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!
For any new request, just send an email with a number to <chemit> so we can work that issue anew.
Get back-up laptops for conference, started 5/14/15:
Vet VM infrastructure and base OSes (completed):
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
Goal: Ensure participants can use workshop software.
| Areas of concern and ideas. | ChemIT's role | Notes |
|---|
| 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. - Q: Require only non-computationally intensive examples for the workshop?
- Q: Timing? Get information and software ahead of time to facilitate provisioning participants' laptops and any backups. Deadlines matter!
- Q: How much variety will be acceptable in OS (Windows, Mac OS, Linux, etc) and applications (versions)?
| (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. Initially, focused on these ideas: - VMs provided by workshop, for participants to use on own laptops.
- CISER (Windows, Matlab). Oliver found cost and process. Not a good fit since workshop is using 2 OSes, Linux and Windows.
Starting 514/15, started to focus on one of our other ideas: - Loaner laptops from CCB undergrad labs. Turn around effort and time to clone to meet workshop's needs?
Other ideas include: - CloudVM (Amazon, Azure, etc). Create and clone. Price?
- ACERT's Eldor: What services can it provide? And will it only be able to support just a few people (6-7?) at at time, due to performance limitations?
- Use public computers, such as at Mann Library and the like.
|
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 |
|---|
| App1 | | | | | | |
| App2 | | | | | | |
| App3... | | | | | | |
Goal: 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?
==========================================================
Original request
To: chemit
From: jkt27
Date Received: 2/26/2015 10:42:26 AM
Hi Oliver,
(...)
We need to know what are our options and some guidance for the computer lab component of our June workshop.
Questions/discussion might include --
· if people bring their own laptops (most, if not all will) and load the workshop software into their laptops and we use our server (if we can set up temporary accounts for Workshop participants on the server) can participants download and run simulations --- if so, then do we need just a good meeting room with desks rather than an specially booked “computer lab” ?
· What questions we should ask our speakers of their particular needs?
· Rental or portable labs and laptops available from CIT?
Joanne