentioned the interim report had started with a good response from our partners’ project offices.

For our annual meeting with PaNOSC, the Indico page will soon be open for registration, with the preliminary programme. Brian asked Susan Daenke from EOSC-Life if she would be interested to be our speaker for FAIR, her answer is pending.

The WP leaders are working on the KPIs Valentina sent around, WP2 in particular is struggling to find better KPIs. The deadline was set to the end of June.

26 May 2020

Sophie reminded of the upcoming interim report, to get a first financial status of all partners. A table with the PMs and overall costs will be asked from all financial contacts next week. The technical twin report will consist of the updated progress reports.

The updated KPIs Valentina sent around need to be validated by the WP leaders. They will be included in the next reports. Concerning the risks update, WP2 mentioned they saw no additional risk to what Valentina sent. Valentina suggested a dedicated brainstorming to try and be more specific in the analysis.

Following EOSC-hub week, Sophie mentioned interesting achievements from other projects and suggested to name a technical EOSC interface in WP3 and in WP4. The summary posted internally at DESY will be shared to show the sort of achievements.

28 Apr 2020

For the panel discussion on EOSC during the November annual meeting, Mirjam will see if she can organize herself to attend by the end of the week. In this case the CB would be moved to Monday also (which is still compatible with the programme).

For the second talk of the plenary session, Brian will talk to Susanna Sansone.

Sophie updated on the progress reports that are currently being written for each WP. WP3’s report is available in the SharePoint, WP2 and WP4 are being finalised. The reports for WP1, 5 and 6 will then follow (not started yet).

The EOSC-hub documents on the future EOSC helpdesk, accounting and monitoring was briefly introduced. It was agreed a feedback would be given to these documents before the 8th of May.

14 Apr 2020

Recruitment update: No further recruitment needed

Sophie mentioned the EOSC co-creation fund was open to COVID linked initiatives.

A folder to record the minutes is available in SharePoint, Sophie asked to put the minutes there to make them more sustainable than floating Google docs: Document Library / Meeting minutes

31 Mar 2020

Draft rules of participation to the EOSC were made public by the RoP WG. Mirjam explained ExPaNDS was at a too early stage to be able to provide feedback. Patrick agreed.

KPIs: Mirjam will get in contact with the WPs to complete and refine the KPIs from the proposal and get closer to PaNOSC’s.

Sophie informed that our best contribution to the 5b projects task forces on policies, FAIR and onboarding, ExPaNDS being the only thematic project there, was still to be found. Brian offered to meet separately to discuss the FAIR TF. Kat and Thibaud are doing well with the TFs on dissemination and training.

17 Mar 2020

Deliverable due M6: Sustainability policy report (PSI): is currently being reviewed and will be uploaded today or tomorrow. Daniel said we would send his comments today.

Sophie gave an overview of the upcoming deliverables until August 2020.

WP1 works will focus on coordination with EOSC related projects now that the first phase with many deliverables is finished. Sophie asked for communication needs that were not yet fulfilled and especially a way to share all the meeting minutes. It raised the problems encountered by several with SharePoint (see WP6).

03 Mar 2020

Deliverables due M6:

The deliverables process must be improved. WP1 will make efforts to know who is in charge of each upcoming deliverable sooner. WP leaders will be encourage to identify lead authors and make sure they are aware of it.

18 Feb 2020

In addition to the work on the deliverables, WP1 suggests WP5 participate in the 5B projects task force on FAIR so they can be involved in the FAIRsFAIR synchronisation workshops.

04 Feb 2020

Shared table for ​ExPaNDS/PaNOSC collaboration​ and monthly WP1 meeting in place. Start of all INFRA-EOSC 5B task forces following the enforcement of the Collaboration Agreement.

21 Jan 2020

07 Jan 2020

The WP internal communication mailing lists are open to subscription, which will be notified to every project’s member. The other lists (mainly board lists) are administrated by WP1 so any request can be directly addressed to Sophie. Transforming the current stakeholders’ list into a ‘who’s who’ file which would contain e-mail address, list subscription and board membership is proposed for publication on the landing page. The ExPaNDS WP leads will be mentioned as contacts in the PaNOSC GitHub (​here​).

03 Dec 2019

Recent works mainly on Collaboration Agreement and deliverables; arrival of Sophie Servan who joined the team on December, 2nd.

13 Nov 2019

Mailing lists set up; D1.1 Human resource allocation is under preparation and needs input from project partners; INFRAEOSC 5 Collaboration agreement is still under discussion; INFRAEOSC 5 Cross Project Collaboration Board and the related task forces had the first meetings; new Project Manager (Sophie Servan) will start at 1 December; abstract about ExPaNDS submitted to the 'International Symposium on Grids and Clouds 2020' in Taipei.