## Handover

To do before I leave:

- [x] Alumni list
- [x] Sharepoint for emails
- [x] Line management replacements - confirm with HR
- [x] Add Polly's issues to repo
- [x] Connect Isabel with Anna/Barbara/Stuart
- [x] Send poll
- [x] Add comments about scoping to clim-recal and other v2 issues - post list of people responsible - update slack message on v2 milestone and next steps
- [x] Update forecast
- [x] Connect Alejandro with Stuart/Andy
- [x] Send dyme message
- [x] Message to UA confidential
- [x] Check funding capability with Kelin (after March, can we carry over some of the funding we have for this financial year?
- [x] Handover meetings and invites
- [x] A&S: Weekly Wednesday
- [x] A&S: Monthly in-office
- [x] A&S: REG coworking
- [x] S: WS2.4 monthly: Reproducible environmental pipelines for digital twins
- [x] S: E&S Management monthly
- [x] A&S: clim-recal weekly
- [x] A&S: James G meetings
- [x] S: Academic leadership bi-weekly
- [x] S: UA management bi-weekly
- [x] clim-recal REG management
- [x] Forecast: 70-80%, others, send update to James G
- [x] Clear notes from mac - convert to handover actions
- [x] Objectives Isabel
- [x] Objectives Sam
- [x] Payslips, etc
- [x] Connect Stuart with Eric
- [x] Forwarding emails after I leave - add forwarding message
- [x] Arrange chat between Eric and Dani/Mark
- [x] Send contact goodbye email to UA
- [x] Connect Rachel to Polly
- [x] Connect Frank with Sam and Hadrien
- [x] Talk to Evelina
- [x] Prep for office day - meeting for handover
- [x] Notebook for workshop in clim-recal
- [x] Invite the three to a meeting
- [x] Talk to James G and clarify with Jon
- [x] Explore Jon - Sam swap
- [x] Pass on Eric's replies to UA - Stuart connection to REG, sharing of responsibilities, direct conenction to Eric, Jon constraints.
- [x] Talk to Andy about leading more
- [x] Make sure disclaimer is known for uatk-admin - mention in office meeting
- [x] Plan for Griff
- [x] Workshop notebook spec discussion with Griff
- [x] Prepare for office day
- [x] Tidy up clim-recal issues
- [x] Review webpage
- [x] Add ideas to the board before meeting and close/update other issues - Website template 5 person days - svelte - JON/DUSTIN, clim-recal, ckim-recal dagster, popgetter, sPENSER options, any work not tracked, DemoLand - clim-recal connection, quant travel demand replacement (dustin comment, Hadrien, hussein), Andy’s idea/issue about road geometry
- [x] Check Forecast development allocation
- [x] Add link to hackmd in invite and uatk

To do after Greg leaves and things to be aware of:
- [ ] A&S: Assign Wednesday talk slots to UA projects/work streams in the next months. list of projects we agreed to treat as units for regular talks purposes:
- DemoLand
- SPC/QUANT/etc
- ATE
- Short Straits a)
- Short Straits b)
- Technology Platform
- DyME/clim-recal
- Anna Z Fellowship
- Anna F-T Fellowship
- Colouring Cities
- [ ] A&S: Send out invites for monthly meetings for next 6 months before Christmas break. Make sure at least one of Mark/Dani can make it to each one. Availability poll is here: https://whenavailable.com/event/9RAvF2dum1rviHLE9
- [ ] A&S: Ask people owning the different repos to move them to new platform org. Fork into the org if there are reasons that make moving difficult.
- [ ] A&S: Make sure all platform issues have lists of items to do and are regularly updated. Maybe one issue per project/component?
- [ ] A&S: Clean up SPC issues - Sam
- [ ] S: Met office interest in clim-recal/DemoLand - connect them (talk to Jen about this.)
- [ ] A&S + S: Connect to other REG members within E&S and DT-TRIC - organise regular meeting (Oliver, Eric, etc)
- [ ] S: Regular connection between UA and DT-TRIC - invite researchers from both sides
- [ ] S: Alejandro Coca-Castro is interested in connecting with UA and the work we do in clim-recal and other pipelines. Worth exploring as he is leading some other work within E&S.
- [ ] S: Proposal came out of space day meetings with E&S: Build common UI/UX capability/templates within E&S? - Could we arrange a meeting with Scott and some researchers from other missions? DfT are also interested.
- [ ] A&S: Aspics - Discuss with Nick M to understand if we want to continue work
- [ ] A&S: Make sure changes in scoping / board solve / prioritisation are shared after monthly meetings. Make sharing this part of the 6-monthly process. Also: How do we measure success of 6-month process?
- [ ] S: Naming of tiers - should we use another word?
- [ ] A&S + S: DNS for website
- [ ] A&S + S: Connect Rachel to clim-recal
- [ ] S: estios discussion - should it be part of the platform?
- [ ] A&S: Email Ben Salter about Turing website: Make sure the Turing page links to UA github-hosted landing page. One of the tabs in the Turing page should be about the platform, give an overview and link to the github-hosted landing page (Kelin is managing the Turing website on the UA side).
- [ ] S: Stuart: Job title discussion, REG connection, talk to HR if necessary.
- [ ] A&S: Schedule Group Leaders talks in Wednesday meeting slots (2024)
- [ ] Everyone: Add blog posts to web page, one per important component
- [ ] S: We should shout about the platform and the fact that we are bringing a lot of work streams together and focusing the work on a specific ambitious output - looking at 2025 end of the project. Especially given that other missions/GCs are struggling with defining a long term specific goal. Inspiration to the Turing.
- Organise events and ask people to come test the tools, contribute code or just issues, feedback. Widen awareness
- Run a REG event (tech talk in January)
- TRIC connection
- [ ] S: Restart community manager discussion. Would be great to have one to support the community organisation/meetings/events/knowledge sharing but also the open source platform development coordination. We probably have funding to hire one. Connect with Malvika Sharan for this - we already had a meeting in the summer to discuss options. Jen facilitated this so should be able to help.
- [ ] A&S: Rachel's Urban Observatory project (follow up of older project that she is interested in setting up): Get an idea of what she is looking for. Involve Sam and Andy in scoping?
- [ ] S + A&S: Development talks from GLs: GLs proposed that we could run a series of training/development talks for PDRAs (e.g. on writing papers, wriring applications for funding/grants, presenting). We initially need to circulate document where PDRAs can input their ideas/needs. Then set up some presentations. Tao and Rachel are happy to do some of this.
- [ ] A&S: uatk-admin issue tracker: Add missing issues from all work streams that are not tracked, especially anything that is likely to become a platform components. E.g. Short Straits, Chris's work, Wenhua's work, Barbara's work, Anna Sterrantino, Dustin ATE. Talk to individual people and ask them to put their ideas in issues.
- [ ] A&S: REG forecast tool: All the information is in comments in https://github.com/alan-turing-institute/Hut23/issues/1241 and https://github.com/alan-turing-institute/Hut23/issues/1465. Summary/latest: There are 3 projects containing work for UA 2.0/SoCaR: hut23-1241, hut23-1241/2, hut23-1241/3. The first is the main one where Sam/Andy/Greg are allocated (+ Jon's first ~2 months). The other two were created because we allocated people with funding from a different source/finance code (not the core UA project code).
- hut23-1241/2 is ASG/EPSRC underspend funding for Griff's work in DyME/clim-recal. The finance code until December 2023 is R-SPEX-DYM. Contact Monica Vakil-Dewar for updates on finance code from Jan to March 2024. We need to include the finance code in Forecast soon, as the data in Forecast are sent to Finance so that they can charge the costs.
- hut23-1241/3 is Geospatial Commission funding for Jon's work in DemoLand, from July to December. There is a change of funding plan for Jon though, as the Geospatial Commission agreement was renegotiated and now Jon's funding will come from UA core funds. Therefore hut23-1241/3 could be deleted and Jon's allocation could be moved to hut23-1241. But check with James G before you do that, not sure how it will affect the regular excel sheets we send to finance.
- James G is generally the best person to ask Forecast-related questions, but other seniors/leads/principals should all be familiar. Jon's nowwhat tool (independent of UA) is also a great resource for planning/allocation.
- [ ] A&S: Note that the UA 2.0 core project has total funding of 2.5 FTE for 2 years for REG (starting 1 April 2023, ending 31 March 2025) - this does not include funding from other sources like ASG underspend, Geospatial Commission, etc. There might be a bit more core funding available from PDRA/other underpend, check with Kelin. UA leadership are flexible and can sometime agree to use some of that funding for REG if we need to keep someone or get someone new. We will have REG budget to use for sure due to me leaving and REG not replacing me immediately. So we could increase the REG rate from April or later. Again, nowwhat is useful to get calculation on how much we are using based on Forecast website figures.
- [ ] A&S: Requesting new people from REG and plans going forward (2024-25):
- Latest update: Had a chat with Eric, Mark and Dani during my last week. REG agreed to provide an extra person at 1.0 FTE from April 2024 (which is within the commitment REG already made at the beginning of the project). This could be Jon or someone else - in principle they are happy to give Jon if he wants to rejoin and if there are no extra requests from the Met Office project or some new mission that is being shaped. In addition, the project might need one more person, depending on funding situation and need for REG work within the project. Eric is happy to plan for some reserve on the REG side from April (i.e. an extra 1.0 FTE). When the project is clear about their needs from April, the REG interface person (Sam) should talk to Eric and arrange this informally. Eric said we do not necessarily need to go through the normal REG project appraisal, as things are now managed more at the Grand Challenge level rather than across the whole REG team. Effectively, Eric can approve extra people using his own budget. So would be worth regularly checking with UA leadership and Stuart to understand if a fourth person is needed (on top of Sam, Andy, third person) and communicate this to Eric as soon as possible. I have updated Forecast to reflect this reserve so you will see Andy, Sam, Jon and a "Person Required" from April.
- Tradiational process to request people (might not be relevant immediately, given the latest update above, but applicable in general): Info on the process is here: https://github.com/alan-turing-institute/Hut23/tree/main/project-appraisal. We normally need to follow this process for any new requests. Always do it as early as possible because there are often capacity constraints on the REG side. Next appraisal meeting is on 15th January 2025 (ask Gabriel to forward you the meeting series). For any queries about the process check with your line manager and also with Eric as he oversees the E&S Grand Challenge.
- [ ] A&S: Would be good to invite some external speakers and enrichment students from time to time to give talks on Wednesdays. Mirah is a potential one.
- [ ] S + A&S: Would be good to maintain some connection to external speakers we invited in the past, and cultivate collaborations if appropriate: Chanuki (Zoopla), Gala Camacho (Diagonal), Federico Catalano (Universidad de San Martin, Argentina), Frank/Jon Crowcroft (City Ledger). Happy to introduce/link.
- [ ] All: This is a table I created to list all the projects under UA. It was created for making it easier for Group Leads to integrate with the projec tand understand current work but should be useful to anyone: https://thealanturininstitute-my.sharepoint.com/:x:/g/personal/gmingas_turing_ac_uk/EdPdmLMM5xhIvzALQGJIi70BMK3_bAgfIgn48n1ZHdhU6g?e=TKu1B6&wdLOR=c2ABC8E03-C42A-EC47-83B1-88CB710C394D
- [ ] All: Technology platform draft: This is a hackmd document that contains a summary of the thinking around the platform - wrote it a few months ago and shared with the leadership team - also used when creating the first version of the web page. It also contains info on the **6-month platform development cycles**, definitely important for Sam/Andy to know when planning the monthly meetings. I recently added a few more elements to it that were ommitted when I first shared with Stuart. Might be useful in many contexts: https://hackmd.io/L-Yy-7xpQQCyv_P6iNGBXA