Notes on APARSEN MegaMeeting Thursday 22 March 2012

Attendees:

  • David Giaretta
  • Simon Lambert
  • Stefan Proell
  • Jeffrey van der Hoeven
  • Orit Edelstein
  • Sharon McMeekin
  • John Lindström
  • Patricia Herterich
  • Maurizio Lunghi
  • Andreas Hundsdörfer
  • Hans Pfeiffenberger
  • Susan Reilly
  • Holger Brocks
  • Giannis Tsakonas
  • Rene van Horik
  • Sabine Schrimpf
  • Kirnn Kaur
  • Veronika Praendl-Zika
  • Yannis Tzitzikas
  • Panos Georgiou
  • Gerald Jäschke
  • Hervé L'Hours
  • Christoph Bruch
  • Rudolf Mayer
  • Heikki Helin
  • Ash Hunter

Simon explained that with the creation of the Project Management Board, these weekly MegaMeetings might not continue in the same form, though for the time being they will continue to be held.

Apologies

Apologies were receuved from William Kilbride, Silvio Salza, Olivier Rouchon.

Follow-up of review and General Assembly meeting

The final letter about the review outocme has been received from the EC and is on the wiki on the review page. It makes the position clear and indicates which particular recommendations need special attention. David had clarified with the Project Officer that the checkpoint "in M16" means during April, i.e. up to the end of April, but documents should be made available before that if ready.

David will have a meeting (either face-to-face or remotely) with the Project Officer in early April to check that our actions are in line with her expectations. In particular there is the question of how to treat intermediate deliverables: it might be possible to add them through the NEF system, though this needs checking with the PO.

A meeting of the General Assembly was held in Vienna on 16th March, and the first meeting of the Project Management Board will be held later today. The Stream Leaders (who make up the initial PMB) are William Kilbride (Stream 1 Integration), Maurizio Lunghi (Stream 2 Technical research), Hans Pfeiffenberger and Christoph Bruch jointly (Stream 3 Economic and legal research), Veronika Praendl-Zika (Stream 4 Sustainable uptake). The leaders of Stream 5 Coordination are ex officio David Giaretta and Simon Lambert.

Review of notes from previous meeting

There was an action to follow up WP13 (Coordination of common standards). Abdreas explained that there is now a draft deliverable which will be sent today or tomorrow.

Review of Actions

Simon noted that the list of actions definitely needs refreshing, partly because closed actions are not being marked as such.

Administrative matters

The first year report is one of the documents to be resubmitted in revised form for the M16 checkpoint. Simon will be contacting WP leaders to request further information where needed.

Simon needs to check the status of the Form Cs in the online system. It is possible that a few are still missing. Simon and David will produce a global report on partners' costs in the first year for reference against declared person-months.

Susan Reilly reported that the LIBER costs seem to have disappeared from the NEF system.

Jeffrey van der Hoeven advised using Internet Explorer rather than another browser for NEF.

Upcoming deliverables

WP11
David is awaiting comments/input on the draft circulated before the General Assembly meeting, and from the specific partners who mentioned competence centres. Some have been received but all partners need to take an active role in this discussion.

D12.1 Register/map of research activities, positions available and placements
The website for announcing exchange opportunities is now available. Sharon explained that the plans for WP12 have been changed to extend the duration of the exchanges to be at least one month.

D13.1 Report about standardisation activities
See above under notes of previous meeting.

D14.1 Report on testing environments
There will be a MegaMeeting discussion on 23rd March to progress this. David and Ash have circulated proposals. It is still the intention to request an extension for this WP.

D16.1 Software repository
David intends the repository to be essentially a web page with details of tools and the ability to make comments – consistent with ideas in WP14.

D26.1 Report and strategy on annotation, reputation and data quality
The proposed postponement of four months needs checking with the Project Officer.

D33.1 Final report on peer review and 3rd party certification of repositories
D33.1(a) is ready for submission. Simon performed an internal review but as the reviewers have already declared themselves happy with it there is no need to implement the internal review recommendations.

David explained that D33.1(b) needs some more detail. The reviewers' queries about the motivation for this work should not apply given the history of why it was included in APARSEN.

D41.1 Workshops planning and summary report
John Lindstrom reported that a new draft of D41.1 is available for review and additions - see link in WP41 on the wiki or the deliverables list in the meeting agenda. A plan for external workshops in 2012 is included in the document.

D43.1 Survey for the assessment of training material/ Assessment of digital curation requirements
Sharon McMeekin said she has already addressed the review comments and brought the document into line with the DoW. Some further work is needed.

D44.1 Communication plan
Sharon McMeekin said there is a plan to address the review comments, following discussion in the Stream 4 meeting. Veronika Praendl-Zika will take the lead on the next draft.

D45.1 Stakeholder identification and communication strategy
Veronika is progressing this on behalf of Eefke Smit.

D52.1 Website
Veronika reported that this was discussed in the Stream 4 meeting. She urged that a professionally designed logo should be created for the project.

Focussed session

Sharon McMeekin spoke about the staff exchange programme. These are in fact not real exchanges in the traditional sense, but the WP partners will make staff members available to visit host organisations for mini-consultancy. The host organisations may be APARSEN partners but could also be outside the project. Four "pathfinder" placements will be made in 2012. The staff costs will be paid for by the sending institution, though funding of the travel costs still needs clarification.

Workpackages

The discussion focussed on the newly starting or recently started work packages.

WP21 Preservation services (STFC) and WP34 Brokerage services (IKI-RAS) have not shown any activity yet.

There were some emails about WP23 Storage solutions (ESA) late last year but it seems to have gone quiet.

A meeting will take place later today on WP36 Business cases. This WP is behind schedule and needs to catch up. Furthermore, Microsoft and Philips were both partners in the WP and so their effort will need replacing or replanning.

Holger Brocks has set up a poll for dates for a first meeting of WP42 Formal qualifications. There was a short meeting last week to align with the training and other WPs and to draft the structure of the deliverable.

Any other topics

Simon reminded everyone of the EC's request for a report on publications in the first year of the project.

-- SimonLambert - 2012-03-23

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