# 2023 Annual Retreat, Q4 review / 2023 Q1 planning meeting

Participants:
- David
- Kristina
- Eric
- Jessica
- Chris

## Outcomes

Align group goals (from Hatch & additional) with individual goals

## Homework

* Update and Score previous quarter OKRs
* Draft next quarter OKRs
* [Guide: Set goals with OKRs](https://rework.withgoogle.com/guides/set-goals-with-okrs/steps/introduction/)
* Review [notes from previous quarter(s)](https://osf.io/tzmhp/wiki/OKRs%20%26%20Quarterly%20Reviews/)
* Review Hatch Proposal
* Suggest topics [here](https://forms.gle/aSp2FYjEiicAVndSA) or below
* Create a presentation
* Include 2022 accomplishments and 2023 goals

## Group Planning Follow-up

### TODO

Every other outreach meeting, discuss these topics

- [ ] (Group) Revise incubator [OSF wiki page](https://osf.io/tzmhp/wiki/Incubator%20Program/)
- [ ] (Group) Revise group processes OSF wiki pages
- [x] Move project management from Zenhub to GitHub
- [ ] (Jessica, Eric, Kristina) Visualization mini workshop series - by end of quarter 1, have a date and advertise; do in June
- [x] Modifying drop-in hours
- [ ] Time tracking (low priority)

Later on:

- [ ] (Group) 3 year plan
- [ ] (Group) Longer term career options/trajectories

**Drop-in hours**

- Keep virtual format
- Create our own gather.town with different template
- In person
- Have a presence at Coffee & Code
- Somewhere else? Our own?
- Ask people who come to gather town if they're interested in in-person and where
- How many people stumble across Coffee & Code/Cmart's thing

**Move PM to GitHub**

Zenhub functionality we use:

1. Columns/categories for issues
2. Sprint mechanism (dates, opening and closing)
3. Points for issues
4. Filter issues by assignee, sprint, repo
5. Reports
6. Epics & assigning issues to them, & dependencies

[GitHub project boards docs](https://docs.github.com/en/issues/planning-and-tracking-with-projects)

GitHub functionality:
1. yes
2. Is milestones equivalent? Or new field as iteration?
3. Can create new numbers column for points
4. Can filter by sprint, assignee, repo, but have to type these in?
5. Insights & historical charts (velocity tracking & cumulative flow, maybe not burndown?)
6. Tasklists instead? In private beta. Labels for epics, linking to issues using check boxes and closing issues

[New test board](https://github.com/orgs/cct-datascience/projects/8/views/1)

- Make public? I can't currently
- Add issues from repos outside our org?
- Default workflows
- Can't see some boards details in separately opened up issue
- toggle GitHub integration
### Presentations

* [Group](https://docs.google.com/presentation/d/1QtHHUULJNGBI3u74FOJVozHSQy7DCIKqHTa-u5v4Ibg/edit#slide=id.g1fe13406caf_0_384)
* [Jessica](https://docs.google.com/presentation/d/1_vHnBE5Mpg0ompaeMv8QMAOcbzXubgk3ToS6yBu27OE/edit#slide=id.g1fcf1771b34_0_88)
* [Eric](https://docs.google.com/presentation/d/1RpzGcdFbq3V7jtZ44WZltEwuN1eyLYO029PCJPYcboM/edit#slide=id.g16638868582_0_0)
* [Kristina](https://docs.google.com/presentation/d/1tTZc7t7kygXHX_G6XUI5ts0C0LuGKTClaafdQYs8cMU/edit#slide=id.g1fe194e4e4e_0_9)
* [Chris](https://docs.google.com/presentation/d/1NAcN_mBT7ZVbnnzGm8458H4BfEwWJIp7Ydi_Bfcczwo/edit?usp=drive_web&ouid=117840420966686573885)

## Agenda

### Thursday

*5-10 minute break every hour*

* 9-11 am: drive up to [station](https://cals.arizona.edu/srer/content/description) & get groceries
* 11-12 pm: state of group + 2023 group goals
* 12-1 pm: lunch + escape room game
* 1-3 pm: individual presentations
- 2022 accomplishments
- Q4 accomplishments
- 2023 goals
- Q1 OKRs
* 3-6 pm: discussion topics
* 6-7 pm: dinner
* 7-whenever: campfire, board games?

### Friday

*5-10 minute break every hour*

* 8-9:30 am: breakfast & tea tasting
* 9:30 am-1 pm: incubator revising
* 1-2 pm: lunch
* 2-3:30 pm: hike
* 3:30-4 pm: discussion topics
* 4:30-5:30 pm: drive back to Tucson

### Discussion topics

1. Group sustainability (hiring, group composition, funding)
2. Longer term career planning (individual & general; maybe [80000 hours template](https://80000hours.org/career-planning/career-plan-template/)?) or [myIDP](https://myidp.sciencecareers.org/)
3. Review, discuss, and revise group processes (GitHub for sprints, regular OKR & annual goal reviews, peer code review)
4. Incubators (RFP, defining "done", defining scope in proposal)

## Notes

- [List of 2022 acomplishments](https://docs.google.com/spreadsheets/d/1YOAUEPRCSo0zzkLQIyO_DtrjH_T8nfnAMVAueL7-OEk/edit)
- should update publications page so that it highlights our archived code and data
- maybe use an automated form
- goals (# incubators, workshops etc) - should scale w/ number of Hatch-funded FTEs
- need to clarify roles for incubators (but also be flexible), make sure people get appropriate credit for contributions
- having two people on incubator is a good idea
- key point of roles is to make it clear who is doing / responsible for what
- could also work with group member as mentor / student intern
- maybe we could help organize a data science trainer retreat
- would help us keep in the loop, become more integrated w/ others in the ds community
- can have people tell each other what they are planning to teach etc
- DSI, Parker, others should have $ to fund this type of thing (we also have a small outreach budget)
-
- would be nice to have an administrative assistant dediccated to supporting our group
- what are our needs?
- organizing events, presentations, workshops
- budget

Eric
- azmetr: could advertise: tuesday morning notes, workshop (for itself, and as example) blog post, vignette. Will be broadly useful to the ALVSCE research community
- how to teach peer code review, workshop for grad students? use our group as a testbed.
- ggplot workshop series: grammar of graphics, color theory, get a guest lecturer from the libraries? data viz expert, such as Devin Bayly, multi-panel figures, diverse array of figure types
- To prep, should we all watch Ed Tufte's lectures? https://www.edwardtufte.com/tufte/courses everyone should watch this regardless. There are some basic ideas that would be useful for all to be on the same page about.
- Reprohack for fall?? starting at the lab level

Kristina
- Nudge RSE handbook, get it out
- Reapply to BSSw fellowship?
- could use help w/ wrapping up projects
- Use promotion as reason?
- Can Eric help with the last mile of `volcalc`?
- Is there funding to do the as an incubator extension?
- Good use case for incubator exit interviews
- Reminder from David to be co-PI on grants when it makes sense, get effort allocated to CCT
- Kristina requests everyone hold her accountable to her outreach plans
- [SCORE](https://www.score.org/), MBA courses, Manager tools site and podcast

Chris
- Leaflet + STAC leaflet interface to stac catalogs https://github.com/giswqs/leafmap/pull/347
- Data management interviews https://www.google.com/search?q=purdue+library+data+management+interview&ie=UTF-8&oe=UTF-8&hl=en-us&client=safari
- Form: https://docs.lib.purdue.edu/dcptoolkit/3/
- Drone day. Spring break March 4-12

Incubators

- Need to have explicit clear language about expectations for after each project, especially maintenance of software
- General guidelines in RFP at some point?
- We generally want to be able to hand off projects and the researchers will be responsible
- But we can always support maintainance in the form of office hours, etc. as part of our normal responsibilities
- How does CCT handle maintenance?

### Incubator text

**Main incubator page**

<!--
OR

> Are you looking for support for a pilot or short-term data science project?

OR

> We provide data science support for pilot or short-term data science projects (broadly defined) in ALVSCE through our Data Science Incubator program

collabortive short-term projects
, as part of our group's mission to enable data-intensive research in ALVSCE
-->

>**We provide support for your research.**
>
>Our group has expertise in managing, analyzing, and visualizing data and more. **Incubator projects** provide you with up to 80 hours of our team's time to collaboratively develop a project that you have ownership of. For examples of past incubator projects, see below.
>
>If you're curious about incubators, please send us an email [link] or visit our drop-in hours [link]. Most incubator projects begin with a series of conversations with our team. For more details, see our project plan guidelines [link].

- Friendly description of what the incubator is (and is not)
- How to start the process...talks with us
- We'll help with developing the proposal
- In kind contribution of someone's time
- Link to [RFP](https://docs.google.com/document/d/1mCLUq1mrqEWkmke6-nD4yV0d3nYu0nWkukbbf1XibCE/edit#)
- FAQ
- Put at the bottom of incubator page below past projects
- Link to it at top
- Ordered list of questions
- Who is eligible to participate in incubator projects? Only researchers in ALVSCE are eligible due to funding source limitations. Researchers includes faculty, staff, extension agents, post-docs, and graduate students.
- What is ALVSCE? ALVSCE includes departments in the College of Agriculture and Life Sciences (CALS), Cooperative Extension, Experiments Station, and Veterinary Sciences.
- What if I'm not in ALVSCE or otherwise not eligible for an incubator? We are still happy to help you during drop-in hours, and can offer assistance through other means, including grants, referrals, and more.
- What is the time commitment? Expect biweekly meetings for co-working and training for up to 3 months. We can also work with you to develop a more suitable schedule depending on the project.
- How much does it cost? Our group's time working on incubators is funded by the [Hatch Act](https://www.nifa.usda.gov/grants/programs/capacity-grants/hatch-act-1887-multistate-research-fund). We also require a time commitment by you or someone you manage. This person ("primary point-of-contact") will receive training to take responsibility for the project after the incubator concludes.
- Can I just hire you to do the work? Yes, we can do this! Work for hire is not suitable for our incubator program, which emphasizes training and enabling researchers. We will work with you to determine the best way to do this.
- What are some types of outcomes you have had in the past? There are examples of previous incubator projects above (link).
- What happens at the end of the project? For most incubators, we transfer responsibility and ownership of the work product (e.g., GitHub repository, Shiny app) to your team. If issues arise after the incubator concludes, we are are always available by email or at drop-in hours.
- What if I need more extensive help beyond 80 hours? An incubator can be used to pilot a project even if you know it will eventually need more time. After the 80 hours are up, we can continue to work with you from your funded grants. We can also collaboratively pursue outside funding.
- What counts as data science? Our team has a broad set of skills and interests---[contact us](https://datascience.cct.arizona.edu/contact) with your ideas!

~~**RFP**~~ **Project Plan**

- Rename to "project plan"
- Move this to external document
- Include debrief/exit interview
- Expectations of making code and data open/reproducible

**OSF wiki page**

- Has processes like how to do kickoff meeting, how to wrap up, etc.
- Kickoff meeting requires the whole reserach team (lead and point of contact)
- Post-incubator debrief:
- How did the process differ from your expectation?
- Alternatives to working with us that aren't incubators
- Make sure grad student and post-doc advisors are on board, include in project plan
- Document how project plans can possibly change after a project starts

## How to grow the group (3 yr plan)
- What do we want to do/where do we want to be (group size, technologies, collaborators, other)?
- What steps do we take to get there?
- Who/what else do we need to engage with to accomplish goals?
- How do these tasks/goals interact with our personal work goals?
- How often should we re-visit this plan?

## Discussion Topics / Parking Lot

* participate in bio5 open house? 4-7 pm Feb 8
* Anything about training?
* Chris has some thoughts about CCT as a business, incubators, ...
* How are our processes working?
* Privacy -
* more control over github, hackmd,
* Group processes/documentation/growth
* Lists of stakeholders (admin, faculty, HR)
* Creating skills wheels per person with the right level categories (where are you at, where do you want to be)
* Review sprint process, esp. backlog grooming
* Possibly add to sprint planning and/or quarerly review: [start, stop, continue](https://expertprogrammanagement.com/2022/02/start-stop-continue/)
* What is limiting our effectiveness in teaching computational tools and reproducible approaches?
* Staying up to date on data science education research: blog posts summarizing papers or talks?
* Time/resources
* Revising Incubator RFP
* Try to close the gap between what we want and how folks are interpreting the call
* Make more clear that in lieu of funds, we expect a in-kind contribution of time for training
* Make more clear that most incubator projects will be handed over
* Review/revise example RFP
* Possible spring mini-series on plotting: can each of us teach one workshop, in April, on grammar of graphics, intermediate plot types/complexity, and polishing publication-ready figures
* Annual goals and long-term career planning
* Incorporating peer code review into our process more formally in some way? Use GitHub mechanics more?
* List of professional development opportunities/ideas
* Drop-in hours
* ResBaz changing to in person on Wednesday?
* How to increase attendance?
* In repeat in person locations

## Station activities

### Meal planning

Lunches (2): make your own Mediterranean-style salads/pita

Breakfast (1): bagels + fillings

Dinner (1): burgers + sides (beans, veggies, coleslaw?)

**Grocery list**

- Pitas
- Mixed greens
- Hummus
- Olives
- Prepared tabbouleh?
- Feta
- Dressing
- Cucumber
- Grape tomatoes
- Chickpeas
- Bagels
- Avocado
- Cream cheese
- Jam/peanut butter?
- Veggie burgers
- Burgers
- Buns
- Tomatoes
- Dinner sides...
- Fruit (bananas, citrus)
- Honey
- Coffee

### Hikes