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steno-aarhus / research

Documentation on common research activities done within Steno Diabetes Center Aarhus.
https://steno-aarhus.github.io/research/
Creative Commons Attribution 4.0 International
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Minutes and agenda items #7

Closed lwjohnst86 closed 1 year ago

lwjohnst86 commented 3 years ago

Please only use this for minutes and agenda items. I've copied them over from the Google Doc.

lwjohnst86 commented 3 years ago

2020-10-28

Agenda

  1. Introduction to topic (why have this, etc) (~5 min)
  2. Brainstorming 1: Individually write out as many ideas for things to cover or include in the "common docs"/"manual"/"standard operating procedures" as possible (maybe about 5-10 min) and put onto stickies/post-it notes
    1. Afterwards, take all the stickies and organize them and discuss them. (maybe about 15 min)
  3. Brainstorming 2: In small groups (pairs or threes), based on previously discussed ideas, expand on current ideas or come up with other ideas. Again, write on stickies. (maybe about 15 min)
    1. Afterwards, take stickies, organize them, and discuss (~15 min)
  4. Introduction to some basic things we need/should have for implementing these common docs. (~10 min). Includes:
    1. Relatively easy for anyone to contribute to;
    2. Easily share-able (both internally and externally to potential collaborators);
    3. Able to write and interact with docs in either Danish or English;
    4. Easily searchable/navigable/shows list of all docs available;
    5. (other ideas?)
  5. Brainstorming 3: In new small groups, think about as many ideas as possible for how to go about implementing this. (~10 min)
    1. Gather stickies and discuss ideas all together (~10 min)
  6. (This depends on the outcome of Brainstorming 3 above) Brainstorming 4: Individually, write out as many names as possible on stickies for what to call this (if we e.g. make a website or something for this). (~5 min)
    1. Gather stickies and discuss (~5 min).
  7. Post-brainstorming:
    1. Make a committee responsible for this?
    2. Create and assign roles for this committee?

Minutes

lwjohnst86 commented 3 years ago

2020-12-02

Agenda

  1. Update on action item: Creating onboarding material for newcomers.
  2. (LUKE) Discussion: Establish a few principles for decision making and creation of the docs:
    • “All are welcome to contribute”: There should be no or little barrier to contributing to the documents and their content, aside from barriers due to technology and skill in its use. If someone has the motivation and desire to contribute, they should be able to fairly easily.
    • “Inclusion and participation in community through active contribution”: Individuals who want to participate should actively contribute through not just attending meetings, BUT ALSO in creating, modifying, organizing, editing, and/or developing the content. Those who actively contribute should be included in the community and encouraged to participate. This will help prevent having people in the community who request content but don’t actively contribute, so that anything we make is based on our own motivation rather than from being told to.
    • “Content is dictated by direct and active contribution”: What gets created or developed should be done by whoever contributes to creating or building it. This:
      • Prevents people internal or external to the community from asking or requesting for things to be added and implicitly suggesting someone in the community to do it
      • Prevents any individual or group of individuals from being placed as responsible for work that is not paid for and ensures that responsibility and work is distributed as much as possible.
      • Lowers the barrier to what gets created from “requiring permission” to “if you want it, make it”.
    • “Important or significant decisions are based on community consensus”: Decisions should not or need not be blocked by requiring permissions for anything external to the community. This will ensure things move forward as continuously and unrestricted as possible. Important or significant decisions could include things like approving and finalizing a document or deciding on major infrastructural changes (e.g. platform to use for creating and managing the content).
    • Ultimately, this common doc project is largely voluntary and shouldn’t become something that takes up too much time or mental energy and that doesn’t get inhibited by too much bureaucracy.
  3. (SINE?) Summary of our needs and what has been found about each:
    • In general, RM expects research needs to be met through AU connection.
    • Server for data space
      • Data storing: servers (also Linux servers) can be provided from RM IT. It will be possible to access the server from a Linux computer as long as you have a RM user.
    • Intranet for SDCA employees
      • Current SDCA intranet site has some of the info that also needs to be on our potential research intranet site but otherwise doesn’t seem suited for the research purpose.
      • Other examples: E.G. Department of Molecular Medicine, but they have their own IT department and servers, which gives them more flexibility. Or e.g. Præhospitalet who work with external partners, but requires funding.
      • We could have our own IT department but will require our own funding.
    • Website for research purposes, common docs (suitable for public), research projects, etc.
      • We can create our own website (nothing is stopping us from doing that from a Region level according to Morten in IT). In regard to RM requiring a specific design: RM is mostly interested in places where there is patient interaction and as this webpage needs to work on a daily basis, RM will probably be happy if at least the logo is there.
      • GitHub fits a lot of the needs and it should be possible to link to it as long as there is no patient information. (Shouldn't be a problem as there is not data storing only code). Within GitHub you can make your own website and it is hosted by GitHub.
      • An Idea could be to add a subpage to the SDCA webpage – need to ask Marie (and give her examples for inspiration). Here it would also be possible to link to a webpage we make ourselves.
  4. Which potential locations to create and put these materials and which meets our needs most?
    • Quick presentation/walkthrough: Adam will show off how to edit the website (as a potential place we can link the common docs or for other purposes) (Either for intranet or for website)
    • Discussion: Other options? (Luke will show his proposed solution based on GitHub during the next meeting.)
  5. Discussion: Next steps and assigning responsibilities and roles?
    • Idea: After developing these things, writing a paper describing our experience, how to use the resources for others, the challenges facing us, and how it helped us work better (this will likely take a year or two before we write this). Example of what this might look like is: https://www.nature.com/articles/s41559-017-0160
    • Who wants to lead which section?

Minutes

  1. Minute taker: Alisa
  2. Luke went through the four principles, that can be seen as the code of conduct.
  3. Discussion on potential obstacles.
    • github: Luke will make a video on how to use
    • what documents would be included in “common docs”
    • truly voluntary and motivated aspect versus given task
    • version control, package maintainer
    • Collective experience of the group gathered (learning from past experience and knowledge sharing)
    • Involving administrative staff in making the organization structure (Tinne suggested to invite a staff representative to this working group)
  4. Sine went through the three topics discussed with Morten from RM IT
    1. Server for data space: Luke will take a closer look at this
    2. Intranet for SDCA employees: Contact and see Præshospitalet (private vendor-needs funding), MOMA solution (KI, not regional with own IT dpt) is not an option
    3. Website for research purposes, common docs (suitable for public), research projects, etc.: it is possible to link out from the SDCA webpage as long as the logos are there, possibility to control access to github/webpage with password/log-on if docs not for sharing
    4. Adam showed how to edit content on the webpage (only if you have this enabled).
      • Discussion on having 2 systems-the webpage and github-need to maintain both. Consensus that the webpage could be substantially improved.
      • Website-flashy news to the outside, links to github-the boring dictionary
  5. Next steps and assigning responsibilities and roles:
    1. Next time, Luke will show his proposed solution based on GitHub during the next meeting.
    2. Discuss the linked paper at next meeting
    3. Tinne and Adam will have a look at DST document (uploaded to github afterwards)
    4. Daniel is working on newcomers doc, working as external (employed from Sweden)
    5. After the AI course and JC organized by Adam, 2 data projects: 2 teams: one working “oldschool” and 1 working on github.
lwjohnst86 commented 3 years ago

2021-01-06

Agenda

  1. Update on action items from the previous meeting.
  2. (LUKE) Brief walkthrough on how to use GitHub for writing docs.

Minutes

lwjohnst86 commented 3 years ago

2021-02-03

Agenda

  1. Update on action items from the previous meeting.
    1. Luke: Has created two videos with a tutorial on contributing to the docs. See https://steno-aarhus.github.io/research/CONTRIBUTING.html#navigating-the-github-project
      1. Try this method out and discuss how it goes a few months from now.
  2. Discussion: Thoughts on writing a paper describing our experience, how to use the resources for others, the challenges facing us, and how it helped us work better (this will likely take a year or two before we write this). Example: https://www.nature.com/articles/s41559-017-0160
  3. Discussion: Move meeting agenda and minutes to Trello? Or keep this Google Doc?

Minutes

lwjohnst86 commented 3 years ago

2021-02-03

Agenda

  1. Update on action items:

Minutes

Action items

lwjohnst86 commented 3 years ago

2021-03-24

Agenda

Minutes

lwjohnst86 commented 3 years ago

2021-04-21

Agenda

Minutes

lwjohnst86 commented 3 years ago

2021-05-18

Agenda

Minutes

lwjohnst86 commented 1 year ago

don't need this Issue anymore