# The Turing Way - Core Staff delivery plan Meeting (02 November)

## Bi-weekly meetings (with some exceptions)

:::info
**Sessions in June - November 2023:**
- Thursday 08 June - **[Meeting notes](https://hackmd.io/cR7dO1RvRNyVraIL005zXg)**
- Wednesday 28 June - **[Meeting notes](https://hackmd.io/IuFUjKgrTwaCooE8Zd1bIg)**
- Thursday 13 July - **[Meeting notes](https://hackmd.io/ZIxxwf67QoSuuvi0SElgNw)**
- Monday 7 August - **[Meeting notes](https://hackmd.io/PKaO_8d7Qo2pLhDEo3DzaA)**
- Thursday 7 September - **[Meeting notes](https://hackmd.io/qtPtKBKUSVqebqFU0a_xgQ)**
- Thursday 21 September - **[Meeting notes](https://hackmd.io/igAh4unTSkGquDOtSRdAmg?edit)**
- Tuesday 10 October **[Meeting notes](https://hackmd.io/UYJpi-haQQ6lClTz9MYR8A)**
- Thursday 19 October **[Meeting notes](https://hackmd.io/CMv4S_zeSK6CfUVpCt2imw)**
- Thursday 02 November -
- Thursday 16 November - Canceled due to Book Dash

**Join Zoom Meeting**
https://turing-uk.zoom.us/j/99448423769?pwd=NkkzZ3JjL2J3R3BJRmFHcVFtWm45dz09

**Meeting ID**: 994 4842 3769
**Passcode**: 429581
:::

**Participants**
This call is joined by *The Turing Way* Core Staff:

* Kirstie Whitaker
* Malvika Sharan
* Anne Lee Steele
* Alexandra Araujo Alvarez
* Arielle Bennett (subject to her availability)

## Agenda

Review together the agenda and agree on priorities and timings.

:hourglass_flowing_sand: **Timing:** Total 90 min
---

[ Alexandra ]

| Duration | Activity |
| ---- | -------- |
| Start | 👋 Welcome |
| 05 mins | Check in |
| 30 mins | 1. Community Engagement (Book dash, organisational repo, Core team meetings 2024)
| 20 mins | 2. Funding Applications Status
20 mins | 3. The Practitioners Hub
10 min | 4. Other
5 mins | Wrap up

### Format:
* Adheres to TTW Code of Conduct
* We will keep to time (Alex & Anne will keep us on track!)
* What we don't get done here, we'll move to the next meeting

---

**Parking lot:**

- Develop a TTW Funding Policy
- TTW Book documentation/updates - fortnightly (https://github.com/the-turing-way/the-turing-way/issues/3272)
- Develop a TTW Policy for Participating in conferences
- TTW Website and URL (https://github.com/the-turing-way/the-turing-way/issues/3266)
- Reviewing TTW Coworking Call (& use for governance)
- Review of last events of the year

---

## Agenda

- Book Dash
- Funding/reporting
- Practitioners hub
- 2024 priorities
- Amplifying TTW externally
- Branding
- Working with other orgs
- Interim communications plan

## Community Engagement

### Book Dash

- [Succesful Onboarding sessions](https://annuel2.framapad.org/p/ttw-bookdash-nov2023-onboarding)
- Change to new etherpad: waiting for accessibility tests --> This is done! :smile_cat:
- A new start page: approved by the committee --> Also done! :smile_cat:
- [10th edition video](https://github.com/the-turing-way/the-turing-way/issues/3330)
- Working group updates on 17 November --> Planning
- Set up delivery team priorities

Notes:
- Don't set up delivery team objectives during the Book Dash. We should have time and not add extra objectives.
- First session, onboarding room for people who couln't attend: Eriol, Sarah, Alejandro
- Start page: https://ttw-book-dash.start.page/
- Add a line to ask people not to share the page outside the Book Dash members
- Warning: about the committee not being aware of data protection risks
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### Organisational repo

ALS - possible contents? What do we want to imagine together?
- Archive
- Meeting notes (coworking, collab cafe, core team)
- Governance discussions/documentation
- Planning events
- Book Dashes
- Fireside Chats
- Other
- Community Handbook & Glossary --> separate repository?
- Notes
- Examples: check how they manage their data and data protection more broadly
- Carpentries: https://github.com/carpentries/
- Kubernetes
- Risks might be around: may seem less inclusive - want to be looking specifically for governance discussions (signposting for main repo, etc)
- Governance updates as a part of wider community
- Map where we want the conversation to be happenning
- Project reports, project management
- Feedback has been formal
- We require more information before making a decision. Do more suggestions to know what is the best way. Is it what the community wants? Document risks and benefits, in an issue to engage more people in that decision.
- Implementing a voting system -->
- Adding more information/inviting feedback from community and working groups here: https://github.com/the-turing-way/the-turing-way/issues/3272 ---> Make people add their comments in this issue, as in terms of 1:1
- Asking for reporting feedback &
- Regular report-outs (asking people to share their names and information on the issues)
- Asking people to add their comments to public issues: "That's great, could you add it as a comment to this issue?"
- We gently encourage people to do requests in public spaces.

### Core team meetings 2023/4

Our last schedule core meeting is on 17 November 2023.
Should we schedule a last one in December or 2024? Which frequency and what's the main purpose of this meetings?

- Need for Annual Review for 2023 (AAA will find a day to work on it ALS,MS, AB, AAA)
- Maintenance 2022: https://hackmd.io/IxTMNCnvSJ2z6fTN2spcKg
- Annual Review 2022 slide deck (presented to core team): https://docs.google.com/presentation/d/1ZAwCe9hZCG-sntZgIKhfT5G8P0JWFDCK6Di7dde5OII/edit#slide=id.g2085abe9303_2_332
- Think about process for sunsetting core team --> In Jan, focusing on 2024 priorities. In Nov
- Uploading materials publicly for community review
- Summarising core team meeting (September 2023) - ALS summarising --> can bring to next delivery team meeting, 30 November?
- In January

### Community Data Protection

Should we add any action to our materials or review our TTW DPAP policy?

- We don't have capacity to cover that in the near future.
- Risk, that people in the community doesn't realise that their data will be shared on Hackmd / Githug. The real risks are very slow as people know
- Drop-in hours for Kit:
-https://mathison.turing.ac.uk/blog/36/post/43
- Virtual: Friday afternoon 2pm-4pm*
- In person: Wednesday morning 10am-12noon*
- We will NOT create an issue where we could comment about Data Protection as we need to sort that out within The Turing

---

## Funding Applications Status

- ORFG: Submitted on 15 September, not granted. Feedback received, **application was not clear enough.**
- Reused and sent to the Society of RSE (below)
- Will follow up with Turing Commons also about accessibiity workshop (that has possibility of payment)
- To record learning notes about the process -- put in issue?
- DIIF: Submitted on 2 October by Elisabeth Wadge, **not granted.**
- Meli, Batool, Andrea, Kirstie, Malvika, Arielle involved
- Forwarded to CZI - they are interested in 2024 on this topic for LatAm capcity building.
- "Selection of successful projects completed (target): October 25th 2023"
- SocRSE Trustees: https://docs.google.com/document/d/1bwu_ygfiKA_cOmJHnp7inIgl6BQqHgov/edit#heading=h.4fmnxtel3on3
- MS submitted it on behalf of Liz Hare
- USD 1,000
- Accessibility work
- Chris Erdmann has managed to get 50k from CZI to follow up on a workshop we ran of software citation in Montreal: https://docs.google.com/document/d/1tBBGTuOK2n1Yb6hxfPG8NSbWBwYLiMyrZQ-Kj7yfnpQ/edit
- We are exploring how we can manage this money to get someone to work on the project - the first part involves writing/centralising recoemmndations for different sectors on Software Citation, the second part is to build a Software Citation interactive website with information to different registry
- The first part is proposed to happen in The Turing Way
- Partners are PLOS, eScience Center Netherlands, Scilifelab and Turing Way. CZI and SSI were among the attendees and interested party. ReSA is not directly involved but is going to support a working group to keep and oversight of the project
- The funding is not a lot. It will cover the cost of a person/fellow/contractor (currently proposed are Saranjeet and/or another SSI fellow) who can dedicate a few months working on the project, cost for a Book Dash event where different stakeholders can come together to finalise the resources to be hosted, cost of managing the cost, honoraria for working group contributors to the project and some supervision time.
- eScience and Scilife Lab doesn't have members in place to immediately work on it and they don't mind how the money is managed. Bringing money to Turing will lead to high overhead cost. Two viable options are open Collective and OLS-SSI fellowship - with smaller overhead. OLS is more familiar for me, and has a fellowship format in place to support this.
- We have a meeting to finalise what the exact deliverables and cost for this work are.
- Kirstie pushing on Core funding
- Interview at the same time as Book Dash
- Core capability
- Immediate impact and long term benefit
- CZI EOSS Jupyter Hub: https://docs.google.com/document/d/1As6qFtGqzL4qy2x-PeaU013E_HOwsgbMPjCXG7U6M1Y/edit#heading=h.asu1q5j73pvl
- We need to finalise plans and immediate next steps (Chris and Arielle)
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### Notes
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## Governance
- Governance Feedback about 1:1 (talk) ---> propose to open up a repo
- why? Make it super easy for volunteers to find the info
- what?: all the documentation from the last 3 months, including a synthesis of the miro board
- Speed -- we are waiting for feedback, and people who give their volunteer time to the project, remember that people aren't engaged all the time! (ALS)
- Documentation, are we ready to publish?

Notes:
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- What Ale and Anne are writing could be publish even if it's not ready
- Kirstie will upload later - draft has reputational implications
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::: info
### Previous relevant material about Governance
Governance documents to review and share with the core team:
- [The Turing Way and The Alan Turing Institute](https://hackmd.io/@KirstieJane/turing-way-turing-inst)
- [Theory and Practice of Working groups](https://hackmd.io/@aleesteele/SyxRDBath)
- Core changes:
- Decision-making section
- Community charter: starting a template
- Storing notes, documentation, reporting -> should this be in a Github organisation
- Transparent processes for people including leadership -> things should immediately be externalised into a Github issue
- MS: If any decision is being made, where are you unable to make decisions
- [Three way decision making](https://hackmd.io/p_VjibHcT2uvDK2FC7Dx8A?both)
- Timeline with the changes, when is this happening, how is that looking? What is the process?
- The advisory and steering group are out and they are not a working group
- Working group for Institutional Partnerships
- (https://miro.com/app/board/uXjVMnA6G50=/?share_link_id=810801549803) -- > the arrow represent the chairs that join the leadership team
:::

## The Practitioners Hub - Update and next activities

### Recruiting:

Turing Way Senior Researcher (Band 5) -- priority
- Finish the SRA JD and share it with Nico, previous draft: https://docs.google.com/document/d/1MJ__gV_-Uln4N9Gj5vtHt4peObGnwfDg/edit

BridgeAI SRCM (band 4 - 2 year contract) -- not recruited before senior researcher
- Draft JD work in progress from Dominica: https://thealanturininstitute.sharepoint.com/:w:/s/InnovateUKlinks/EQevGr_5R9NJsylUEwbQ6usBxUQvDiHxFgxA9avUvEyxsw?e=eWBdSA&wdOrigin=TEAMS-ELECTRON.p2p_ns.bim&wdExp=TEAMS-CONTROL&wdhostclicktime=1698872362489&web=1

### Case studies (please don't share yet)
- [Energy Systems Catapult](https://docs.google.com/document/d/1DmOYoqUOXW68R4PbA58eZfhF1_81FdHn/edit?usp=share_link&ouid=112585860044032936351&rtpof=true&sd=true): Done, waiting for final confirmation from Stephen
- [Genomics England](https://docs.google.com/document/d/1LQ2u1iPRpH-x6V2NP6bexpwmLBb3j6f8/edit?usp=share_link&ouid=112585860044032936351&rtpof=true&sd=true): GEL is reviewing our comments, close to final stage
- [ONS](https://docs.google.com/document/d/1tlu_-JMBCQAE399hHizkCEeBKOCk_n9d/edit?usp=share_link&ouid=112585860044032936351&rtpof=true&sd=true): waiting for ONS's comments
- [BAS](https://docs.google.com/document/d/1GN7qlzBv3XQ7JRB4409pi5tP0SuFk3r0ojR056UTFUk/edit#heading=h.eu78as9w2mp0): this 1st draft is being improved by Lucy
- Digihaul: we experience a delay but we are back on track - [Digihaul Case study outline](https://docs.google.com/document/d/1e-Tk7iUVPOuBVLJJ7PUtNm0jOMwPL35sfOhThkYh5Qg/edit?usp=share_link)
- Illustrations and look & feel will be done for the Case Study Launch on 11 December 2023
- 1-pager doc will be produced for BridgeAI purposes. GE has approved their 1-pager: https://docs.google.com/document/d/1kPcJAYV9ivzqkTO_UOSZozYNGNBflWD_3UZp_xoGEK8/edit
- The Case Study Writing framework led by Cami. The first version is shared on Zenodo under CC-BY 4.0 License: https://zenodo.org/records/10000713.
- The meta case study will be produced earlier next year

---> Adding to organisations
- https://deploy-preview-3334--the-turing-way.netlify.app/afterword/collaborators
---> Fireside Chat
- Add Fireside Chat

### Cohort's next activities

All the detail of the cohort activities are available here: https://docs.google.com/document/d/1YBxWC9yqQag_3gqAhCQ3T2McGh_Y-W9e4uEMfIITAvU/edit

**October - December**:
- 01 / 9 / 14 November: Superbloom Workshop on Product Strategy and Road Mapping
- 09 November: Full day of the Experts in the office. We have invited skills team, RCM and Kirstie
- 11 December: Cohort Celebration day, we welcome planning ideas

Planning the Cohort Celebration day:
- Guests:
- Fireside chat?
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## Collaborating Organisations and Projects

https://deploy-preview-3334--the-turing-way.netlify.app/afterword/collaborators

- There will be a segmentation of organisations coming from TTWPractitioners Hub, Fireside Chat
- Core delivery team members on top? ---> Change it to the Service Delivery Team (KW)
- https://deploy-preview-3334--the-turing-way.netlify.app/afterword/contributors-record