create NSF awardee notification system

[vlraymond]

create system for automating process of pulling NSF awards from their site currently VR is doing a manual pull from their site.

[isteves]

May be addressed by: https://github.com/NCEAS/datamgmt/blob/master/R/get_awards.R

[mbjones]

This feature request -- to automate frequent interactions with NSF PIs throughout their award lifecycle -- was raised last fall during our site visit with NSF, and was raised again this week by NSF, so it needs to rise to the top of our priority queue. Here's a beginning of the description of what we need to produce, which should be captured in a series of other tickets as well.

• [ ] Design document outlining the goal and capabilities of the awardee notification system, in phases
• [ ] System to poll the NSF awardee database looking for both new and recently expired awards in a configurable list of NSF programs, with award details recorded locally in a database or file
• [ ] Design notifications for key events, which could include:
  • [ ] Initial award congrats and outline of NSF policies and ADC services, what to expect
  • [ ] 3 months, 1 month, and 1 week before report due - reminder of annual submission expectations and that we need lead time to review submissions
  • [ ] others?
• [ ] database to track completion of these requirements for each award/awardee
• [ ] System to email these notifications to awardees on key milestones explaining Arctic Data Center services and policies from NSF, with pointers to where to find detailed info
• [ ] System to add these notifications to a user's ADC profile page through a notification icon and list (advanced feature, not MVP)

This is related to the Arctic Data Center Project Pages feature, which will be described in a separate feature issue and linked here. I need to send a schedule for this to NSF ASAP. Let's discuss who is best to lead and participate in this project.

[csjx]

The conversation I've had with Polar Field Services and gaining access to their ARLSS database programmatically is pertinent here, so I'll add that into the plan.

[mbjones]

Yes, I am about to add another ticket about ARMAP and project pages that relates. Also, issue #21 relates as well.

[maier-m]

What should the proper email address be for sending these notification emails? A. support@arcticdata.io B. new email (notifications@arcticdata.io perhaps?)

[laurenwalker]

I like having a separate email for this - notifications@arcticdata.io sounds good.

On Wed, Jun 13, 2018 at 4:25 PM, Mitchell Maier notifications@github.com wrote:

What should the proper email address be for sending these notification emails? A. support@arcticdata.io B. new email (notifications@arcticdata.io perhaps?)

— You are receiving this because you were assigned. Reply to this email directly, view it on GitHub https://github.com/NCEAS/arctic-data-outreach/issues/4#issuecomment-397074143, or mute the thread https://github.com/notifications/unsubscribe-auth/AGVeFqK5Hb8_QF2OjVl0KHxygTyuXNznks5t8XVOgaJpZM4RoyZI .

-- National Center for Ecological Analysis and Synthesis (NCEAS) University of California Santa Barbara (UCSB)

[mbjones]

We will need to respond if the reply to the address, so either way the correspondence should go into RT to ensure we follow through and address the issue. So, I'm not sure there is a benefit of a different address, except if we want to route these to a different RT queue.

[jagoldstein]

Well in that case, I think we should just stick with using support@arcticdata.io. It will be less confusing than having multiple addresses and we can just add a new RT label to those tickets if needed. @maier-m

[maier-m]

I feel like a second queue would be nice right? Otherwise, the arcticdata queue could get confusing no?(with support and notification emails all together)

[jagoldstein]

I feel like these are still a type of ADC support tickets. I'd rather have to check fewer queues than more. Right now the other queue we monitor ('Ecoinfo') is mostly related to KNB support. I don't see this case as being that distinct from our other ADC support tickets. They will be related to pre-processing and will be helpful to engage contributors in the convo early-on. Even if we resolve the tickets, we will be able to dig them up later as needed.

[csjx]

During the ADC call, we discussed the components of a Phase 1 Notification system based on an R package polling the NSF awards database, populating a CSV file with minimal award information geared toward start-of-award and end-of-award milestones, and sending RT API calls to create RT tickets that are in turn sent to the PI for notification. The design notes are at https://hpad.dataone.org/GYTgxgTBDMCGCmBaArMgJmxAWCB2YisWGiuAbAEZkCMa0EZaADLkA===, and will be moved into design documents in this arctic-data-outreach repo. Development will happen in this repository.

We briefly discussed Phase 2 needs, where we support a richer milestone and task system that incorporates information from the Polar Field Services database too, but there was enough to talk about for the initial implementation that we'll schedule more time for later. Given the simplicity of this system, we only wrote out components and sequnces in psuedo-code rather than building UML component and sequence diagrams, which we likely will do for Phase 2.

[maier-m]

Hack down from Arctica meeting 06/15/18

ADC Project Notification Notes (Phase 1)

Information to be stored in awards database

1. NSF award Number
2. PI
3. PI email
4. Title of project
5. Initial contacted date
6. 3 month before due - contacted date
7. 1 month before due - contacted date
8. 1 week before due - contacted date
9. List of ADC pids for project
10. Award date
11. Award start date
12. Award expiration date
13. Program Type (AON, ARC, ANS, etc. - see below)
14. PI ORCID ID (used as a search key into the ADC datasets)
15. RT ticket #

Workflow components

• Notifications service (R script on arcticdata.io)
• CSV database
• RT
  • Password stored under particular user ID on server
• ADC Catalog

Workflow sequence

• Cron job runs will execute two R scripts daily:
  1. Poll NSF awards database and append to existing database
     • Store new award details to CSV database on arcticdata server
  2. Read NSF awards database and send emails
     • For new awards create new RT ticket with NSF PI as requestor (talk to Nick to disable initial email and create label)
     • Look to see if contact is needed (contact date)
     • Look to see if contact has been made (contacted date exists)
     • (Check to see if PI has already submitted a package with the funding #. Query on Solr: PI name/ORCID?, funding # in text, doi)
     • Send emails as necessary
     • Populate contacted date and RT ticket # cells as needed

Emails

Possibly MIME/multipart emails to add more branding and design elements (https://rt-wiki.bestpractical.com/wiki/REST#Tickets_History_Reply)

1. Congrats email for 2018 or new awardees. Address timelines on a program specific basis. Ask to create ORCID if PI's don't have one yet.
2. End of award emails (3 mo, 1 mo, 1 wk)

Testing

Swap out PI emails for test email address

NSF Programs

Search limited by fundProgramName with POLAR|ARCTIC|AON

• AON Implementation
• Arctic Natural Sciences
• Arctic Social Sciences
• Arctic System Science Program
• Arctic Res & Policy Support PR
• Arctic Research Support Logistic
• Arctic Research Projects
• Polar Cyberinfrastructure
• Polar Special Initiatives

[jagoldstein]

@dmullen17 will merge the updated email templates from his fork to https://github.com/NCEAS/awards-bot/tree/master/inst/emails

[mbjones]

@csjx @dmullen17 I think this ticket can now be closed, right?

[dmullen17]

@mbjones @csjx yep it can be closed