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# System prepended metadata

title: MultiXscale kickoff meeting (23-24 March 2023)

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# 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`?
    - 