20:00:59 <ildikov> #startmeeting openstack_upstream_institute
20:01:00 <openstack> Meeting started Mon Dec  4 20:00:59 2017 UTC and is due to finish in 60 minutes.  The chair is ildikov. Information about MeetBot at http://wiki.debian.org/MeetBot.
20:01:01 <openstack> Useful Commands: #action #agreed #help #info #idea #link #topic #startvote.
20:01:03 <openstack> The meeting name has been set to 'openstack_upstream_institute'
20:01:06 <jungleboyj> @!
20:01:07 <_pewp_> jungleboyj (;-_-)ノ
20:02:21 <smcginnis> ./
20:02:35 <ildikov> hi :)
20:02:44 <spotz> \o/
20:03:25 <ildikov> thanks to diablo_rojo_phon, we have a long agenda for today :)
20:03:28 <ildikov> #link https://etherpad.openstack.org/p/openstack-upstream-institute-meetings
20:04:01 <diablo_rojo_phon> I can be here until the flight attendant tells me to turn my phone off :)
20:04:19 <ildikov> diablo_rojo_phon: safe travels! :)
20:04:29 <ildikov> I think we can start
20:04:55 <ildikov> #Announcements
20:05:03 <ildikov> Mondays...
20:05:07 <ildikov> #topic Announcements
20:05:46 <jungleboyj> It happens to the best of us.  :-)
20:05:58 <ildikov> we are pretty close to the holidays, so we should try to get some progress now! :)
20:06:40 <ildikov> beyond this we have a couple of OpenStack Days events for next year interested, we will get back to you with more info once the event planes and dates are settled
20:07:17 <diablo_rojo_phon> Three events. One in Europe. One is South America. One is Asia.
20:07:31 <jungleboyj> Cool.
20:07:32 <ildikov> and we will have two Summits next year as usual with two trainings that we need to prepare to
20:07:59 <ildikov> so let's talk a bit about Vancouver
20:08:03 <ildikov> #topic Schedule of flow for Vancouver
20:08:19 <ildikov> #link https://etherpad.openstack.org/p/OUI_exercises_reform
20:08:28 <ildikov> we have our reform etherpad still open
20:08:52 <ildikov> the goal is to re-think the training with the Contributor Portal in mind
20:09:25 <ildikov> we can also think about how to get the students more engaged during the course
20:09:34 <ildikov> beyond stickers :)
20:09:43 <jungleboyj> :-)
20:09:50 <ildikov> chocolate doesn't work that well
20:10:02 <jungleboyj> ildikov:  I thought it worked well.  :-)
20:10:02 <ildikov> and pens are heavy to carry home after the training... :)
20:10:13 <jungleboyj> Beer and Wine!
20:10:22 <ildikov> jungleboyj: people were more excited about the stickers
20:10:29 <spotz> I thought the tim tas went well even the Aussies were picking them:)
20:10:29 <ildikov> :)
20:10:45 <jungleboyj> spotz:  You can get them a Target now.
20:11:13 <spotz> Don't tell anyone jungleboyj I'm making gift tins out of a couple boxes!
20:11:16 <ildikov> not bad, but stickers were *the* hit as far as I remember
20:11:30 <ildikov> spotz: nice! :)
20:11:32 <jungleboyj> spotz:  Nice.  :-)
20:11:38 <ildikov> ok, back to the meeting topic :)
20:11:46 <ildikov> so please throw ideas to the etherpad
20:11:56 <ildikov> go crazy and try to think outside the box
20:11:58 <jungleboyj> Will do.
20:12:14 <ildikov> we should at least try :)
20:12:50 <ildikov> we would also like to continue building a liaison team that we started early this year
20:13:01 <ildikov> to get the activity on the project teams' mind
20:13:27 <ildikov> we could also connect the on boarding room activities with the training activities this way easier
20:13:32 <spotz> ildikov: I think the main probably is most folks don't know necessarily months or even weeks in advance they're going
20:14:15 <ildikov> spotz: I thought to have people who can give a heads up to their team when we're having more info on what projects we need coverage for
20:14:37 <ildikov> spotz: also to maintain some ideas and exercises for the on boarding rooms
20:14:49 <ildikov> the latter one is more of a nice to have
20:14:58 <spotz> ok
20:15:14 <ildikov> spotz: does it make sense?
20:15:32 <spotz> ildikov: Yeah I was thinking more of Laison to line up folks to come
20:15:45 <jungleboyj> spotz:  Makes sense.
20:15:51 <jungleboyj> I mean ildikov
20:16:08 <ildikov> we can also set a deadline on how much in advance we can expect/try to get reps from project teams where we need it from
20:16:30 <jungleboyj> ildikov:  That would be good so we aren't scrambling at the last minute.
20:16:43 <ildikov> spotz: yep, someone who's on board roughly with what we do and can help us find someone
20:16:59 <smcginnis> I think even if we don't get reps from projects, making sure they are aware of the activities could be good.
20:17:12 <jungleboyj> Would be good to have someone bringing it up in weekly meetings a month or so before the Summit.
20:17:19 <jungleboyj> smcginnis:  ++
20:17:21 <ildikov> jungleboyj: we will have a little scrambling anyway, but hopefully we can reduce that
20:17:32 <jungleboyj> I am in the Cinder/Swift and Manila meetings and can keep covering those.
20:17:33 <ildikov> smcginnis: +1
20:17:36 <spotz> And if we push that we can be a stepping stone for their onboarding rooms that might get us more input
20:17:54 <ildikov> spotz: exactly!
20:18:04 <jungleboyj> spotz: Might be good to start more like 6 - 8 weeks ahead of time then
20:19:13 <spotz> I think it ties back in with our discussions about helping to give folks ideas on what to do in their onboarding rooms
20:19:14 <ildikov> I can take the action to reach out to the liaisons we have currently on the list and check whether they are still willing to do it
20:19:33 <ildikov> and find a new person if needed
20:19:58 <ildikov> and we can expend on the list picking those projects we got interest on the past 2-3 trainings
20:21:47 <jungleboyj> Sounds good.  Keep expanding our reach.
20:22:04 <spotz> Yeah there were definitely tables the last 2 summits with no one interested in the projects
20:22:06 <ildikov> I think 3-4 weeks before the training we should have a 70-80% coverage as for mentors
20:22:22 <jungleboyj> ++
20:22:24 <diablo_rojo_phon> +2
20:22:32 <ildikov> depends a bit on RSVP's as well, which I expect better now that we'll be back in North America
20:22:54 <jungleboyj> Yeah, that will be nice to have a better idea of the audience.
20:23:08 <ildikov> will be back to that topic in a bit
20:23:36 <ildikov> another idea is to set a date for the pre-Summit mentor meeting, which we usually have as a Hangouts call
20:23:50 <ildikov> I think it's a tougher one
20:24:06 <ildikov> we can give it a try to set one in the 3-4 weeks prior timeframe
20:24:10 <spotz> I think that's a hrd call not knowing who's going to mentor yet
20:24:12 <smcginnis> Might be hard to know availability too far ahead of time, but if we get it on the cal=endar that might be good.
20:24:39 <ildikov> I would avoid setting one too far in advance as we will most probably need to change it anyhow
20:24:44 <diablo_rojo_phon> I think we should also make that meeting a hard stop for changes to the training exercises.
20:24:59 <diablo_rojo_phon> Exceptions can be made of course, but as a general rule.
20:25:09 <diablo_rojo_phon> Going dark :)
20:25:35 <spotz> Well we can go with the vague, 3 weeks before summit we will have a meeting:)
20:25:54 <jungleboyj> spotz:  That is a good target.
20:26:46 <ildikov> I would have it closer to the Summit
20:27:14 <jungleboyj> ildikov: 2 weeks?  People start disappearing after that.
20:27:16 <ildikov> and try to set an exact date like 3-4 weeks before the Summit if we managed to get mentors by then
20:27:26 <ildikov> yeah, two weeks I think would be ideal
20:27:35 <jungleboyj> Ok.
20:28:03 <ildikov> to see where we have anything last minute to fix/do without people thinking we have a plenty of time so no one does anything :)
20:29:01 <ildikov> that would definitely be a hard deadline for exercises and the flow of the training
20:29:17 <ildikov> fixing bugs, typos of course encouraged any time
20:29:34 <jungleboyj> Agreed.  That should be the target for having all the main changes in place.
20:30:30 <ildikov> we can get back to the timeline, but sounds like a good start
20:31:14 <ildikov> ok, let's move on if no questions/objections to this topic?
20:31:45 <jungleboyj> I am good.
20:31:50 <ildikov> #topic Migration of Info from OUI Content to contributor Portal
20:32:07 * jungleboyj head explodes
20:32:22 <ildikov> #link https://storyboard.openstack.org/#!/project/913
20:32:36 <ildikov> so we have a few tasks in Storyboard already for the migration
20:32:39 <ildikov> please check
20:32:54 <ildikov> and pick one or create new tasks and pick one after that :)
20:33:24 <jungleboyj> Ok.
20:33:54 <ildikov> I think we should move slides over to archive once content is moved with a huge warning on the date it was last updated
20:34:05 <jungleboyj> So the goal there is to start taking what we currently have in our slides and make them a part of the portal?
20:34:12 <ildikov> and adding a link to the contributor portal page where the latest info can be found
20:34:19 <jungleboyj> ++
20:34:33 <ildikov> jungleboyj: yes, moving the content over and keep the exercises in the training slides
20:34:48 <jungleboyj> Ok.
20:35:22 <ildikov> so we would basically create exercises to walk the students through the relevant info
20:37:07 <ildikov> as a strategy we will also try to use diagrams/pictures where we can
20:37:13 <ildikov> in the Portal
20:38:17 <ildikov> to avoid people being overwhelmed with a lot of text, especially in case of non-native speakers
20:38:49 <jungleboyj> Yeah, that is one of my worries moving to the Portal.  Could be even more boring.  We need to figure out how to avoid that.
20:38:49 <ildikov> think about what make sense, there's no pressure either way, the point is to ensure that people get the information we would like to share
20:39:20 <smcginnis> Will there be translations made for the portal?
20:39:30 <ildikov> yeah, that's certainly not the point :)
20:39:44 <smcginnis> Just curious. :)
20:39:46 <ildikov> smcginnis: good question, I need to ask around about that
20:39:58 <ildikov> I would think so
20:40:09 <smcginnis> Cool.
20:40:59 <ildikov> any further questions/comments to this one?
20:41:55 <jungleboyj> Not from me.  I really need to look closer at the Portal and figure out how we can maybe map the pieces together.
20:42:48 <ildikov> jungleboyj: sounds good
20:42:52 <ildikov> moving on then
20:43:01 <ildikov> #topic Brainstorm how better to promote for Vancouver?
20:43:29 <ildikov> we were facing a bit of a challenge in promoting Sydney
20:43:34 <smcginnis> We need an OUI jingle.
20:43:38 <jungleboyj> Radio ... TV
20:43:48 <ildikov> I think that was a bit of a unique situation due to the location
20:43:50 <ildikov> BUT
20:44:09 <ildikov> it will not hurt to think about how to spread the word
20:44:38 <ildikov> we are usually doing a few rounds of Tweets
20:44:42 <jungleboyj> Nice to have a Logo now.  That helps.
20:44:51 <smcginnis> I wonder if we can get more visibility on the summit web site. And mention in the Reason to Attend.
20:45:16 <jungleboyj> Another Superuser article maybe about what we are doing to develop the project between now and then to get this in people's minds.
20:45:20 <ildikov> smcginnis: those are good ideas
20:45:22 <jungleboyj> smcginnis:  ++
20:45:47 <jungleboyj> I know we were linked from the Summit website but it was kind of hidden I thought.
20:45:54 <ildikov> smcginnis: some web pages have those headers that are switching a few images, we could have something like that for the Summit having the training up there
20:46:01 <smcginnis> ++
20:46:27 <smcginnis> I do think it could help somem get justification to go if their management knows they will come back smarterer.
20:46:29 <ildikov> if the info needs to be found on the web site then it's like wheel of fortune anyway...
20:47:19 <ildikov> I think we could user the SuperUser blog to both advertise the new Portal and the training
20:48:09 <jungleboyj> True enough.  I should probably start the sponsorship discussion soon and I wonder if there is anything we can do to help promote.
20:48:19 <ildikov> smcginnis: yeah, they'll be smarter however it's trickier to turn into immediate progress; hence challenge re management...
20:51:01 <ildikov> jungleboyj: good question, we can get back to that early next year after giving it some thoughts
20:51:24 <jungleboyj> Right.  Miro and I are kind-of talking about this right now.
20:52:01 <ildikov> if anyone would like to write up a SuperUser blog post please do so and ping me or diablo_rojo_phon if you need any help! :)
20:52:14 <ildikov> jungleboyj: coolio!
20:53:27 <ildikov> jungleboyj: thanks!
20:53:37 <jungleboyj> ildikov:  No problem!
20:54:29 <ildikov> we will also keep experimenting with the OpenStack Days events regarding trainings and use that for advertising if that format works out well
20:55:01 <smcginnis> ildikov: I wonder if we should also see if there is any interest in a mini training at the ops midcycle.
20:55:24 <ildikov> smcginnis: sure, we can do an ops focused one
20:55:25 <smcginnis> I think a few of those folks already participate, but there might be more than would contribute if they knew how.
20:55:39 <smcginnis> I've been attending the weekly meetings. I'll see if there's interest.
20:55:48 <ildikov> smcginnis: the question is how much it is a mid cycle for already experienced people and how much we expect new people to show up
20:55:48 <jungleboyj> smcginnis:  ++
20:55:52 <smcginnis> They are looking for session proposals for the next event in March.
20:56:05 <smcginnis> Already experienced people running OpenStack.
20:56:26 <smcginnis> But there might be some that would contribute docs, etc., if they were more comforatable with how that works.
20:56:37 <ildikov> happy to look into whether we could share any useful info with them
20:56:56 <smcginnis> VW might have an opinion.
20:57:05 <ildikov> as if they made it to the mid cycle then they are already engaged with the community at least a bit :)
20:57:15 <smcginnis> ildikov: Yep!
20:57:34 <ildikov> smcginnis: having them contributing back would be great!
20:57:47 <ildikov> smcginnis: so plz keeps us up to date
20:57:53 <smcginnis> Will do.
20:58:22 <ildikov> smcginnis: I'm also happy to join any of the weekly meetings if you need support :)
20:59:06 <ildikov> ok, let's open up the floor for the remaining one minute :)
20:59:12 <smcginnis> ildikov: Sure, I can try to remember to ping you before the next one, or pull you in if it looks like the conversations going anywher.
20:59:14 <ildikov> #topic Open dicussion
20:59:28 <ildikov> smcginnis: sounds good, thanks!
20:59:39 <VW> what might I have an opinion on smcginnis
20:59:44 * VW reads scrollback
21:00:08 <ildikov> I need to close the meeting
21:00:17 <ildikov> thanks everyone!
21:00:25 <smcginnis> VW: We were just talking about whether it might be useful to do a min Upstream Institute training for the ops midcycle folks.
21:00:28 <smcginnis> VW	We can follow up later.
21:00:30 <smcginnis> VW	Not time critical.
21:00:32 <ildikov> move chats over to #openstack-upstream-institute
21:00:37 <VW> cool - let's do
21:00:38 <ildikov> #endmeeting