Sponsorship of McXtrace training session at SOLEIL

[servansod]

Proposal of WP5 to sponsor upcoming McXtrace training session at SOLEIL in March 2022. The idea would be to cover their travel expenses on ExPaNDS budget.

Good idea but Bea advised to clear this with the PO first so we are sure costs will be eligible. For this, we need to explain why it's important for the project that we support them. It can be either because they will spread the word on the platform or to support young scientists or something like that.

Ana suggested a first version of the statement to the PO here. To be discussed with @patrickfuhrmann.

[servansod]

Following discussion with Patrick, I asked some more details to Ana (via email on the 21st of Feb) to complete the statement. I'll forward the thread if it's not solved before the 4th of March.

[soleil-avo]

Budget around 2-3k€ to cover travel costs for speakers and logistics of the meeting

FYI, e-mail exchanges below

From: "VALCARCEL-ORTI Ana" ana.valcarcel-orti@synchrotron-soleil.fr
To: "sophie servan" sophie.servan@desy.de
Sent: Wednesday, 2 February, 2022 07:54:29
Subject: Re: ExPaNDS sponsorship of McXtrace

Dear Sophie,

Due to pandemics, the workshops was rescheduled. The McXtrace training session at SOLEIL will finally take place around the 11th of March.

Please, find below an early draft of the statement for our PO. Does it meet your expectations?
Let me know if additional input is needed.

Keep in touch,
Best,
Ana

McXtrace is a ray tracing package for simulating virtual X-ray experiments. ExPaNDS partners (such as SOLEIL) collaborate on developing the Software.
McXtrace is open source, licensed under the General Public License, and does not require the user to have access to any proprietary software for its operation. The structure of the software is described in detail, and various examples are given to showcase the versatility of the McXtrace procedure and outline a possible route to using Monte Carlo simulations in data analysis to gain new scientific insights. Both reasons make McXtrace easity accesible to the whole PaN (ExPaNDS) community.
The project contributes also strongly to educate engineers (BSc, BEng, MSc) and researchers (PhD) and supports life-long learning within science and technology in line with the key objectives of the ExPaNDS projet.

De: "sophie servan" sophie.servan@desy.de
À: "ana.valcarcel-orti" ana.valcarcel-orti@synchrotron-soleil.fr
Envoyé: Jeudi 27 Janvier 2022 15:45:21
Objet: ExPaNDS sponsorship of McXtrace

Hi Ana!

So sorry that it took us so long to get back to you on this.
I don't know if the sponsorship for a training workshop on McXtrace is still in the planning?

In case it is, we'd like to notify the PO, explaining why it's important for the project that we support them. It can be either because they will spread the word on the platform or to support young scientists or something like that.
It would probably be fine anyway because SOLEIL's "other costs" should not be looked at, but in case there is an audit, we'd rather be on the safe side.

Let me know what you think and if you agree, we'll prepare a short statement for the PO together ok?

Best,
Sophie

[marauskajul]

Patrick has received the approval of the PO (email, 12/04/2022):

Dear Ana,

I just received the approval of our PO for your McXtrace sponsorship.

However, he is reminding us that we have to provide detailed
descriptions/justifications in the technical report; also,
in case of a future amendment we have to include those as well.

Thanks and cheers
-p.