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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Vet VM infrastructure and base OSes (completed):

• INC000001321632

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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.

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