# MultiXscale kickoff meeting (23-24 March 2023)

## Thu 2023-03-23

### Welcome and introduction; formal guest presentations (Matej)

- Lhumos: can we use it for WP6 portal for training materials/videos?

### Presentations of the overall structure and objectives of MultiXscale (Matej)

- AO/KH: we need to update the resource requirements we sent to CASTIEL2
- current request only covers EESSI
- other CoEs went way over "maximum"
- scientific WPs will need to be able to run full-scale from time to time to check for performance bottlenecks
- this should be seen as a low-bureaucracy way to get access to resources
- scientists can always send in applications for access, they could say they used the CoE access for initial development, now need more (for more development, benchmarking or even regular access)

### Overview of scientific WPs (representative from WPs 2, 3, 4)
- when do we start the conversation about the needed software packages by WPs
- as soon as possible
- could start with what is written in the proposal

### Overview of technical WPs (representative from WPs 1, 5, 6)
- agree on performance metrics with scientific community/WPs
- possibly sync with the project officer
- discuss with other CoEs / code owners/users what good metrics are
- how chosen
- why chosen
- how presented

### Detailed first Year planning (Lead: Matej; Discussion: ALL):

Goals:
- Update on key appointments for the project;
- Meetings and discussions between beneficiaries, how to progress this;
- Define approach to deliverables and other obligations

Notes:
- what do we have to deliver / pay attention to?
- deliverables
- milestones
- Q: how to report?
- A: probably through periodic reporting
- KPIs
- Q: how often measured?
- periodic reporting
- organisation?
- monthly meeting for scientific WPs?
- PMB (project management board -- all WP leaders?) == SC?
- QA for deliverables?
- T-3 months: project mgr discusses soon-due deliverable with responsible partner
- T-1 month: draft sent to internal reviewers
- T-3 weeks: feedback received
- T-2 weeks: improved version
- T-1 week: approval by WP leader & sent to SC
- T-1 day: uploaded to EC portal (one day late, deliverable is flagged as late)
- ...

### Detailed first Year planning, Part 2 (Lead: Alan; Discussion: ALL):

Goals:
- Discuss requirements of the first year
- Reverse engineer from the expectations of the first review
- Address items like expected expenditure
- Deliverables and milestones

Notes:
- HPC EU master
- offer projects, internships?
- support portal
- tagging of issues: MultiXscale, EuroHPC:LUMI, software:ESPResSo, etc.
- good for reporting, giving priority to issues specific to MultiXscale, etc.
- KPIs
- open issue for each KPI, make someone responsible
- document what needs to be done to measure KPI, how they will be measured, how frequently, ...

## Fri 2023-03-24

- formal session
- voting on Steering Committee
- Matej Praportnik (NIC, Project Coordinator)
- Alan O'Cais (UB, Project Technical Manager)
- Sara Bonella (CECAM - scientific representative)
- David Tur (HPCNow!, industrial representative)
- Neja Šamec (NIC, Project Manager)
- Ignacio Pagonabarraga as scientific advisor (extra to SC)
- collaboration agreement
- monthly meeting per WP
- quarterly reporting by WP leaders
- traffic light approach
- quarterly meeting by SC
- quarterly meeting by SC + WP leaders
- things to agree on in AoB
- periodic all-hands meetings
- project planning (GitHub)
- LaTeX templates for deliverables
- draft due month in advance
- review across WPs
- approved by SC
- HPC3
- CASTIEL2 champions
- competences
- industry
- training
- communication
- date & location of next GA (2024)
- Ghent, in conjunction with EuroHPC Summit 2024 (in Brussels?)
- date for EuroHPC Summit is not clear/fixed yet, location (Belgium) is (source: https://eurohpc-ju.europa.eu/system/files/2023-03/Decision%203.2023.-%201st%20Amendment%20WP%202023.pdf)
- backup: Barcelona (HPCNow!)
- backup 2: NIC
- Software development
- could we use `direnv` for resuming EESSI sessions with `eessi_container.sh`?
-