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2 days, June 10th and 11th, 2015. Likely about 25 participants, but max. of 40 scheduled. Presentations on first day. On-hands workshop the second day. About 12 speakers. And fewer (6-10?) workshop facilitators. |
Success!
Debriefing notes, from 6/12/15 mtg with John Franck and Oliver.
To do differently next time:
- Create an update system for submitters via SVN/ cloned git repository/ scripts:
- Would not be a big deal for submitters to use since they are coders.
- This would enable submitters to submit early while still enabling them to update their submissions. (So not penalized for submitting early!)
- Allows attendees to get any last-minuted updates right from within their VM's.
- Finalize software distribution much earlier, such as 4 days before. (Enable by the above method.)
- Ensure distribution point was on fast network.
- Seemed ~6x slower for systems behind ChemIT router (ex. a Box.com copy was 6 hours, not 1 hour).
Challenge from this time:
- Too much work for John, considering his other responsibilities.
- Where could group get more cycles from for the custom technical work required for the workshop?
- Major grant effort by group took up over a week during which John's testing and confirmation was otherwise required, delaying solving a critical issue eventually discovered when John could finally do the required testing and confirmation.
John did a lot of technical, boutique work:
- Confirmed OSes from ChemIT would work.
- Tried to set up his own Host OS (Linux), but failed so asked ChemIT to do it.
- Set up TeamViewer and got presenters to install and configure their software right into the master image in either Linux or Windows OS, as appropriate.
- Packaging the images for distribution. Involved splitting the image up into smaller sizes.
ChemIT did important heavy lifting and consulting:
- Came up with the whole idea, preventing problems with folks trying to install things on their own laptops.
- Selected VM technology.
- Created Host OS (Linux). Created both guest OSes (Windows and Linux) with key software pre-installed (Mathematica).
- Provisioned back-up laptops and USB thumbdrives.
- Provided large test USB thumb drive to John.
- Ordered USB thumb-drives, and returned the ones not used.
- Actively engaged in dealing with issues as they arose.
ChemIT's project numbers
Please place the appropriate ticket "number" below anywhere in the subject line and send the email to <chemit>. This helps us help you by keeping our related correspondence together - thank you!
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Get back-up laptops for conference, started 5/14/15:
- INC000001381689
Vet VM infrastructure and base OSes (completed):
- INC000001321632
Status
Find mechanism to distribute the two VM (which are themselves compressed *.ova files).
- JohnF plans to use Box.com. Plans to span each VM across several smaller *.zip files so any downloading failures take less time for participants.
- JohnF is considering putting VMs on flash drives to make them more readily available, on-site.
Procure and provision 2-3 laptops as backups for participants.
Hopefully won't be necessary, but have on hand just in case.
- ChemIT looking for options for workshop. Both getting the laptops and getting them blank hard drives.
- JohnF considering using a lightweight OS to run the VMs.
- The current idea is he could install and maintain this base OS.
Sub-pages
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Goal: Ensure participants can use workshop software.
Areas of concern and ideas. | ChemIT's role | Notes |
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Participants bring own laptop which can run required software. | (none) | Must specify OS, hard drive space, and capabilities (RAM, proc). Other info? |
All software required for the workshop portion must be properly characterized and made available.
| (none) | Q: Will participants have time to install, configure, test and de-bug software? Q: When will they do this, with what support, and still have time to participate in the workshop? Includes dependencies such as operating system (version, bit-level) and required supporting applications (such as Matlab). |
Provision back-up resources to participants' laptops. | Explore ideas, with John Franck, and clarify related procedures to the degree ChemIT is involved or otherwise responsible. Timing matters! | Effort and turn-around time required to provision backups is a concern for a one-day event. Especially to provision "just-in-case" needs. Ideas includeInitially, focused on these ideas:
Starting 514/15, started to focus on one of our other ideas:
Other ideas include:
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Workshop software considerations:
Create a timeline so expectations are clear to all involved. When are the software specifications and vetting due, for example? When and how is vetting completed?
- Without an investment in good process, the workshop may not be able to test and distribute working software, much less deal with any last-minute changes.
ChemIT recommends the group creates and maintains a spreadsheet with info such as the ones below. Perhaps shared via Box.com.
List of each application | Owner: Who is requesting it, for which workshop(s) | In addition to John Franck: Who else can de-bug, if not Owner | OS dependencies | Other dependencies | Test file(s) | Notes |
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App1 | ||||||
App2 | ||||||
App3... |
Goal:
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Find a good location for the presentations and the workshop itself.
Areas of concern and ideas. | ChemIT's role | Notes |
---|---|---|
Electrical power | 1) Ensuring physical access to power plugs. 2) Ensuring sufficient power so circuits are not blown. Low risk of that, using laptop chargers? | |
Networking | If need anything other than wireless, for this one-day workshop, any other option other than using an existing computer lab? |
? |
Ideas on locations.
Presentations vs. Workshop. Should be close to each other. Must have ability to provision food, etc. in or nearby.
- CU Library: Mann Library. Others?
- Stimson Hall (CIT/ ATC)
- CIT Labs: Any appropriate? (ATC)
- Sage Hall (Business school)
- Baker: ?
- PSB: 120, 401. Others?
- Clark Hall: 7th floor (700/ 701)
- Clark Hall: Old Physical Sciences Library space
- Weill 226. Others?
- Other buildings?
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Original request
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To: chemit
From: jkt27
Date Received: 2/26/2015 10:42:26 AM
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