TF-PR - Meeting 4-5 March- Draft Minutes
| Meeting Presentations | Workshop Presentations |
 Item 4c - PeaR |
Communities |
| Item 4i - What is done in European Research and Education Networking |
Libraries |
| Item 5 - Best Practice in NREN Websites |
End Users |
 |
1. Opening
2. Short round of introductions
The list of those present and the list of apologies received are at the end of these minutes. Task Force secretary Carol de Groot was unable to attend because of illness; Karel Vietsch was replacing her in this meeting.3. Notes from the kick-off meeting (Amsterdam, 4 September 2003)
The minutes (ref. TSec(03)106) were approved without changes.Actions resulting from the last meeting:
| # | Item | Action |
|---|---|---|
| 0.1 | Carol de Groot to prepare the meeting notes | Done. See document TSec(03)106 |
| 0.2 | Mariska Herweijer to revise the TF-PR Terms of Reference before the TERENA Executive Committee meeting on 18 September 2003 | Done. The ToR were slightly amended by the TEC. The final version is at www.terena.nl/news/pr/ToR.pdf |
| 0.3 | Dale Robertson to create a cloud map before the 1st TF-PR meeting | Open |
| 0.4 | Sandra Passchier to organise workshop session adjacent to the 1st TF-PR meeting | Done |
| 0.5 | Jeroen Houben to prepare presentation of re-building the TERENA website for the 1st TF-PR meeting | The plan is now that Jeroen will make a presentation at the 3rd TF-PR meeting, in September 2004. |
| 0.6 | Carol de Groot and Sandra Passchier to plan items for the workshop session adjacent to the 1st TF-PR meeting. | Done |
| 0.7 | Patricia Soria, Russell Nelson and Jeroen Houben to prepare news agency for the website | Done |
| 0.8 | Patricia Soria to prepare a report on the news agency, phase 1, for the 1st TF-PR meeting. | Done. See agenda item 4c. |
| 0.9 | Carol de Groot to prepare postal mailing list for print materials, before end of October 2003. | Open |
| 0.10 | Zoran Birimiša and Mariska Herweijer to prepare case studies for the website and to prepare a front page for the section for the webmaster | Done. See agenda item 4d. |
| 0.11 | SURFnet to translate as soon as possible the W3C instructions from the Drempels Weg website into English and publish them on the TF-PR website | First steps done by TERENA. Balance open. |
| 0.12 | Gitte Kudsk and Sandra Passchier to assess the current NREN websites and to identify resources to help | Done. See agenda items 4e and 5. |
| 0.13 | Céline Morris and James Bell to ask the list to send in their current FAQ information | Done. See agenda item 4f. |
| 0.14 | Céline Morris and James Bell to report to the 1st TF-PR meeting about an inventory of current glossaries | Done in this meeting. See agenda item 4g. |
| 0.15 | Mariska Herweijer and Carol de Groot to make an index of available information sheets and make an index page for the TF-PR website, by January 2004. | Open. See agenda item 4h. |
| 0.16 | Michal Krsek and Maria Ristkok to present in the 1st TF-PR meeting a proposal on how a database of "what is done in Europe" can be set up. | Done in this meeting. See agenda item 4i. |
| 0.17 | Maria Ristkok to report in the 1st TF-PR meeting about the objections to the publication of a "who is who". | Done in this meeting. See agenda item 4j. |
4. Progress on TF-PR work items
4a. TF-PR websiteA lot of work had been done on the TF-PR website since the previous meeting. Karel Vietsch asked the meeting participants for their comments and for their suggestions for further improvements and additions.
All were happy with the website as it currently is. There were no specific suggestions.
4b. TF-PR workshops
There would be no workshop attached to the 2nd TF-PR meeting, in Rhodes in June. Sandra Passchier and Carol de Groot were looking for topics for the workshop that will be attached to the 3rd TF-PR meeting.
Later in this meeting, in the discussions on agenda item 4d, it was suggested that more in-depth presentations on user surveys could form a good programme for a workshop adjacent to the 3rd TF-PR meeting.
New action item:
1.1. Sandra Passchier and Carol de Groot to organise workshop on user surveys at the 3rd TF-PR meeting
Patricia Soria gave a very brief introduction to PeaR. She told that she was really happy with the way it has been set up.
Russell Nelson then presented some statistics 
. The number of new news items is currently only 4 per month. Eleven organisations have contributed news items, which is a nice number, but it also means that the number of news item per organisation is very low. Visitors to PeaR in the past 4 months appear to have come from some 20 countries, but in most cases the number of visits has been low. The total number of visits seems to be stabilising at about 50 per month.
In the discussion that followed, it transpired that no TF-PR members had done anything with the information that they had found on PeaR, except in one case informing other staff members in the own NREN organisation.
It was clear that we are still far away from making the site accessible to other people than TF-PR members: those other people would soon stop visiting the site when they would discover that there were very few new items, and even fewer that would interest them personally.
It was too early to say whether PeaR is a success or not. This will depend completely on whether we will succeed in having many more news items posted. In the discussion it transpired that TF-PR members might simply forget to post a news item on PeaR when they had something interesting. In other cases, TF-PR members had decided not to post an item, thinking that it might not be interesting to other countries. It was noted that that is the wrong approach: TF-PR members should not filter first but post everything that would fall within the terms of PeaR; it is then for the other users of PeaR to decide whether the news is interesting for their own community or not.
It was concluded that in the next few months a large effort should be made to increase the number of news items posted on PeaR. To help people remember, regular reminders should be sent of the type "Have you posted your news items on PeaR this week?".
New action item:
1.2. Patricia Soria and Russell Nelson to regularly (at least twice a month) send reminders to the TF-PR mailing list about posting items on PeaR
4d. Best Practice in User Surveys
Zoran Birimiša reported the current status of this work item. There was now information about five user surveys on the TF-PR website, originating from SURFnet, BELNET, EENet, CARNet and DANTE.
A general problem with user surveys is that the results may not be very informative.
Dimitra Kotsokali told that GRNET had done two user surveys in the past four years. One objective was, for example, to find out about the network infrastructure of the connected institutions. These had been very difficult exercises. GRNET had not yet found a way to reach the real end-users.
Sandra Passchier told that SURFnet was currently carrying out yet another user survey. Previous surveys were conducted by telephone, after SURFnet obtained telephone numbers of end users from the connected institutions. This time, the plan is to have an online questionnaire, and point end users to it by email, using email addresses obtained from the connected institutions.
Michal Krsek mentioned that making prizes available for respondents might be a good way to increase the response to surveys.
It was concluded that more in-depth presentations about user surveys would form a good programme for a next workshop (see action item 1.1).
New action item:
1.3. Dimitra Kotsokali to send Zoran Birimisa information about GRNET's user surveys, for the TF-PR website.
4e. Best Practice in NREN Websites
Gitte Kudsk would make a presentation under agenda item 5. In a next TF-PR meeting, there could be a discussion about further topics, like: how to maintain an NREN website, and how to maintain contacts with the users of an NREN website.
4f. Frequently Asked Questions
Céline Morris distributed a paper with a number of frequently asked questions and answers. In the discussion that followed, there were some doubts expressed whether these were really the most frequently asked questions. There was a discussion whether more answers to a question should be published or the TF-PR website should only contain one answer per question. The conclusion was that there should be only one, short answer per question, possibly with links to places (e.g. NREN websites) where more information can be found.
Céline Morris, Zoran Birimiša and Patricia Soria took the action item to make a short list of the most frequently asked questions, and to formulate short, single answers to each of them. Dale Robertson, Karel Vietsch and Joanne Barnett offered to assist Céline, Zoran and Patricia by reviewing the questions and answers if needed. Céline, Zoran and Patricia would meet in Rhodes in June to finalise the questions and answers.
New action item:
1.4. Céline Morris, Zoran Birimiša and Patricia Soria to make a short list of the most frequently asked questions and to formulate single, short answers to each of them, to be put up on the TF-PR website by mid June 2004
The meeting was reminded that the work items to be discussed in agenda items 4g to 4k are listed in TF-PR's Terms of Reference as "Possible future work items". The task force was therefore not expected to devote time to those now, but to concentrate on the work items discussed in the agenda items 4a to 4f.
4g. Glossary of Terms
Céline Morris distributed a paper with a number of references to existing glossaries (Glossaries - Deliverable G). There was consensus that it would not make sense to create a new, European glossary. This would not add much to the existing glossaries and it would take an enormous effort to build and maintain it.
Some TF-PR members were interested in making a glossary for their own community, in their own national language. For this, they could build on the information available in the glossaries in Céline's paper.
It was concluded that work item G could be considered completed, although further references to existing glossaries could always be added to the webpage.
4h. Information sheets
No work had been done on this work item. As a "possible future work item" it was on hold.
4i. What is done in European research and education networking
Michal Krsek gave a short presentation and handed out a one-page paper about a possible database of research projects in the TERENA community.
In the discussion, some doubts were expressed about the feasibility of setting up and maintaining a database as proposed, and about the balance between the effort to be put in and the value of the result. A tour-de-table showed that the meeting felt almost unanimously that the work item should stay on the agenda, but that the idea needed more thought. Another, simpler way of doing it should be thought of.
4j. Who is who in European research and education networking
Maria Ristkok reported on the work done in the past months. She had asked the TF-PR list about any objections to creating a "who is who". After three reminders, 71% of NRENs had expressed an opinion. No objections were raised against creating the "who is who", because it was proposed that it would only be available on the TF-PR website to TF-PR members. This would be implemented by giving only one account and password to a representative of each NREN. They would be able to upload information, in a way similar to PeaR.
4k. The history Web book of European research and education networking
No work had been done on this work item. As a "possible future work item" it was on hold.
5. Report on assessment of NREN websites
Gitte Kudsk handed out a preliminary version of the report written by Julia Gardner and herself final version. She then gave a presentation of the report.
In her presentation, Gitte Kudsk discussed a large number of do's and don'ts for websites, and illustrated them with examples from existing NREN websites.
The presentation was well received and led to discussions about topics like the best structure of an NREN website (following organisational lines or following content).
Sandra Passchier suggested that this very good report could be followed up by other work, for example a best-practice guide on how to maintain an NREN website, especially when different people are expected to contribute pages.
It was also suggested to re-do the study described in the current report after one year.
6. Discussion items
6a. IP Telephony CookbookKarel Vietsch told that a new TERENA publication, the IP Telephony Cookbook, was about to be published. It would be published on the Web, but TERENA thought that there might also be some interest in receiving the publication as a nicely printed book. He had therefore asked TF-PR members to investigate with their colleagues what the interest might be.
It was reported that GRNET, CARNet, BELNET, the JISC and ARNES would each be interested to receive some 50 copies, SURFnet 150, and smaller numbers for UNI•C SWITCH and EENet. UKERNA would like to have 1,000 copies with its own cover. People at HEAnet, CESNET and GARR were interested only in the electronic version.
6b. Participation in TNC 2004
It was agreed that TF-PR would be present at the TERENA networking Conference 2004 in Rhodes in four ways:
- There would be a regular TF-PR meeting on Sunday afternoon 6 June
- Sandra Passchier would give a 20-minute presentation about TF-PR's activities in the conference session on TERENA activities (scheduled for Tuesday 8 June, 11:00-12:30)
- The TERENA Executive Committee invited Gitte Kudsk to repeat her presentation from agenda item 5 in the TERENA General Assembly meeting on Thursday afternoon 10 June
- Throughout the conference, TF-PR would be present with three conference poster-session posters:
- TF-PR activities in general by Sandra Passchier
- Best practice in NREN websites by Gitte Kudsk
- PeaR by Patricia Soria
Almost all of those present said that they expected to attend the events in Rhodes.
New action items:
1.5. Sandra Passchier to give presentation on TF-PR at TNC 2004
1.6. Gitte Kudsk to present report on assessment of NREN websites at TERENA General Assembly meeting in Rhodes
1.7. Sandra Passchier to produce conference poster on TF-PR, Gitte Kudsk to produce conference poster on Best practice in NREN websites and Particia Soria to produce conference poster on PeaR; these actions to be coordinated by Sandra Passchier
6c. International press contacts
This suggestion had come up since the last TF-PR meeting. It was of general importance for TF-PR members, but Joanne Barnett explained that having a list of press contacts would be extremely useful for her own work, which is primarily the external relations of the future EGEE project. She was therefore in a position to devote some effort to creating such a list of press contacts. The list would be made available to all TF-PR members, but not to others. Joanne asked TF-PR members to send her a list of their own press contacts before mid March.
All of those present declared themselves willing to do so, with the exception of the CESNET representatives. For CESNET it is important that Czech journalists receive their information via CESNET, and CESNET therefore likes to avoid information about European projects reaching Czech journalists directly.
New action item:
1.8. All to send Joanne Barnett list of their press contacts before mid March 2004
7. Any Other Business
The 2nd TF-PR meeting will be held in Rhodes on Sunday 6 June 2004. ACOnet has offered to host the 3rd meeting in Vienna, soon after the summer holidays.8. Close
Sandra Passchier concluded that the meeting had been very useful and thanked everyone for attending the meeting. Furthermore she thanked BELNET for their exceptional hospitality.List of those present
| NAME | AFFILIATION | COUNTRY |
|---|---|---|
| Joanne Barnett | TERENA | |
| Zoran Birimiša | CARNet | Croatia |
| Marko Bonac | ARNES | Slovenia |
| Roland Eugster | SWITCH | Switzerland |
| Robert Haymon-Collins | JISC | United Kingdom |
| Dimitra Kotsokali | GRNET | Greece |
| Michal Krsek | CESNET | Czech Republic |
| Gitte Kudsk | UNI•C | Denmark |
| Céline Morris | BELNET | Belgium |
| Russell Nelson | UKERNA | United Kingdom |
| Gabriella Paolini (via videolink) |
GARR | Italy |
| Sandra Passchier (chair) |
SURFnet | Netherlands |
| Lenka Prazakova | CESNET | Czech Republic |
| Maria Ristkok | EENet | Estonia |
| Dale Robertson | DANTE | |
| Koen Schelkens | BELNET | Belgium |
| Patricia Soria | HEAnet | Ireland |
| Karel Vietsch (meeting secretary) |
TERENA |
Apologies
| Carol de Groot (secretary) |
TERENA | |
| Werner Koblitz | ACOnet | Austria |
Action items resulting from the meeting:
| # | Action | Deadline |
|---|---|---|
| 0.3 | Dale Robertson to create a cloud map | 1 June 2004 |
| 0.5 | Jeroen Houben to give a presentation at the 3rd TF-PR meeting | September 2004 |
| 0.9 | Carol de Groot to prepare postal mailing list for print materials | 1 June 2004 |
| 0.15 | Mariska Herweijer and Carol de Groot to make an index of available information sheets and make an index page for the TF-PR website | 1 June 2004 |
| 1.1 | Sandra Passchier and Carol de Groot to organise workshop on user surveys at the 3rd TF-PR meeting September 2004 | |
| 1.2 | Patricia Soria and Russell Nelson to regularly (at least twice a month) send reminders to the TF-PR mailing list about posting items on PeaR | continuously |
| 1.3 | Dimitra Kotsokali to send Zoran Birimiša information about GRNET's user surveys, for the TF-PR website | May 2004 |
| 1.4 | Céline Morris, Zoran Birimiša and Patricia Soria to make a short list of the most frequently asked questions and to formulate single, short answers to each of them, to be put up on the TF-PR website | 15 June 2004 | 1.5 | Sandra Passchier to give presentation on TF-PR at TNC 2004 | 8 June 2004 |
| 1.6 | Gitte Kudsk to present report on assessment of NREN websites at TERENA General Assembly meeting in Rhodes | 10 June 2004 |
| 1.7 | Sandra Passchier to produce conference poster on TF-PR, Gitte Kudsk to produce conference poster on Best practice in NREN websites and Particia Soria to produce conference poster on PeaR; these actions to be coordinated by Sandra Passchier | 20 May 2004 |
| 1.8 | All to send Joanne Barnett list of their press contacts before mid March | 15 March 2004 |