UK TRE Community Leadership

[Davsarper]

Goal Title

Provide a space for those involved in building, using and responsible for governance of TREs to discuss and reccomend best practices.

Description

• Host online working spaces, events and workshops to support the UK TRE Community
• Share best practices i.e. for making radiology data available for researchers
• Empower the community to help influence policy decisions

Definition of Done

Permanent scope

Details

• RACI
  • Accountable team or person: RCM
  • Responsible team or person: RAM, RPM
  • Informed and consulted people:
• Estimated effort in total FTE:
  • RAM: 0.5
  • RPM: 0.2
  • RCM: -

Resourcing

August

• RAM 0.25
• RPM: 0.05

Task and issue breakdown

Breakdown in specific tasks of maximum a month duration, tasks and issues may be added as necessary
Issues may span across repositories when necessary

• issue alan-turing-institute/data-safe-haven-team#X
• issue alan-turing-institute/data-safe-haven#X
• issue alan-turing-institute/trusted-research
• issue sa-tre/satre-specification#X
• issue sa-tre/satre-team#X

Checklist

• This Story have been agreed with project members, it tackles prioritised work
  • If not: Label as ForPrioritisation so it discussed in the next monthly meeting, do not set a status
• I have filled in the Team Accountabe field
• I have included this Story in the agreed upon Milestone, set status as Planned
  • If not: set status as Backlog, to be Planned via weekly meetings or async discussions
• The work to be done is likely to span over a month
• I have broken down the work in monthly issues and added them above
• I have labeled this issue according to its main project: SATRE, TRESA, CORE DSH (ELA) or other (please agree and create a new label if necessary)
• If known: sum the total effort (points) of tracked issues and add it on the body
• Select a Story level of effort in the project fields

Reporting

5 February to 8 April

Funded phase came to an end on 31 March, along reporting it is necessary to organise and put together what we have produced but we have:

• Created a first version of all governance documents. Some will include pending conversations that may turn in the next version of those documents, for example the endorsement of outputs (v1 will only have community approval). This is the issue referencing to all documents https://github.com/orgs/uk-tre/projects/1/views/1?pane=issue&itemId=53738648
• Created a new website, not launched yet.
• Created a public community calendar, for "official" events and all those happening in the space and that people may want to include and promote.

We celebrated the March quarterly event with very positive feedback from participants. Keynote was delivered by NHS England R&D programme Director on the subnaitonal SDEs programme, this followed a request by community members to know more about it during the December event. Full notes can be found here while we produce a report https://hackmd.io/6t-s4x-wQN6riL6gPJLuWg

With funding ending we received a community request/push to ensure we put the workshop budget to good use. In response we elaborated two events proposals that align with the goal of this grant: finalising governance docs with the community participation and set up WGs for success.

• Documentation sprints (https://hackmd.io/ty_bEhtBTrKjmYsJEEP8Qw)
• Working groups day (https://hackmd.io/nTAAo7fOT_quE18y0NYjnA). Which will be held on 29 April (This also implied figuring out a way to spend beyond March given it is not feasible to run the WGs day effectively before late April).

Lastly we have been workign with Scriberia to use the remaining funding to produce an illustration that can represent the community in a number of ways, the most immediate one being the production of physical stand up banners for events (due to timeline DSH will cover the actual banner while DARE funds have covered the illustration itself).

4 december to 5 February

All work and progress during the funded phase can be consulted on the community project board

• Celebrated December community event (virtual). We presented the plans and work within this funded phase, which included a vision and mission for the community
  • Report and notes
• The first version of the Community Website is ready, it has been done using Hugo to balance quality and sustainability (being easily maintained and updated by the community after funding ends)
• Governance processes are being established, striving for simplicity in this phase. The conversation and work is open and welcomes all input and feedback. This is the most active issue and a good starting point

1 November to 4 December

Work has focused on establishing the Community spaces and governance as well as planning for the event on Dec 5. We have started using this public project to track all work.

• Deciding on breakouts and communicating with proponents
• Writing down CMWG proposal for the Community spaces
• September report, including transcription of paper notes
  • Issue
  • Summaries from breakouts

10 October to 30 October 2023

• We have been awarded the DARE UK Community Groups funding and are ready to sign and accept
• Have kicked off community engagement to establish WGs and collected initial content for establishing a resource hub
• Work pending on report from september event
• December community day will be on w/c 4 Dec
• A new slack space has been created for the community to avoid using the RSE slack. This is a working space that will be mainly used by the community management WG and those WG that want to use it to coordinate, at this point it will not become the engagement space (it is not clear that the community wants or needs it to be).

19 September to 9 October

• Prepared and submitted to DARE UK community call, with full agreement and participation of the community itself: ATI the only institution formally in the bid, it will focus on community governance, building and sustainability (submission will be published openly soon)
• Community engagement call, follow up from community day to present next steps and engage attendees in volunteering on 9 October

14 August to 18 September

• Preparation and delivery of TRE community day: the UK TRE Community event was held in Swansea on 4 September as a RSEcon23 satellite event. The event was very well attended with around 90 people in person and 50 online (figure to be revised), attendees were active on the day and had very positive feedback.
  • Materials and notes will be made available here (link to be added), on the day notes can be found here

10 July to 14 August

• Work is focused on the organisation of the in person event at Swansea RSEcon23 + UK TRE satellite event: organise, plan and deliver #46 , leading orgnaisation in collaboration with DARE UK. Ample communication have been done and a reach out strategy is in place, 100 registered attendees at this point. Agenda and format for the day is set, with specific content to be defined in the following 2 weeks.
• Working on the sustainability and governance by exploring how formal support cna be offered to it

[Davsarper]

@harisood anything you want to highlight at this point?

[harisood]

I'm good unless we need anything specific!

[Davsarper]

October: after submitting grant and submnitting events we need to write the report, manage the grant response and deliver a community event (lead by others). Prioritatry to do the necessary work but not a lot of dedication

[Davsarper]

Dec planning

We prioritised because of the proposal, we are prioritising because we got it.
In Dec we have the Community event, first report and deliverables. We still have to give the Community some impulse. This can demand from our funded time to our whole DSH time.

David on leave from 16 Dec.

On resurcing, let's try to stay to funding so we can also do other necessary, non technical, things around DSH

[harisood]

Jan planning

See https://github.com/orgs/uk-tre/projects/1/views/1

Added during Monthly planning: prioritise finalising conversation about how DSH engages with UK TRE Community, secondly ensure the space exists to have important conversations about WGs and where they are going

[Davsarper]

February focus: prepare for March event, put together website and Governance processes.

[JimMadge]

March focus:

• Finalise governance docs
• March 14th meeting to present governance
• Final report

[Davsarper]

Finalise last bits, wrap up documentation and host the Working Group event.

Very important: Hari knowledge transfer

[Davsarper]

In May still a priority to:

• Navigate the transition (knwoledge, resources, post WG day)
• Organisation of June event

Mainly @Davsarper with @jemrobinson willing to help.

[Davsarper]

In April, transition is important as the community is eating up RPM time. I (David) feel progress in that transition, but we do need someone else present, this can be a topic for Monthly meeting

[Davsarper]

Continue to be a priority for @Davsarper, focusing on September event, skills grant and general community management. This comes at the expense of RPM time.

WARNING: August I cannot do much of this, we need to focus on project end.

[Davsarper]

Priority to plan and prepare annual meeting on 2nd september, hope to see you all there.

• plans
• merch
• running it

Also work on skills grant and internal approval process

[Davsarper]

A priority even if some work may take precedence due to the need to submit fro DARE UK community call

[Davsarper]

December event coming up, doing support work but not the bulk of it