1. Bob Jones EGEE designated technical director All activity workshop EGEE is proposed as a project funded by the European Union under contract IST-2003-508833 Summary

2. EGEE all activity W/S Jan ‘04 - 2 General Points All activities should add a recurring task to review the deliverables from other activities  Estimate about 1 PM per year per activity Similarly for management

3. EGEE all activity W/S Jan ‘04 - 3 NA1 Gender action plan to be taken into account during hiring for all partners – response needed soon. Establishment of links with partners and activities Signature of consortium agreement

4. EGEE all activity W/S Jan ‘04 - 4 NA2 Organise review of internal and external websites before project start-up Consistency of internal and external websites Fix dates for 2 nd project conference in NIKHEF NA2 get-together to be organized PO needs to be involved Identify collaborative tools used via the external website Mailinglists for members & friends

5. EGEE all activity W/S Jan ‘04 - 5 Conference-1 Tasks (NA2) Organisers Conference Calls Open Registration Announce to our audience Further Sponsors

6. EGEE all activity W/S Jan ‘04 - 6 NA3 Help from other activities is needed – contact person per activity or sub-activity as well as partners (federations) is needed. Enquiry to activities needs to be finished before start of project, in particular for training that should start immediately. Role of regional training centers Take into account details provided during the workshop by the other activities Collaboration with other ongoing projects Platforms and infrastructure for training Needs to be set up and coordinated with local efforts – relationship with production system Remote training (access grid) Coverage of Europe (languages/region) – partner involvements still only 1/3; France, Spain & Portugal not part of NA3

7. EGEE all activity W/S Jan ‘04 - 7 Summary (NA3) Outreach & Training vital for EGEE Success & continuation depend on it Planning & Training Team development underway Must be well connected with rest of EGEE We need your requirements, information and support Depends on quality of EGEE’s delivered technology

8. EGEE all activity W/S Jan ‘04 - 8 NA4 Attracting other application areas (apart from HEP and Bio) is critical for EGEE how does the selection panel work, what is it composition? What will be the selection criteria? Integration with national programs (bottom-up via applications) Only a few partners active so far – in particular many partners dealing with generic applications not yet active HEP Relationship to experiment work (e.g. ARDA, GAG) Relationship to other applications Relationship to LCG committees Execution plan Collaboration with and input from applications (HEP, Bio) needed.

9. EGEE all activity W/S Jan ‘04 - 9 On the agenda ! (NA4) Converge on the execution plan (VB) Update the technical annex (FE) Form the Selection panel for the generic applications (RB- GW) Launch NA4 extended steering committee meetings (GW) Prepare the kick-off meeting in Cork (April 19-22) including the Industry Forum session Contact and involve ALL NA4 partners All partners to launch the recruiting process Find a replacement for Vincent as head of the bio/med sector Build a team spirit!

10. EGEE all activity W/S Jan ‘04 - 10 NA5 How to coordinate and structure GGF participation and other standard activities. Unfunded resources should become available soon (if possible) Coordinator needs to be hired

11. EGEE all activity W/S Jan ‘04 - 11 Steps to be done between now and the project startup + 3 months (NA1+NA5) CA, administrative and management structure in place, new TA, contract signature, establish reporting relations to new CERN management, adapt to LCG new plans NA1: Negotiation completed on Jan 8 th at 23:27! A written confirmation expected in the next few days Consortium Agreement to be finalized by 31 January 04 Major milestone to have PO in place and federation infrastructure working by April 1 st In Q1: handle the advance payment and prepare Q1 report Hire financial administrator NA5: Hire coordinator who will drive the work of NA5 Clarify relationships with related projects Produce updated White Paper using unfunded effort for first project conference

12. EGEE all activity W/S Jan ‘04 - 12 SA1 ROC managers need to take responsibility for execution plan/organization/reporting CICs vs ROCs needs clarifications Refinement of roles and responsibilities needed Define the available resources Hiring process takes time (people will not be in place by April 1 st ). Unfunded effort needs to be identified as well. Integration of national infrastructures (different technologies) and LCG – how to peer with other infrastructures (like US) Focus now on LCG-2 to provide an operational infrastructure from the beginning, rather than the execution plan. Clarify interactions with JRA1 and Security

13. EGEE all activity W/S Jan ‘04 - 13 Steps to project start-up (SA1) Hiring Refine roles and interactions between CIC, ROC, NOC and other operational organisations Clarify interactions with JRA1 Clarify security issues Clarify relationship to international grid projects for VO’s that are larger than EGEE (LCG, other HEP,…) Understand national infrastructure integration issues What requirements will this place on operations, mw, processes, security, etc. Set up basic policy frameworks: How VOs access resources, limitations, rules, etc – sufficient that infrastructure can be exploited from project start Identify sites willing to run development service (based on EDG tb sites?) Set up OMC team Organise membership of QA, Security, Requirements, etc. groups Define transition process from LCG operations to EGEE operations

14. EGEE all activity W/S Jan ‘04 - 14 SA2 Well advanced WBS 2 funded people need to be hired Requirement collections and SLS definition with NA4 Relations with SA1 (GOCs and NOCs) Relations with GN2/DANTE Change in activity management

15. EGEE all activity W/S Jan ‘04 - 15 steps to be done between now and the project startup (SA2) Hiring people Organize close collaboration with DANTE Synchronize work and deliverable with GN2 SA2 management transition

16. EGEE all activity W/S Jan ‘04 - 16 JRA1 To progress with execution plan must resolve: ARDA prototype scope, goals and structure Responsibilities for support of LCG software (c.f. SA1) Relationship to security components and how they fit into the product breakdown structure (c.f. JRA3) Hiring is underway but takes considerable effort and currently manpower details are not yet known Relationships to applications, in particular non-physics ones.

17. EGEE all activity W/S Jan ‘04 - 17 Steps needed before project startup (JRA1) Finalize hiring and Complete table 4.5 of the EP for all partners Define training needs Identify tools people from CNRS There is milestone et PM3 Identify testing sites NIKHEF expressed interest RAL is interested Setup Engineering Management Team Define membership into Security group Define membership in QA Group Define membership in Architecture Team & Chief Architect Write development and implementation guides Complete the ARDA services document Check compatibility with non-Physics applications Validate security model Start the ARDA prototyping activity (with EGEE unfunded effort) Understand the support model as proposed by SA1 Define a process to obtain SA1 requirements Clusters to come with a task breakdown

18. EGEE all activity W/S Jan ‘04 - 18 JRA2 Execution plan well advanced and being used as an example by other activities Initial subset of procedures, guides and templates available Many tools for use within the project (related to activity management) selected and setup for use within the project Still need to identify tools for managing project membership and project tracking CNRS needs to hire one person Need to establish QAG Finalise EU reporting procedure Complete set of templates

19. EGEE all activity W/S Jan ‘04 - 19 Steps to be done between now and the project startup (1st April 2004) (JRA2) One person to be hired by CNRS Finalise the EU reporting procedure Find a tool to collect automatically the effort from the collaborators Complete templates (Quarterly & periodical reports, internal coast claims, …..) Encourage the draft definitions of some main procedures ( e.g. Tests, integration and validation procedures, certification, deployment procedure, support, ….)

20. EGEE all activity W/S Jan ‘04 - 20 JRA3 Very early draft of the execution plan urgently needs further work concerning More active engagement of the partners with Identification of key individuals Better integration of the activity with the rest of the project - in particular JRA1 and SA1 Details of Risk analysis, Training needs Clearer definition of the actual work involved in the tasks leading to the deliverables defined Partners claim no new hires are required But the names are not yet released Need clarification of scope and contents of MJRA3.2 setup PMA for European CAs MJRA3.3 (PM4) OGSA SEC initial recommendations for re-engineering - confirm responsibility for this milestone

21. EGEE all activity W/S Jan ‘04 - 21

22. EGEE all activity W/S Jan ‘04 - 22 JRA4 Well advanced plan Hiring ongoing, contact points with each partner established Possibility of a IPv6 testbed (SA1)? Effort and responsibility distribution needs to be finalized Dialog with JRA1/JRA3 Dialog with JRA4/DANTE/GN2

23. EGEE all activity W/S Jan ‘04 - 23 Next steps before project startup (JRA4) Hiring people Set up collaboration with partners (CNRS, DANTE, DFN & GARR) Start dialog with other activities, mainly JRA1 and JRA3 Mutual feedback with DANTE between JRA4 and GN2

24. EGEE all activity W/S Jan ‘04 - 24 Major Risks Need to assign priorities to all the risks listed by the activities Late hiring of staff – action from PMB and confirmation of successful completion negotiations Similarly staff leaving before the end of the project – secure follow-on project Possible divergence in scope and schedules of EGEE & LCG Integration and possible divergence of national infrastructures Implications for the whole project (in particular SA1 and JRA1) Needs to be handled on the project level Multi-platform issues not well enough understood

25. EGEE all activity W/S Jan ‘04 - 25 Changes requested to the TA General (PO): check consistency of budget against resources identified for partners in each activity taking into account funding model NA4: Add description of the Industrial Forum (Guy Wormser) NA5: Clarify American involvement (Fab) JRA1: Minor update of status for ARDA & HEPCAL (Frédéric Hemmer) NA4: minor rewording (Guy Wormser) SA2: (Franck Bonnasieux) Grnet effort from 0.5 UF/year to 0.25 UF/year Harmonization of milestones and deliverables names) JRA4 (Javier Orellana): maybe move MJRA4.1 to M3 UCL will also work on Performance monitoring

26. EGEE all activity W/S Jan ‘04 - 26 Important Steps to be done between now and the project startup Update Technical Annex To be sent to Brussels on 23 rd January Complete Execution Plans for all activities Will be a subject of the weekly PEB meetings (next one 22 nd January) Each activity to take points listed on slide “steps to be done between now and the project startup ” and set dates Increase emphasis on hiring by partners Not having staff in place at the start of the project is a major risk for completing the programme of work Take into account gender action plan Identify unfunded effort Complete websites Need pages for each activity, more general public info and Industrial Forum Tentative date for follow-up All-Activity meeting 15 and/or 16 March @ CERN