Attendance

Atendees: Eva Belonohy (EUROfusion), Andy Yates (EMBL), Angela Arndt (ESO), Elizabert Barzdo (CERN), Benjamin Salignat (CERN), Elsa Kern (XFEL), Dominique Norz (CERN), Laura Angeletti (ERIC forum)

Apologies: Stefan Roiser (CERN), Rachel Coulthard-Graf (EMBL), Tina Weilmunster (ESA) 

Introductions

• Elizabert Barzdo (CERN)
• Benjamin Salignat (CERN)
• Elsa Kern (XFEL)
• Dominique Norz (CERN)
• Laura Angeletti (ERIC forum)

Action items

• Identify speakers for 2 weeks time
• Need to organise a follow-up talk with speakers before the workshop

Minutes

News - Andy

• See agenda

Benchmark Jobs @ CERN - Benjamin

• Presentation given by Benjamin on benchmark jobs at CERN. Components originally presented at the 2022 EIRO fourm general meeting.
• Eva: The framework mentioned languages, does this mean language barriers?
  • Two languages at CERN; French and English. Language is a competency.Multilingulism is encouraged and especially in senior roles
  • Official documents are in both languages
  • Challenges seen from EUROfusion in language adoption and there are barriers WRT country H&S which is in French
• Eva: AI enhanced tools for HR. Tools for improving HR processes or tools for improving training?
  • AI is used in research
  • CERN is working on custom LLMs for deployment at CERN. Benjamin has been involved in defining use-cases such as HR chatbots to help staff or aggregation of resources
  • No plan to use in recruitment
• Eva: training of operators. Operations is harder (commissioning day to day operations)
• Laura: which are the criteria you assign someone to the correct grade?
  • Two ways of entering a position; external and internal
  • Extenral means a need to do an activity is identified and based on HR and line manager discussions the position is decided upon. Benchmark jobs are consulted
  • Internal goes through a care review between the current and new benchmark job
    • Ideally no gap skills wise between the two and we can move the person
• Andy: AI is of interest. EMBL has raised concerns around commerical providers around sensitive materials and copyright
  • With IT and Stefan is better to provide input on this
  • Eva: what tool are you using? LLAMA. Office 365 also being looked at.

EUROfusion knowledge management actvities and framework¶

• Presentation given by Eva on knowledge management actitivites
  • Questions posted by Eva
    • Capturing lessons learned and reasons behind deciisions for design, construction and commissioning
    • Training of operators
    • Bridging the generational gap (decades between design/construction/operation)
• Benjamin: Do you think you have an attractivness problem WRT bringing people to EUROfusion?
  • Lack of awarness and still reasonably new to other physics and engineering
  • Public sector lot of the problems come down to pay and also project based compared to private sector
  • Mobility of staff (temporary to permenant)
  • Elizabeth: Our Engineering Department have been exploring similar problematics of knowledge transfer….we spoke to the following  https://www.meetsys-i2kn.com/
• Benjamin: Do you perform exit surveys to look at potential environment/culture issues
  • None. 198 institutes and HR policy is different across all of them
  • Knowledge is too hard to capture and not done through the those exit interviews
  • Knowledge groups/forums are much better (communities of practice)
• Dominique: Do you have an idea about what will gain the most traction? Feedback from learners?
  • Operations has quite a lot of siloisation
  • Lots of support from the community and self organise locally
  • Happy to share the best practice around the communities of best practice
  • Early carreer people having a say helps a lot
• Andy: EDI which groups have you looked at to join up with and considering you are distributed across so many instututes are there additional challenges to normalising EDI practices?
  • Don't want to focus on gender but socio-economic and availability of oppertunities
    • Can't impact recruitment process but diversify the pool and increase access to trianing
    • Looking at age thye are flat and not really that many early career
    • Motivation and inspiration
  • Introductory seminars on our devices (5 devices)
    • 30 minutes talk/30 minutes questions to students
    • target people transferring from other indistries
  • Want to connect people doing EDI in labs
  • Questions are asked to identify issues around access/process
• Andy: Mentioned a lack of accreditation around courses. Are there ways for attendees to be formally acknowledge they have done that training?
  • Going to launch September
  • Ceriticates maybe
  • Is concducted as part of courses
  • Also support mobility of lecturers and will financially allow them to move but doesn't impact many students

Workshop effective knowledge capture and transfer 

• Angela: We have worked with Raul Cano Argamasilla for a couple of years in Chile to ensure knowledgement management on our sites in Chile. He is no longer with us but can be reached on LinkedIn and guess he will be happy to share. He actually came with his ESA experience on the topic.
  • ESA and Angela will follow up with Raul and see if she can get him to help
  • Focus of the workshop should not be to concentrate on the best solution