Coordination meeting

Wednesday 22 Nov 2023, 11:00 → 12:00 Europe/Zurich

Coordination meeting for the organisation of the ARTIFACT Nov 2023 workshop

Zoom link
https://ess-eu.zoom.us/j/66655567220?pwd=dUQ0U2pZTW5zVlA3eUFJbUh0ZzJaUT09&from=addon

Presentations_Final.xlsx

The meeting purpose is to finalize the program of the next artifact workshop to be held in Paris on Nov. 27th and 28th. We have a total of 57 participants with many online. The first day, we will have presentations in the morning and round table discussions in the afternoon. The second day there will be two parallel sessions. The first will be dedicated to participants presentation and the second to coordination meeting.

After discussion, the following program has been chosen. For the second day, an excel file is attached.

# Day 1

## Session 1 : Project overview

Opening : [8:30-09:00] - Welcoming - registration - coffee

Duration : (1h30) [09:00-10:30]
- Introduction and workshop agenda | 10mn | [09:00-09:10] --> Sabrina
- General project presentation  | 25mn | [09:10-09:35] --> Adnan
       - WBS, planning and work organisation
       - Key outcomes of the project
       - Section 1 outline
       - Pathways to impact
- RI and industrial applications | 55mn | [09:35-10:30] -->  Gianluca
       - gather inputs ahead of time
       - For the industrial applications, if time allows and sufficient material

---
*Break* : (15mn) [10:30-1045]

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## Session 2 : Work-packages status

Duration : (1h30)[10:45-12:15]

Purpose : present the work-packages and deliverables as they stand

- Transverse work-packages [10:45-11:15]
       - Communication, training, knowledge transfer ... --> Courtney [10mn]
       - Management, IP, trust, ethics, ... --> Christine [10mn]

- Technical work-pacakges
       - AI guidelines [11:15-11:30] --> Lukasz
       - Data [11:30-11:45] --> Andrew
       - Methods&Tools [11:45-12:00] --> Annika
       - Demonstrators [12:00-12:15] --> Amy

---
*lunch* (1h) [12:25-13:25]

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## Session 3 : Breakout sessions

Start at [13:35]

Two round or U shaped tables with coffee, juce, ... for each - so no real break.
Every group leader would take notes in order to be able to sumarize the discussions
One person to manage "possible" remote attendance and chat
Discord
Open drop box for documents
People can move around as they want.

Purpose : 
       - Foster interactions between different work-packages in order to discuss tasks definitions, redundancies, crossings, ...
       - Clarify interfaces between workpackages
       - WPs tasks and deliverables pre-final definition
       - Link between excellence and WP deliverable

- Round 1 (1h30) [13:35-15h05]
       - 3 groups : 
               - Transverse : Communication, dissemination and stakeholder engagement | --> Courtney
               - AI guidelines, data and training | --> Lukasz
               - Tools/Methods and Demonstrators | --> Verena

- Round 2 ] (1h30) [15h10-16h40]
       - 3 groups
               - Transverse : Training and knowledge transfer | --> Carsten
               - Data and tools and methods | --> Andrew
               - AI guidelines and demonstrators | --> Amy

- Round 3 (30mn) [16:45-17:15]
       - 1 group
       - Summary : results of the breakout sessions and conclusion of the day --> everyone

 

## Day 2

### Session 1 (parallel session)

Closed session with only the coordination team
- General coordination reporting : EU commission / TIARA meeting / other meetings and discussions / Projects (FCC, HL-LHC, F4E, MYRRHA, PANOSC/EOSC...)  > COORD -> Adnan
- Debrief from each WP > 5min per WP, by WP leaders, 10min general discussion -> WP leader
- Key Outcomes of the project (how the project answers what the EC wants as outcomes and how is this expressed via the WPs and deliverables) (30min discussion)  > review of the call text and the call destination to ensure that everything mentioned is captured by the WPs > COORD

- Proposal Writing (2h) > COORD
- WP leads to agree of how the proposal will structure the main text/WPs/deliverables (review of templates, level of detail, who does what, etc.) -> Sabrina [10mn]
- Section 1 Outline (essentially everything that needs to go into Section 1, who will write etc). (1h) > COORD
- Using the EC template headers as guidance, design the skeleton structure of the section 1
- ownership of sections
- Ownership of Section 1.1.1 Objectives
- Project Ambition and how to express it (section 1.1.3)
- discussion on and structuring of concept/methodology section
- input for FAIR data, data management and IPR management, main elements of project (if time)
- Pathways to Impact (discussion on section 2.1 to generate ideas on how to answer, what needs to be highlighted and how) (45min) > COORD
- review of the call texts impacts (and the destination impacts) and how the project answers it. Review by COORD and open discussion 30 mins
- Barriers to impact, are there any? Open discussion
- Section 2.2 Communication and Dissimination – **Courtney Allison, ESF**
 - review of the draft ESF proposal on comm measures
 - what is missing and additional measures
- Narrative agreement and coherence in the overall writing (15min) > COORD

- Proposal Submission (1h) > Sabrina/CNRS
- Financial data and inputs from partners review/update  (10min) > Sabrina
- Proposal Part A section and administrative information required (5min) > COORD/CNRS to remind project partners about required information to be provided on the EC portal and timeline
 - WBS review / management structure (15min) > COORD/CNRS
- Definition of the WBS and Gantt of the project based on updated deliverables by COORD. validation of the project plan by all WP leads
- Agreement on planning for the next steps and roles (15min) > COORD
- After the submission

- Planning the next coordination meeting or smaller intermediate meetings if needed (15min) > COORD
- provide timeline for next coordination meetings. WP leaders to provide information about next WP meetings. 

### Session 2 (parallel session)

See excel file.