Specify concrete actions/deliverables of cooperation with ExPaNDS

[JBodera]

Following the establishment of a MoU between ExPaNDS and PaNOSC, we have a few areas identified for cooperation/communication, however these are not very specific.

The idea is that Jordi will engage with ExPaNDS management, so we can define concrete areas for cooperation/objectives to pass on to WP leaders of each project for final validation and implementation.

[JBodera]

A meeting took place 23/10/2019 between Kunt, Patrick and Jordi.
While further information is needed from ExPaNDS and PaNOSC's work package leaders, we could envisage the following actions taking place in the future:

1. PaNOSC and ExPaNDS work together within their WP2 (Data Policy) in order to establish FAIR best practices and practical guide about what to consider for FAIRness and how could it be implemented at photon and neutron sources. It was suggested that Brian Matthews (ExPaNDS could work with WP2 PaNOSC staff)
2. If either ExPaNDS or PaNOSC organise Jupyter Notebook workshops/conferences we should plan these events together, to ensure maximum participation and transfer of knowledge.
3. ExPaNDS could use PaNOSC's e-learning platform for training
4. Representatives of ExPaNDS and PaNOSC could attend every single user meeting at each partner institute to raise awareness of PaNOSC. This could mean in practice representative(s) from the hosting partner + another person from the other project and easily would cover all our user communities. Sharing timetable of future user meetings is essential for this.
5. Update the stakeholders wiki page of PaNOSC in GitHub with contacts from ExPaNDS, so we have a place where to go to find the right contacts in relation with a work package or topic.
6. PaNOSC is happy to share deliverables and internal products from WP1 - Management with ExPaNDS (Internal Financial Report, KPIs, etc.)

[JBodera]

On 07/01/2020 Jordi Bodera and Sophie Servan (ExPaNDS) met via video conference to follow-up the cooperation between the two projects.

Regarding the six points listed above:

1. PaNOSC and ExPaNDS work together within their WP2 (Data Policy) -> Ongoing
2. organise Jupyter Notebook workshops/conferences we should plan these events together -> This should be in calendars (either a common one or two) easily accessible to both project stakeholders. Jordi will check with Hans when/if there is a Jupyter workshop planned
3. ExPaNDS could use PaNOSC's e-learning platform--> Ongoing: Soleil working with ESS on the subject.
4. Representatives of ExPaNDS and PaNOSC could attend every single user meeting --> user meetings should in calendar(s) and accessible to all. Work is ongoing to ensure it is the case
5. Update the stakeholders wiki page of PaNOSC in GitHub with contacts from ExPaNDS --> possible (but need to respect GDPR), alternatively PaNOSC could link to ExPaNDS stakeholder list. Currently the ExPaNDS stakeholder list is a private document, however the WP leaders of ExPaNDS should be known.
6. PaNOSC is happy to share deliverables and internal products from WP1 - Management --> information available on: WP1, Submitted deliverables, milestones and internal milestones.

Jordi also provided feedback and comments from Nicoletta regarding ExPaNDS' Communication Plan document.
Extra two new points were raised:

7. It was agreed that Sophie and Jordi will held a ~monthly conference call to monitor the cooperation and strengthen it as appropriate.
8. Calendar -->Sophie will look at whether ExPaNDS creates its own Google Calendar for events that will be shared or whether it is better to try to gain access to the PaNOSC calendar to add the events directly there. Both options could work and allow a simple view with events from both projects.

[JBodera]

On 04/02/2020 Sophie, Patrick, Andy and Jordi met via VC.

Main points discussed:

• PaNOSC-ExPaNDS joint annual meeting : more information to be requested to Florian to clarify capacity, number of meeting rooms available, exact dates, etc. with a possible VC with Florian to follow.
• Calendar : ExPaNDS has a Google Calendar, so this is now fine
• Joint actions : follow-up here in this document https://docs.google.com/spreadsheets/d/1UOhwNE2_FYtJAf-23GvbzCGrbokutDH8VyhREImzl4g/edit#gid=0

[JBodera]

On 03/03/2020, Sophie, Andy and Jordi met via VC.
Main points discussed:

• Annual joint meeting: PaNOSC supports not changing the date, even if this means some people could not attend. This topic will be further discussed on PaNOSC PMC and a conf. call the following day

• INFRAEOSC-03 : The ESRF has not yet received feedback from any ExPaNDS partner, so it is unclear whether any of them would like to participate. The deadline to communicate intention to participate is 04/03/2020 EOB

• PaNOSC at ExPaNDS TCB : Jordi created issue 56 for this and it is in the agenda for the next PMC

• Calendar usage : It is not super useful so far, and PaNOSC does not have it very up to date

• KPIs : Jordi to share PaNOSC list of KPIs with Sophie, so maybe ExPaNDS could have similar KPIs to PaNOSC

• We enquired a little bit about each others WP and progress

[JBodera]

On 07/04/2020 Sophie and Jordi met through VC. Andy and Patrick were excused.
The main points discussed were:

1. Annual joint meeting : this is confirmed for November, 9th noon to 11th noon. Meetings have been taking place in order to organise it, and Sophie shared with Jordi some notes, which can now be accessed by everyone in the issue 53
2. INFRAEOSC-03 call : Jordi and Sophie discussed the current status of the call and lack of recent news, so they agreed that Jordi will ask Rudolf and share the news.
3. ExPaNDS TCB : Jamie (ILL) was selected to represent PaNOSC at this body. Sophie reported that while no TCB meetings have taken place since Jamie joined in, he is already working with Daniel Salvat (ALBA) on a workshop to deploy the PaNOSC Portal at all facilities
4. Calendar usage : it seems that the calendar usage is not high and the quality / correctness of the data could improve. Jordi will look at whether he can integrate this Google Calendar into his professional ESRF e-Calendar application and thus help to improve the quality of the data.
   Jordi will also remind everyone at PaNOSC that ALL MEETINGS SHOULD BE IN THE CALENDAR.
5. KPIs : Sophie reported that PSI is looking at the list and using it to help build their own list of KPIs. ExPaNDS will share a list of KPIs once ready.
6. Risks : Jordi to share the list of risks from PaNOSC and its management with Sophie, however it looks like both approaches are quite similar. Sophie to share the list with Jordi, so we can both learn from the risks identified at each project and learn from the mitigating actions implemented.
7. Mid-Year Summary Report and Internal Financial Report : Sophie enquired about the currently under development deliverable D1.5 Mid-Year Summary Report 2020 for PaNOSC and Jordi explained that is another iteration of the D1.2 Mid-Year Summary Report 2019, which is available in GitHub.
   Regarding the Internal Financial Report, it was discussed the information provided and how it can help making decisions regarding the project. Both Jordi and Sophie share concerns about the projects underspending and talked briefly about measures that could be taken if underspending is confirmed and continuous.
8. Work Packages Review

• WP2 - Data Policy : Sophie reported good collaboration between ExPaNDS and PaNOSC, with Brian and Andy working well together
• WP3 - Metadata : Sophie reported ongoing work at Diamond, but it is unclear how much (or not) collaboration between ExPaNDS and PaNOSC is taking place.
• WP4 - Data Analysis Services: The PaNOSC portal is being deployed at facilities in ExPaNDS and that should help a lot getting synergies in this work package.
• WP8 / WP5 Training : ExPaNDS has two workshops planned for the summer (FAIR & EOSC), the dates are yet to be confirmed and they most likely will be virtual workshops. ExPaNDS has started to use pan-learning.org
• WP9 / WP6 Communication: participation of ExPaNDS RIs in the DOI video that is lead by Nicoletta (ESRF) is ongoing.

[andygotz]

Some quick comments on the latest update:

• WP2 - good participation by multiple members of both projects in the data policy (not only Brian and Andy)
• WP3 - PaNOSC and ExPaNDS are working together on the common api. Implementation should take place for each site now.
• WP4 - there is good attendance of WP4 meetings for both PaNOSC and ExPaNDS with a good sharing of information. The idea of including an ExPaNDS demo during the PaNOSC review meeting was raised. It would highlight the strong collaboration

[JBodera]

On 05/05/2020 Jordi and Sophie met through VC.
The main points discussed were:

1. Communication : PaNOSC is named at the same level as ExPaNDS in a video/infographic that will be available online soon. PaNOSC will be shown as a "related project" in a new section within the ExPaNDS website.

2. 5b projects common position : Sophie reported that ExPaNDS is participating in an EOSC position paper due18th May and that the PaNOSC position paper previously submitted will be used as its base, ensuring a common-ish position.

3. ICT 2020 conference will have ExPaNDS representation and PaNOSC should consider sending someone as well.

4. Diamond Questionnaire : it was agreed that during the PaNOSC PMC scheduled for 13th May Sophie will raise this topic. Also, when having a section related to WP updates, an ExPaNDS representative will have also a slot.

5. EOSC-Hub feedback required for three papers
5.1 Federation Services Helpdesk
5.2 Federation Services Accounting
5.3 Federation Services Monitoring

6. Sophie is attending the Coordinator's Day (12th May). Jordi explained that by the time he received the notification about this event it was already too late. Sophie agreed to share information about reports and amendments

On top of these subjects they were also briefly discussed the calendar (Jordi couldn't get support form ESRF's IT to synch) and KPIs about DOIs.

[servansod]

On 01/09/2020 Jordi and Sophie met through VC.
The main points discussed were:

1. Portal architecture workshop: only 4 speakers confirmed (incl. 1 for PaNOSC), the target is to have one speaker per facility confirmed before the 14/09/2020 so the agenda can be set. Jordi to remind PaNOSC at next PMC.

2. ExPaNDS extension: Sophie quickly presented the shift in deliverables and milestones. A detailed explanatory doc is being reviewed by the Collaboration Board and will then be sent to our PO. If the PO agrees, the amendment process itself will then be launched. Sophie will share feedback on the process as it goes.

3. Data policy frameworks: The goal would be to have one PaN data policy framework to show the EC they were right to give us 2 grants. For now the ExPaNDS deliverable is more focused on the context and the guidelines for facilities to update their policy and is not incompatible with the PaNOSC data policy model. However the next steps need to be clarified > action to Andy and Brian.

4. Events coming up and common image: Both projects seem a bit less synchronised than before on the (numerous) upcoming events. Jordi and Sophie to suggest respective WP9 and WP6 to have regular meetings. Sophie also inquired if PaNOSC was participating in the EOSC symposium and the Research and Innovation days.

5. Common paper on SRIA response: Jordi to suggest to Rudolf and Patrick to work together on a paper to highlight the main points of the questionnaire that we wrote in the comments, to give them more visibility. Objective: end of Sept. at the latest.

6. Annual meeting and Boards: When the annual meeting was planned as F2F, our respective governing boards were planning to meet and discuss in side-talks. Now that the event is online, Sophie suggested we offered them a joint slot. Jordi proposed a 45-minutes meeting of both boards, before their respective internal boards so their could discuss the common suggestions. Both to raise the idea to Andy and Patrick.

[JBodera]

https://github.com/ExPaNDS-eu/ExPaNDS/wiki/Mapping-ExPaNDS-and-PaNOSC-activites

[servansod]

I edited the page and corrected the typo in the title so the new page is reachable here:
https://github.com/ExPaNDS-eu/ExPaNDS/wiki/Mapping-ExPaNDS-and-PaNOSC-activities

@JBodera I'll let you have another look and then we can talk to WP leaders to complete/review ok?

[JBodera]

Meeting 02/03/2021: Jordi & Sophie

1st: KPIs and how well they represent the status of PaNOSC was discussed. Given that deliverables that will provide users are not ready yet, KPIs at this moment do not provide the best view of the project

2nd: Common annual meeting: Full agreement to do again a common event with an ExPaNDS facility being the main organiser (face to face event it is unlikely though). When to start planning the event must be discussed shortly, to ensure that everyone reserves a suitable date. The possibility of ALBA organising it immediately after the LEAPS plenary was discussed, with MAX IV being a possible alternative

3rd: It was discussed how to get WP leaders engaged and how to obtain easily information about progress. Jordi does not consider the "internal milestones" a big success and a Kan-ban like dashboard per WP was discussed (like in https://github.com/ExPaNDS-eu/ExPaNDS/blob/master/WP2/Data_policy_consultation/Progress.md), which could support the summarised list of work items. Jordi will try to test this approach with a WP.

4th: RDA meeting 20th to 23rd April. ExPaNDS is considering paying fees for people to attend and listen to ExPaNDS/PaNOSC presentation. Jordi said that it should be easy for PaNOSC to pay the fees for PaNOSC contributors employed by the consortium members, however it may not be so easy/possible for external people.

[servansod]

Meeting 06/07/2021: Jordi & Sophie

• addition of a "ExPaNDS news" standing item in the PMC agenda (2-3 min)
• update of PaNOSC's risk registry with WP8 related risks
• upcoming PaNOSC EB in Sept/Oct notably with sustainability as a topic
• upcoming PaNOSC WP6 review during extra PMC - Patrick and/or Sophie to attend for ExPaNDS
• ExPaNDS received its mid-term review report, with a request to amend the Technical Report, notably on ExPaNDS / PaNOSC collaboration:

For the purpose of the evaluation of ExPaNDS activities, it would be useful that the project provides a table with a list of the activities performed in common [with PaNOSC], including also a list of ExPaNDS activities which have an interface with PANOSC work, with information about the respective roles and contributions of the two projects. This table should be provided in the final version of the periodic report of the project.

Sophie intends to use the wiki page created exactly for that purpose and asked Jordi for help finalising it with PaNOSC's WP leaders.