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Coordination meeting (Workshop)
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Europe/Zurich
ARTIFACT MEETING
General information
EU commission representative about INFRATECH :
- no big constraints | high success rate
- Meeting with the national contact points :
- No constraints for companies participation (viability)
- LoI section may not exist anymore in Horizon Europe - check the template
Overview of WPs
Current proposed WP list:
WP1: Management ; WP2: Communication,dissemination&Industry engagement; WP3: Training and Knowledge transfer; WP4: AI Guidelines for Accelerators; WP5: AI ready accelerator data on the cloud; WP6 AI algorithms for the accelerator context; WP7: Agile smart accelerator prototype
WP2
NB: Too much overlap between WP2 and 3 on the communication tasks.
Need to identify clearly the audiences for these communication tasks.
Jonas : suggests that all communication be centred in one WP (internal and external communication), along with dissemination activities (including outreach) and exploitation activities (stakeholder engagement, roadmap for exploitation of project outputs, stakeholder workshop/forums, etc.), as these activities will need to be described in the communication, dissemination and exploitation plan (WP deliverable). Training and knowledge transfer activities could be separate in WP3 (related to education, training), but there would need to be a clear distinction of responsibilities between WP2 and WP3. Any dissemination activities related to training would need to be coordinated in WP2, to avoid duplication of efforts. Another option would be to regroup both WP in an "integration activities" WP (which was done in other large EC proposals ESF was involved in), with different tasks for communication (ESF task lead), dissemination (ESF/ESS task lead), exploitation (ESF task lead) and training/knowledge transfer (ESS task lead)
TO BE DONE :
- Overlap between WP1, WP2 and WP3 to be clarified. --> feedback to be given in a week
- Do not replicate efforts being done elsewhere, exploit synergies, and optimize budget use
[Task action] Organize a meeting between WP1, WP2 and WP3 to clarify roles and tasks distribution.
[Task responsibility] Courtney Allisson / Emmanuel Detsis ?
[Task deadline] Wednesday December 6th 2023
WP3 :
- Training program and scenarios will serve our WPs and academics. Training will be completed by specialists to support WPs, and to attract selected audience.
- Program exchanges between Institutes, with possibility of Post-doc traveling.
- Synergies with similar programs are expected (LIV.INNO, with more than 40 PhD students)
- PhD students could benefit from the Deliverables: Hackthons, Workshop, MOOC.
- Plan content of MOOC / summer school / hackathons
- Possible to include DataAid : data challenges for charities perhaps extend to climate related issues
- Consider Hopswork to contribute to training
NB: Need to clarify Interface with the work-packages, and identify clearly the audiences for the training.
[Task action] Organize a WP3 meeting centered on the hackathon and data challenge part (link with use cases)
[Task responsibility] Adrian Oeftiger
[Task deadline] Wednesday December 6th 2023
TO BE DONE :
- Link with i.FAST and other training programs at Liverpool and across ARTIFACT
- Do not replicate efforts being done elsewhere, exploit synergies, and optimize budget use
WP4
Need to add dedicated FTEs - cross assignment or points of contact across work-packages
Need to synchronize points - milestones - at organized workshops
How do we gather inputs from the community
TO BE DONE :
- General comment is to generalize " the control system " mention
- check the clarity of some definitions
- Put Everything in 4 - 5 tasks - lightly resourced
- Add Explainability guideline?
WP5
See details : https://indico.in2p3.fr/event/31107/contributions/132250/attachments/81476/120076/AKM_Artifact_WP5_v2.pptx
Name to be re-defined options:
- AI and F.A.I.R. ready data & models
- Open Science and AI ready infrastructure
- Infrastructure for Open Science and AI deployment
- FAIR AI : data, features and models for the community
Curation tool | who will develop this and how ? Options: apply for FTE/crossover FTE for WP5.1/5.2. Company Sicara (~600kEUR)
Portal that connects everything together (data, ML platform)
TO BE DONE :
- DMP - in WP5
- Integrate Metadata guidelines - as an output of WP4
- Specific budget in management re-allocated during the project. "innovation fund" in management to discuss.
WP6
See details : https://indico.in2p3.fr/event/31107/contributions/132251/attachments/81505/120071/PARIS_WP6_presentation_2_verena.pdf
and summary (Monday)
Better understanding of what use case stands for
Need to define tasks responsibilities with contributions as wide as possible across participants to maximize involvement and impact.
Need to clarify the modeling/simulation task and link it to the critical subject of "Future Research Infrastructures"
WP7
See details: https://indico.in2p3.fr/event/31107/contributions/132252/attachments/81502/120066/ARTIFACT-WP7_amelia.pptx
Significant changes : reduction of the number of FTEs
White paper from 2018 ICFA workshop on AI and accelerators. Identifies the same 3 categories of AI techniques and also includes advanced data analysis.
TO BE DONE :
- Demonstrator institute should commit to beam time : define what that beam time is ?
- Explore the commitment from other institutes ?
PM :
Breakout session discussions
Group - Demonstrators & Tools/Methods
Notable challenge - determining the scope of the infrastructure - should it be able to handle huge models that require clusters + streaming data?
Infrastrucutre requirement - modular modeling, sticking models together to simulation
Show that it's feasible to chain a huge number of models - should be able to model a single magnet or the entire FCC
Should be data source agnostic
Change the HR requirements so Demonstrators only has a couple dedicated staff and shares staff with other WPs - tight feedback loop carrying expertise from each WP to demonstrators -> to be discussed following exchanges between WP6 and 7. WP6 and WP7 could centralize a big part of the technical resources of the project.
Group - AI Guidlines and Demonstrators
-First identify how the control systems are done today and how can AI be applied to improve efficiency?
- Can we show that AI does actually improve operator experience empirically? Can we relate that to sustainability by showing energy cost of training vs reduced setup time giving more beam time?
- Many feedback systems already exist and are in use, some of which are AI based
- There are some aspects of the control systems that can only be enabled by AI - humans can't necessarily do them. Countering that there are some AIs that are getting to human level performance for some tasks, but faster.
- Take operation setup time as a KPI - drill down on where things slow down, identify the main factors contributing, and ask which could be done better with AI?
- As machines become more complex, the cognitive demand on operators is higher - AI could be a solid way to alleviate the strain
- Demonstators will start by acquiring knowledge and expertise on the practicalities and feeding that back to the other work packages in order to keep things realistic
- Demonstrators lay the foundations while the other packages design the building. Demonstrators research the practicalities of the hardware and software and feed back that knowledge to the other work packages
- AI guidelines should be also providing inputs to test case selection
- Explainable AI as something to keep in mind as we design, for assessing the applicability of ML when drift is present
- Guidelines should come up with a recommendation on how to verify AI is applicable
- Guidelines should acknowledge that some techniques are prone to drift, but not necessarily provide recommendations & fixes. Not necessary to demonstrate but more than awareness of it.
Task 4,2 Control system
- Guidelines should be implementation agnostic, demonstrator can't be - both demonstrators use EPICS
- sub-system level demonstration can be as important as system level demonstration. This would maximize the implication and participation of different RI. For example : sub-system level integration with a strong participation from light sources could bring the "tango" missing piece and be complementary to EPICS.
- Shared FTE between guidelines and demonstrators
- Regular meetings between us to assess what works and what doesn't
- Sustainability - Application of AI to the control system reducing setup time can increase energy efficiency significantly
Day2 - Coordination meeting –
Overview of the Proposal :
- Part A : inputs - summary - tables
- Part B : narrative
- Excellence
- Objectif and ambition
- Methodology
- Impact : long term
- Impact
- Implementation
Governing structure :
General assembly -> Governing board
Supervisory board -> WP leaders | meeting every 6 month | more than every month ? to be confirmed during the next meeting
International advisory board -> Yes
General recommendations
Involvement of industrial partners :
- Industrial partners need to be committed for the entire 4 years, so a legal agreement to that effect is recommended (Small companies will need guidance at the start of the project)
- Every WP leader should try to find at least one industry partner. It is not necessary, but should be investigated.
- [task action] Send contact point for clearence of companies to Jonas
[task responsibility] partners representatives
[task deadline] Dec. 6th 2023 - Risk of involvement of a company in a critical part of the project has to be assessed and redundancies should be considered when possible at both partnership level and sub-contractor level.
Innovation aspect
- Consider the future of needed technology (volume of data for instance) and to show anticipation by the consortium.
- Identify gaps in applications/use cases that could benefit from IK beam time,or even additional partner
- Consider quantifying maturity of applications/techniques: they range from ideas to operational. Would TRL be useful?
- Enhance the Industry applications to address the relevant impacts of the call. Currently, they are mostly enablers for RI applications of AI.
Actions:
For coordinator :
- [action task] Opening the proposal on the platform on 6th december 2023.
[action responsibility] Sabrina Lecerf
[action deadline] Dec 6th 2023 - [Action task] Sending the template to all partners
[action responsibility] Sabrina Lecerf
[action deadline] Dec 1st 2023 (done) - [action task] Consolidating the WP and then sending a first draft mid january
[action responsibility] Sabrina Lecerf
[action deadline] coordination - [action task] Poll Wednesday / Thursday of the week of the 4th December (include a may be)
[action responsibility] Adnan Ghribi
[action deadline] Dec 1st 2023 (done) - [action task] Sample excel sheet to be sent to WP leaders for key outcomes and general guidelines.
[action responsibility] Adnan Ghribi / Thomas Shea
[action deadline] Dec 1st 2023 (done) - Sample excel sheet to be sent to WP leader as guideline to estimate costs
[action responsibility] Sabrina Lecerf / Adnan Ghribi / Thomas Shea
[action deadline] Dec 1st 2023
ASAP
- [action task] Contact using your nation's EOSC contact to ask if there is consortium applying to the EOSC 0105 call. It’s a call that can have link to the INFRATECH 01-01 we are applying too so we need this information to avoid overlap :
[action responsibility] All
[action deadline] Dec 12th 2023
- [action task] Andrew to write a one-page introductory letter for establishing that contact
[action responsibility] Andrew Mistry
[action deadline] Dec 6th 2023
For December 8th :
- [action task] All partners should send to Sabrina and Jade the administrative informations :
- PIC
- Scientific leader
- Administrative contact
[action responsibility] All
[action deadline] Dec 6th 2023
For December 21st :
- [action task] Coordination team needs a first version of the budget from each WP leaders including :
- Personel costs
- Travel costs
- Other direct costs (equipment, consumables…)
- A flat 25% rate for overhead is apllied on direct cost : this part needs no justification
[action responsibility] All WP leaders
[action deadline] Dec 12th 2023
- Coordination needs from each WP leaders :
- WP leader & deputy
- 15/20% time for WP leaders
- Tasks refine using feedback from workshop
- Task leaders (from multiple institutions)
- Description of work
- Objectives (don't put a whole page, only a small paragraph)
- Milestones and deliverables timeframe (2 milestones per task, 1 deliverable per task)
- CV of WP leader - only relevant experience and explanation of why you are qualified for this position specifically
- Every workpackage needs to make it clear how they're going to communicate their outcomes
- Please be careful about the gender balance
- WP leader & deputy
Summary of tasks
|
Task number |
Task description |
Task responsibility |
Task deadline |
|
1
|
Sending the template to all partners |
Sabrina Lecerf |
Dec 1st 2023 (done)
|
|
2 |
Sample excel sheet to be sent to WP leaders for key outcomes and general guidelines. |
Adnan Ghribi / Thomas Shea |
Dec 1st 2023 (done) |
|
3 |
Sample excel sheet to be sent to WP leader as guideline to estimate costs |
Sabrina Lecerf / Adnan Ghribi / Thomas Shea |
Dec 1st 2023 (done |
|
4 |
Poll Wednesday / Thursday of the week of the 4th December |
Adnan Ghribi |
Dec 1st 2023 (done)
|
|
5 |
Organize a meeting between the leaders of WP1, WP2 and WP3 to clarify roles and tasks distribution. |
Courtney Allisson / Emmanuel Detsis |
Wednesday December 6th 2023 |
|
6 |
All partners should send to Sabrina and Jade the administrative informations :
|
All |
Wednesday December 6th 2023 |
|
7 |
Andrew to write a one-page introductory letter for establishing that contact |
Andrew Mistry |
Wednesday December 6th 2023 |
|
8 |
Organize a WP3 meeting centered on the hackathon and data challenge part (link with use cases) |
Adrian Oeftiger |
Wednesday December 6th 2023 |
|
9 |
Send contact point for clearence of companies to Jonas
|
Partners representatives |
Dec. 6th 2023 |
|
10 |
Contact using your nation's EOSC contact to ask if there is consortium applying to the EOSC 0105 call. It’s a call that can have link to the INFRATECH 01-01 we are applying too so we need this information to avoid overlap |
ALL |
Dec. 12th 2023 |
|
11 |
Coordination team needs a first version of the budget from each WP leaders including : - Personel costs - Travel costs - Other direct costs (equipment, consumables…) - A flat 25% rate for overhead is apllied on direct cost : this part needs no justification |
All WP Leaders |
Dec. 12th 2023 |
|
12 |
Consolidating the WP and then sending a first draft mid january |
Sabrina Lecerf |
Jan 12th 2024 |
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