EGI Virtual teams
This page provides information about the Virtual Team framework and the NGI International Liaisons that have been established within EGI-InSPIRE, and about the Virtual Teams that exist within the EGI Community to engage with new user communities.
- For active projects, please see list of Virtual Team Projects
In 2011 the EGI-InSPIRE project revised its user engagement activities and defined a new structure for the NA2 work package within an updated Description of Work. The purpose of the restructuring was to improve the efficiency and flexibility of the interaction between the NGIs, EGI.eu and other organisations to achieve common goals in the field of "Engaging with New User Communities".
The new structure consists of two key elements:
- Virtual Team framework: The Virtual Team framework (see source document) enables NGI and EGI.eu staff to initiate and participate in short-lived projects (also known as Virtual Team projects) that focus on well defined, non-operational activities relevant to the production infrastructure. These activities cover areas such as Marketing & Communication; Strategic Planning and Policy Support; Community outreach and events for new users; Technical outreach and support to new communities. Virtual Team projects focus around new communities and/or sustainability. The framework allows the EGI community to plan all related activities in conjunction and collaboration with the NGIs. The VT project framework was developed within the NA2 activity of the EGI-InSPIRE project, but it is also open to NGIs, countries and regions that are not involved in NA2 or in EGI-InSPIRE. These entities can join existing Virtual Teams or propose new Virtual Teams.
- NGI International Liaisons: The interaction between the NGI teams and EGI.eu on non-operational activities is undertaken through an "NGI International Liaisons"(NILs in short), who are responsible within the NGIs for the delivery and interaction of non-operational tasks. Non-operational activities cover areas such as Marketing & Communication; Strategic Planning and Policy Support; Community outreach and events for new users; Technical outreach and support to new communities. The role of the NGI International Liaison recognises the complexity and diversity of each NGIs yet the need for these NGIs to be involved in pan-European, coordinated, non-technical activities of EGI. It is not necessarily the NGI International Liaison who undertake any of the non-technical activities, but instead they make sure the appropriate individuals or teams within the NGIs respond to any particular activity or issue that arises. These activities and issues arise within the Virtual Team framework, typically as requests to join a new Virtual Team or to react to some issue identified by a Virtual Team.
What is a Virtual Team?
The skills needed for EGI to successfully engage as a community with new users exist in many different organisations within EGI-InSPIRE and in the broader EGI ecosystem. It is foreseen that different members of EGI want to participate in different types of targeted activities that directly or indirectly relate to engagement with new users. The individuals needed to carry out such a targeted activity can be brought together by a Virtual Team in EGI. Virtual Teams provide a flexible and dynamic means to rapidly bring together certain members of the community for a well defined series of tasks to meet a specific goal that needs to be achieved in a relatively short period of time (on the order of weeks or months) before being disbanded. The focus of these Virtual Teams will be to either directly increase the number of EGI users (e.g. through integrating a new application) or indirectly (e.g. by raising the profile of EGI and an NGI through a NGI hosted event for its users). Virtual Teams have members from multiple NGIs and carry out a targeted action within the following activity domains:
- Marketing & Communication
- Strategic Planning and Policy Support
- Community outreach and events for new users
- Technical outreach and support to new communities
Virtual Teams can be established and used to enable the development of a strategy for the long-term evolution of EGI, or to significantly increase both the diversity and quantity of users and communities exploiting the infrastructure for world class research. The application of the framework is limited only by the scope and imagination of the NGIs to commit resources to any particular goal. EGI-InSPIRE NA2 members can and should use their NA2 project effort through Virtual Teams in order to efficiently contribute to the coordinated, pan-European activities carried out by EGI in engaging with new users.
Who are the NGI International Liaisons?
|This article is Deprecated and has been moved to https://confluence.egi.eu/display/EGIBG/NGI+International+Liaisons.|
EGI members (NGIs and EIROs) as well as EGI partner states/regions delegate International Liaisons to EGI. These International Laisions (NILs) have a key networking role in the EGI community. NILs work together with the EGI Foundation and with each other to link non-operational activities from their own country/institute/region with the rest of the EGI community. One of the most important of these non-operational activities is Engagement with new communities. With the NIL acting as a spearhead, each country (or EIRO or region) is able to connect its non-operational activities to the European landscape, and receive information on how the European landscape evolves. NILs demonstrate the added value of the country to new communities and to other NGIs. NILs connect the following activities from the national level to the European level (NILs don't necessarily perform these activities, but are connected to the people who do within the local NGI):
- Proactive outreach to new communities
- Promotion and communication of NGI services, EGI services
- Training, workshops
- Support for new users/communities
EGI defines and implements its Engagement Plan with the help of the NILs.
The NIL role and about their coordination within EGI
- The NILs are subscribed to the <firstname.lastname@example.org> email list which is used for coordination and discussion of activities. List archive is available at https://mailman.egi.eu/mailman/private/ngi-international-liaisons/.
- The NILs are involved in the development and implementation of EGI's Engagement Strategy (http://go.egi.eu/engagementstrategy), ie. reaching out to new communities, collecting and analysing their requirements, setting up support for them.
- Abstract of the EGI Engagement Strategy document: EGI Engagement reaches out to scientific communities, to national initiatives, to the long tail of science as well as to SMEs and industry and supports them in tackling scientific challenges using reliable and innovative ICT services and solutions. The Engagement Strategy coordinates EGI members’ activities to accomplish this complex mission, ultimately contributing to the European effort of building a sustainable digital e-infrastructure ecosystem for research. The Engagement Strategy document describes the specific goals of the EGI engagement activity, details the various tasks that this activity involves, provides information about the human networks and online resources and tools that help the community implement this strategy, as well as provides an action plan for the upcoming months.
- Regular teleconferences are organised for the NILs - Currently with a bi-monthly freqency. Future and past events are available at https://indico.egi.eu/indico/categoryDisplay.py?categId=36. The meetings provide an important forum to update each other about recent development and future plans concerning national and European-level community outreach and engagement activities. (A 5 min. slot is offered for every NIL to report at these meetings)
- Face-to-face meetings are organised twice per year for the NILs. These meetings are co-located with the main EGI Forums/Conferences (one in the spring and one in the autumn).
- Newsletter emails are sent to the NILs' email list (~every 2/3 weeks) by Gergely Sipos to inform the NILs about the latest news from the EGI engagement and user support area.
- The NIL activity is coordinated by the Customer and Technical Outreach Manager of EGI.eu, Gergely Sipos (email@example.com).
Resources for the NILs - To be successful in reaching out and supporting new communities
- EGI Engagement plan: http://go.egi.eu/engagementplan
- EGI Service Catalogue: https://www.egi.eu/services/
- Communication and dissemination materials: http://www.egi.eu/news-and-media/publications/
- Recent posters:
- EGI Cloud (2017-Dec, DI4R): https://indico.egi.eu/indico/event/3455/contribution/31
- EGI Marketplace (2017-Dec, DI4R): https://indico.egi.eu/indico/event/3455/contribution/97
- EGI presentations (reusable examples):
- Overview of EGI operational activities (presentation by Matthew Viljoen, April 2018): https://www.slideshare.net/TheEOSChubproject/overview-of-infrastructure-and-operations-plans-matthew-viljoen
- Overview of EGI community engagement and support activities (presentation by Gergely Sipos, April 2018): https://www.slideshare.net/TheEOSChubproject/egi-engagement-plan-gergely-sipos
- Overview of the EOSC-hub project and its services (2018-Mar, ISGC): http://indico4.twgrid.org/indico/event/4/session/8/contribution/177
- EGI overview for a new community (presentation that was delivered by Gergely Sipos in May 2017): https://documents.egi.eu/document/3119
- European Community Engagement within EGI (presentation delivered at NeIC2017 by Gergely Sipos): https://documents.egi.eu/document/3126
- Find relevant EGI-NGI presentations under the 'User engagement and support' topic in the EGI Document Database: https://documents.egi.eu/public/ListBy?topicid=65
- Forms and templates to capture requirements from users/communities: http://go.egi.eu/requirements
- Registry of upcoming EGI events: https://www.egi.eu/category/events/
- Community-curated list of external events that can be relevant for EGI members to attend and promote EGI to new user communities: https://wiki.eosc-hub.eu/display/EOSC/Events
- Email lists:
- NILs: firstname.lastname@example.org
- User Community Board (representatives of largest VO communities): UCBemail@example.com
List of NILs
International Liaisons from EGI members (NGIs and EIROs)
- Bob Jones
- Stephane Gerard, VUB
- Olivier Devroede, VUB
- Todor Gurov, IICT-BAS
- Aneta Karaivanova, IICT-BAS
- Dobriša Dobrenić, SRCE
- Emir Imamagic, SRCE
- Czech Republic:
- Ivana Křenková, CESNET
- Luděk Matyska, CESNET
- Ivar Koppel, University of Tartu
- Genevieve Romier, CNRS
- Republic of North Macedonia
- Anastas Mishev, UKIM
- Boro Jakimovski, UKIM
- Kostas Koumantaros, GRNET
- Luciano Gaido, INFN
- Laura Perini, INFN
- Davide Salomoni, INFN
- Anastas Mishev, UKIM
- Tomasz Piontek, ICBP
- Mariusz Sterzel, CYFRONET
- João António Tomásio Pina, LIP
- Mihnea Dulea, Horia Hulubei National Institute for Physics and Nuclear Engineering
- Ladislav Hluchý, IISAS
- Jan Jona Javorsek, JSI
- Isabel Campos Plasencia, CSIC
- Alex Upton Switzerland ETHZ
- Dean Flanders, SwiNG
- Hakan Bayındır, TUBITAK
- Feyza Eryol, TUBITAK
- Onur Temizsoylu, TUBITAK
- United Kingdom
- Ian Collier, STFC
EGI members without a NIL
Liaison contact points in other countries and regions
- Hrachya Astsatryan, IIAP NAS RA
- Serge A. Salamanka, UIIP NASB
- Marios Dikaiakos, UCY
- Maria Poveda, UCY
- Estonia, ETAIS
- Ivar Koppel, University of Tartu
- Denmark, UCPH
- Martin Laimonis Veicherts, UCPH
- Anders Waananen,
- Nugzar Gamtsemlidze, GRENA
- Ramaz Kvatadze, GRENA
- Robert Lovas, MTA SZTAKI
- Zivan Yoash, IUCC
- Dana Ludviga, IMCS-UL
- Leo Trukšāns, IMCS-UL
- Jelena Tamuliene, VU
- Petru Bogatencov, RENAM
- Nicolai Iliuha, RENAM
- Republic of Serbia
- Antun Balaz, IPB
- Dusan Vudragovic, IPB
- Ilyin Viacheslav, E-ARENA
- Korenkov Vladimir, JINR
- South Korea
- Soonwook Hwang, KISTI
- Jik-Soo Kim, KISTI
- Vicky Huang, AS
- Simon C. Lin, AS
- Andrii Golovynskyi, V. Glushkov Institute of Cybernetics NAS of Ukraine
- Steven Newhouse
Confirmed contacts to handle EGI Service Orders
- France: NIL (see above)
- Turkey: firstname.lastname@example.org (This includes also the NILs)
- Italy: Luciano Gaido, Davide Salomoni and Laura Perini (see above)
- Belgium: Stephane GERARD and Olivier Devroede (see above)
Meetings and Minutes
- 23 July 2014: Minutes
- 18 September 2014: Minutes
- 22 October 2014: Minutes
- 19 November 2014: Minutes
- 17 December 2014: Minutes
- 06 July 2015: Minutes
- 07 September 2015: Minutes
- 05 October 2015: Minutes
- 07 December 2015: Minutes
- 01 Februrary 2016: Minutes
- 09 June 2017: Minutes
- 04 October 2017: Minutes
- 12 December 2017: Minutes
- 16 February 2018: Minutes
- 14 May 2018: Minutes
- 02 October 2018: Minutes
- 12 December 2018: Minutes
- 25 May 2019: Minutes
- 26 March 2020: Minutes
- 24 July 2020: Minutes
- 30 September 2020: 
News & Actions
- EGI Conference 2020: https://indico.egi.eu/event/5000
- Call for use cases for the "design your e-infrastructure" workshop is open (see dedicated section in the conference page)
- Call for joining the EGI network of trainers is open (email was sent to the mailing-list)
- Call for topics for the 2nd. part of the EGI webinars series is open: https://indico.egi.eu/event/5186/attachments/13058/15564/go
Establishing a new Virtual Team
1. The request to form a Virtual Team can come from any NGI or EGI.eu. The request must be sent to the email@example.com email address and it must describe:
- the title of the project
- the goal of the project (What is its expected output?)
- the resources being requested (What skillset does the Virtual Team aim to gather from NGIs?)
- the potential value of the project to EGI
- the expected duration of the project and effort required
- dates for the final and any intermediate outputs
2. The request is reviewed by the NA2 taskleaders of EGI-InSPIRE based on clearity, completeness and achievability. The request is rejected if it is not clear, not complete or not achievable. The technical content is not reviewed at this stage. Rejected requests can be resubmitted after modification and/or improvement.
3. After a project is accepted it gets an entry in the "Active Virtual Teams" section of this site and a request to join the project is sent to the NGI International Liaisons. The NGI International Liaisons are making sure that the NGI as a whole or appropriate individuals or teams within the NGIs respond to the participation request. The NGI decision process is treated as a black box. Some NGI International Liaison may decide on their own on participation, others may need approval from NGI Coordinator or from NGI members. Note that because Virtual Teams have a relatively short lifetime (up to six month), the window of opportunity for NGIs to respond is expected to be short too.
4. The positive answer from at least two NGIs is enough to run a Virtual Team. Virtual Teams with one NGI cannot be active within the EGI-InSPIRE VT framework. The leader of the Virtual Team must be an individual from an NGI or from EGI.eu. If the team is lead by an NGI member then an "EGI.eu buddy" is provided for the team to facilitate the integration into the EGI ecosystem.
Running a Virtual Team
- The Virtual Teams need to run themselves and can choose management and meeting structure, methods and tools that are most suitable for them.
- The leader of the Virtual Team must be an individual from an NGI or from EGI.eu with support from his/her hosting organisation. If the team is lead by an NGI member then an "EGI.eu buddy" is provided for the team to facilitate the integration into the EGI ecosystem.
- Each Virtual Team has an entry in the EGI Wiki where - following a pre-defined template - the team must provide information about its goals, members and progress.
- Each Virtual Team is provided with an email list under the mailman.egi.eu domain.
- Virtual Teams can use the EGI Requirements Tracker, Applications Database, Indico, Training Marketplace, Helpdesk and other user-facing services to track issues, applications, events, etc.
- The Ibergrid consortium within EGI-InSPIRE will provide a CRM (Customer Relationship Manager) system for Virtual Teams and NGI International Liaisons.
- The leader of each Virtual Team must send a weekly email report about "work achieved, work planned, overall progress, issues, additional support needed" to the firstname.lastname@example.org address. The report should be succint (a few lines of text)
- Each Virtual Team is expected to write blog posts in the EGI Blog based on its weekly reports.
- Virtual Teams will be reported in the NA2 section of EGI-InSPIRE Quarterly Reports by the activity management.
- Virtual Teams are expected and will be invited to contribute to EGI Newsletters, Leaflets, Workshops or other dissemination and marketing marterials and events.
- Template to create a Wiki page for a new VT project: Template:VirtualTeamProject. See this page as an example of how to use the template: VT EGI Compendium