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.

ChemIT's project numbers

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Get back-up laptops for conference, started 5/14/15:

INC000001381689

Vet VM infrastructure and base OSes (completed):

INC000001321632

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