DM Leadership Team Meeting 2016-02-29

https://bluejeans.com/293724745/

1. Dial: 199.48.152.152 or bjn.vc
2. Enter Meeting ID: 293724745 -or- use the pairing code

Dial-in numbers:

• +1 408 740 7256
• +1 888 240 2560 (US Toll Free)
  
• +1 408 317 9253 (Alternate Number)
  

Meeting ID: 293724745

Why this meeting? We meet at the DMLT to ensure:

• We maintain the shared understanding of the common goals and priorities, resolving ambiguities as they are found
• We are coordinated in our activities, and
• We know how to direct our team activities to make progress.

The primary goal of this meeting is not just to exchange information and report status; it is to surface (and resolve, when possible) misunderstandings or ambiguities re status, priorities, or challenges so we all continue to swim in the same direction. 

General meeting structure going forward (for the time being):

1. Brief summary of past week construction progress (PM)
2. Updates on project-wide activities affecting DM, such as CCB, Risk review, PST (System Architect, Interface Scientist, Project Scientist, etc.)
3. Working group updates (WG chairs, ~2 minutes each + 10 minutes for discussion)
4. Highlights
5. AOB

Rules of order:

• To enable efficient meetings, the agenda will be finalized and e-mailed the Friday before the Monday meeting, 5pm PT.
• All updates (project-wide activities, and WG updates) should be briefly summarized and added to the agenda before-hand, so we can focus on discussion rather than reporting when we meet.
• To keep us on track, I may occasionally have to limit or cut off discussion; please don't take offense if that occurs.
• It's possible we'll move the agenda and minutes taking to Google Docs (this wasn't needed, Confluence can handle simultaneous updates from multiple users sufficiently well)
• I'm looking at introducing a position of a "meeting scribe", responsible for capturing minutes and disseminating topics of interest to broader DM.

5min

• Introducing Zeljko Ivezic as the interim DM Project Scientist
• Introducing Andrew Connolly as the interim Level 1 Pipelines Scientist (Science lead at UW). This fills the empty slot in UW's DM leadership (Simon Krughoff being the other one in the box).
• Introducing Jeff Kantor as the CAM for Long-haul networking activities

Summarize the transfer of responsibilities from Jeff Kantor and Kian-Tat Lim to Jacek Becla and Mario Juric (e.g., for travel approvals, status reporting, contracts, etc.)

• DMLT agenda, run DMLT meetings: MJ
• Attendance at Mon/Thu mgmt morning: JB
• tcams/ev, monthly reports: JB
• contracts, amendments, invoices, purchases: JB
  • laptop purchases: perhaps Daniel Calabrese?
• travel approvals: JB
• risk: KT
• IT Security plan: JK in FY16, then permanent PM
• Assist LSSTC w/ international partner, external communications: MJ/JB, JK for Brazil w/networks
• commissioning plans in PMCS: MJ/JB

• Over the next 3-6 months, our top-level priorities as the leadership team are to:
  1. Refine and improve the design of the Data Management System and its concept of operations to the level of detail that will allow us to better plan, resource, and execute construction activities (and support project-wide operations planning).
  2. Improve the way we plan, execute, and track construction work.
  3. Continue executing the construction plan

When these are in tension (e.g., due to limited resources), the ordering above is roughly the order of their priority. In particular, we need to take them into account when planning X16 (see below).

• The RFC decision making process stays in effect. We all collectively need to make sure decisions on RFCs are taken in the spirit of the overall DM priorities.
• Re-introducing the TCT weekly meetings (possibly over HipChat) to resolve/close outstanding RFCs
  • Addition of the DM Infrastructure Lead (Donald Petravick) to the TCT
• n.b.: It appears the new process was never formally adopted in LDM-294; we need to fix that.

After discussions at the JTM, I’ve tried to capture and formalize the work we need to do over the next few months to refine and improve the DM system design and processes. We will use working groups as a vehicle to organize and get this work done. The current draft set of WGs is here:

OBSOLETE: Data Management Working Groups, Draft #1

Many of these activities are already ongoing, but may be unacknowledged or not specifically resourced. Making them explicit will make it easier to resource that work and take it into account in short-term plans (e.g., X16). They are also a statement of high-level priorities within DM as a subsystem, that can be used to prioritize construction work that will continue going on in parallel.

Please comments on the proposed WGs via the lsst-dmlt mailing list.

• Resolving outstanding travel requests
• Jacek Becla: Proposed dates for face-to-face DMLT; May 16-20
• Jacek Becla: Presence at ADASS
• NCSA visit dates (proposed March 10-11)