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lwjohnst86 opened this issue Jan 12, 2022 · 17 comments · Fixed by seedcase-project/seedcase-sprout#24
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Admin: Meetings and minutes #4

lwjohnst86 opened this issue Jan 12, 2022 · 17 comments · Fixed by seedcase-project/seedcase-sprout#24

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@lwjohnst86
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@lwjohnst86
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2021-04-21

Minutes

  • Organization diagram:
    • DD2 Project management group: At KEA? At Odense? At Biobank?
    • Called Research Advisory Board
      • Two persons from each region of Denmark?
        • One from Steno Center and another from GPs?
    • Link: https://dd2.dk/om-dd2/fagligt-raadgivningsforum
    • Strategy is approved by DD2 Board
    • Attach us to the Research Advisory Board?
      • To highlight we are part of research
      • To make sure we are “online” with other budget decisions
  • Funding… Update DST data into research engine.
    • Update where data is stored
  • Data managers at KEA will need access

@lwjohnst86
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2021-04-28

Minutes

  • Need to include data storage and merging data?
    • Merging data as in from Core DD2, from DST/SDS, and from the HPC for the larger data
      • KEA has only additional data from DST/SDS
        • They are working on ways to streamlining linking and merging.
      • GWAS (might be) on Computerome2?
        • Because it is so large (...size?), so can’t really be put on DST/SDS
        • GWAS also require HPC for its processing
        • Need two solutions for storage, because one for the large stuff and one for the DST
    • Data storage at maybe three locations
      • Data from Forskinemaskiner (?) on DST
        • Have a shared authorization for sharing DST maskiner
    • Describe these as key issues to deal with, rather than a key component of this framework.
      • Data management position should be considered.
    • SDCA could take lead over the legal stuff? But then it would not be at Odense… but doesn’t mean we take data ownership.
      • Since we need to work within rules of DST
      • And get a shared DST server in SDCA?

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lwjohnst86 commented Jan 13, 2022 •
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2022-01-13

Agenda

  • Discuss hiring details, timelines, etc
  • Discuss other awardees of fund (Alisa)
  • Discuss general workflow around meetings (e.g. where agenda items and minutes will be, using GitHub for project management and where, etc) (Luke)
  • Any other details?

Minutes

  • Other details: Who on core team? Alisa, Annelli, Luke, any others? Start with us and decide as we go.
  • Hiring process:
    • Funds might be going from AU, so hiring might be through AU (still in discussion, though, could also be through the hospital)
    • Action: Start writing up job descriptions ASAP (Alisa and Luke), by Feb 1st.
    • Examples of other similar jobs/positions that we can compare to at the hospital/AU?
    • Action: Annelli will look into HR at both places and see what they say about where to have them.
    • Action: Annelli will look into how strict funding is to be used.
    • Action: Luke will contact DDA about how strict funding and project is.
  • Christine, OHDI? They also got data infrastructure funding. Contact them to maybe share experiences and efforts? Collaborate?
    • Action: Alisa set up a meeting with them in April maybe?
    • Action: Alisa will try to get application and send it along.
  • Action: Annelli make GitHub account and send Luke username

@lwjohnst86
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lwjohnst86 commented Jan 13, 2022 •
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2022-01-20

Agenda

  • Review previous meeting's action items
    • Luke: Will meet with Tore in early Feb to discuss funding, but seems things will be fine.
  • Move forward unfinished items to this meeting's minutes.

Minutes

  • Alisa has sent email to ask for application, waiting for response
  • Annelli will meet with Jens asap, and with KEA maybe before that
  • For deciding about doing it at AU, Annelli and Niels in negiotations with NNF about the details
  • Get advice and feedback from Kaj on job applications after we've done a first draft
  • Action: Write first draft of one job description and send around to others for review
  • Action: Send description to other reviewers
  • Alisa will be meeting with Christine shortly in future

Items to update on for next week:

  • Funding location negiotations, anything from HR
  • Discussion with Jens and KEA
  • Have sent out job descriptions to reviewers
  • Meeting with OHDI people

@lwjohnst86 lwjohnst86 pinned this issue Jan 18, 2022
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lwjohnst86 commented Jan 20, 2022 •
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2022-01-26

Agenda

  • Update on items from last meeting
  • To discuss for job positions:
    • Project manager position name? Better as "Team Lead"?
    • Other benefits to include as advertisement?
    • Include salary (or general indication of salary)?
    • Who to put as contact for more questions?
    • Include supplement to income to buy necessary computer equipment/etc? (Depends on where funding will take place, whether they will be purely remote, etc)
    • Include whether travel expenses for interviews will be covered?
  • Write up update/action items for next week

Minutes

  • Action: Ask HR about parental leave, etc.
  • Action: Need to find out the best title for project manager based on what can be given (between AUH vs AU).
  • Action: Ask HR (in AU vs AUH) how to write about salary in job posting.
  • Action: Luke send description to other reviewers (Kaj, Niels, Jens)
  • Annelli meeting Jens soon
  • Alisa hasn't heard yet from about application and OHDI
  • Annelli waiting on response from NNF about funding location

@lwjohnst86
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2022-02-01

(quick meeting)

Minutes

  • Can do it at AU
  • For consultant, hire software architect early on. Maybe at same time as RSE

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lwjohnst86 commented Feb 7, 2022 •
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2022-02-08

Agenda

  • Update on HR status, meetings, previous action items?
  • (Luke) DDA is good with splitting my time. How to exactly do it?

Minutes

  • Can post jobs next week. Do PM and RSE first. Do ~two weeks for advertising, maybe longer for RSE
  • Include length of position for each job. Post for two positions, but for now we don't need to hire two in case
  • Action: Need to post two positions or one with a description for two (Annelli ask HR)
  • Action: Exact position titles for jobs (Annelli to HR)
  • Action: Send descriptions in Word to Annelli
  • Parental leave depends on country of residence and legal structure. Too complicated for us to figure out without HR
  • Salary information will be provided by HR after we submit position
  • Action: Put DIF application on archive (DOI) and authors being the three of us (add acknowledgement to DD2)
  • Action: Grant number (Annelli will send)
  • Meet with other grant holder after summer maybe? So we have time to work on our project
  • Could potentially have 2-yr RSE into a longer term position, depends on funding

@lwjohnst86
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2022-02-23

Agenda

  • Updates? Previous action items.

Minutes

  • Use team leader title, and will post job shortly.
  • Planning meeting with Jens, to discuss this project connected to DD2 more.
  • Keep organization of core group small, but reach out to extended collaborators for review

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lwjohnst86 commented Feb 23, 2022 •
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2022-03-07

Agenda

Minutes

  • (Luke) Review and rewrite job description based on template given
  • (Luke) Email to contact innovation people at TTO AU about Intellectual property of this project? #8 (if need be call them)
  • (Annelli) Meeting with Jens, offer to take lead on mapping out DD2 resources and make official with others
  • (Luke & Alisa) Contact others (F, S, S, T) for a meeting to involve them in project for mapping DD2 (first get confirmation for collaborating with them) (moved to Mapping DD2 data #11)
  • Which platforms has most updated data, SDS or DST? Might be relevant for future mapping and implementing
  • Which server should we try to put DD2 data on? Computerome, genomedk? This is for later discussion though.

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lwjohnst86 commented Mar 23, 2022 •
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2022-03-23

Agenda

  • Update on previous action items

Minutes

  • Annelli contacted Jens, will meet with Kurt and others about mapping resources and coordinating with DD2
  • Team leader position will be posted soon!
  • (Luke note) Revisit timeline
  • (Luke) Send Karin detailed invoice of DDA funding and include confirmation from Tore
  • (Luke) Visit AU job posting site and update job description for other positions based on templates there
  • Need to eventually deal with legal stuff like data sharing agreements etc, but will do that later in year

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lwjohnst86 commented Mar 30, 2022 •
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2022-03-30

Agenda

  • Update on action items

Minutes

  • Luke: Send DDA funding invoice along with confirmation from Tore (and get signature from Niels)
  • DD2 in discussion with a new firm to do User 1 and database. We'll collaborate with them on it and Annelli will have a meeting with them soon.
  • Luke: Ask Karin about old posting for software engineer and about posting

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lwjohnst86 commented Mar 30, 2022 •
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2022-04-08

Agenda

  • Update on action items
  • After meeting send job descriptions to Karin

Minutes

  • Luke will incorporate feedback into descriptions and send to Karin
  • Annelli still finding time for meeting for Jens and Reimar
  • Was in contact with TTO. Could charge fee for support and training. See Intellectual property of this project? #8 for details on the licensing (need confirmation from head of department)
  • Decide on time for interview and send HR details to hire May 1

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lwjohnst86 commented May 2, 2022 •
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2022-05-05

Agenda

Minutes

  • Maybe a form for licensing on TTO? Otherwise email head and cc Annelli
  • Ask Thim P. in SDCA about form for interview guide, and then move to Google Docs where we can brainstorm
  • For scoping and mapping, Luke and Alisa will plan a co-working and brainstorming session in the coming weeks
    • Send out whenisgood to plan it
  • Confirm with Karin about DBA in budget, not DM
  • Send DM job description to Annelli to discuss with DD2
  • Email Helle Bonnesen in SDCA about DDA changes and contact DDA about start of June 1
  • Eventually need to brainstorm ideas for names and logo for the project... maybe like GRID or like open.grid with a 3-d grid/lattice

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lwjohnst86 commented May 30, 2022 •
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2022-06-02

Agenda

  • Update on previous action items
  • Checking applications to jobs through ... emply? Or how?
  • Decide on times to review and discuss applications
  • Set time to draft interview questions and review them
  • Progress on DD2 mapping?

Minutes

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lwjohnst86 commented Jun 2, 2022 •
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2022-02-14

Agenda

  • Updates on previous action items
  • Advertise more heavily, but also where and how?

Minute

  • Extend deadline to end of July
    • Annelli to contact Karin
    • Change application to add salary range, emphasize remote, and emphasize freedom, autonomy as benefit
  • Make strategy for advertising (Luke make Google Doc)

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lwjohnst86 commented Jun 16, 2022 •
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2022-07-05

Agenda

  • Update on action items
  • Discuss using other full and core team communication channels rather than email. E.g. have a Slack group on the SDCA one or WhatsApp group or something else.
  • Next steps?

Minutes

  • Hold off on communication channel discussion for Sept.
  • Next meeting (closer to end of summer) to discuss agenda and plan for in-person team start up.

@lwjohnst86
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2022-09-02: Virtual "welcome" meeting

Agenda

  • Introductions each of us: Bit about yourself, your background, what drew you to the project.
  • Briefly go over current main GitHub repository: https://github.com/steno-aarhus/dif-project. Specifically Issues, "Contribute", and "Team events" sections.
  • GitHub accounts? So I can add you to this repository.
  • Next meetings:
    • Next week with Kri (to cover things to do in September)
    • Start of October when Richard officially starts
    • In-person meeting in end of October
  • Any difficulties so far? (also so we can add experiences to the Common Docs)
  • Any questions (at any time)?

Minutes

@lwjohnst86 lwjohnst86 unpinned this issue Jan 11, 2023
@lwjohnst86 lwjohnst86 mentioned this issue Dec 13, 2023
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Docs: Update users description seedcase-project/seedcase-sprout
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