Update Project section

book/_toc.yml

@@ -23,11 +23,13 @@ parts:
         - file: tutorials/example/tutorial-notebook
 - caption: Projects
   chapters:
-    - file: projects/list_of_projects
     - file: projects/index
       sections:
-        - file: projects/project_roadmap
-        - file: projects/project_initialization
+        - file: projects/project_before
+        - file: projects/project_during
+        - file: projects/project_after
+        - file: projects/project_github
+    - file: projects/list_of_projects
 - caption: Reference
   chapters:
     - file: reference/glossary

book/projects/index.md

@@ -1,17 +1,62 @@
 # Projects
 
-During hackweeks we invite participants to collaborate in small group project teams (usually 5-7 people). Projects provide unique opportunities for networking, advancing research and learning new things.
+During our hackweeks, we invite participants to collaborate in small group project teams (usually 5-7 people). Depending on the size of the hackweek, we usually see between 10-15 project teams form. Embedding project work along with tutorials across the week offers participants multiple ways to deepen their learning around specific data sets, data science methods, and open science practices.
 
-We encourage you to be creative in how you design your project work! Here are some ways people have used project time in the past:
+Each hackweek’s community of research scientists and domain practitioners generates the project offerings. While the projects are unique from hackweek to hackweek, they typically fall into one of the following categories:
+
+* **Advancing a part of a research idea or ongoing effort**
+* **Deepening tutorial learning with hands-on experience with data sets/tools**
+* **Developing a new community tool or library**
 
-* *focus on learning*: dive deeper into tutorial content and gain more hands on experience with new tools
-* *focus on community building*: hackweeks bring people together for the first time and projects are used to build social fabric and foster open science
-* *focus on research*: people often work to advance a research challenge using tools shared during the event. This often includes ongoing graduate and postgraduate investigations.
-* *focus on creating new tools*: hackweeks often expose general community software needs. Projects can be the catalyst for new community libraries.
 
 ```{image} ../img/projects-montage.png
 :alt: picture of people interacting during hackweek project work
 :class: bg-primary mb-1
 :width: 700px
 :align: center
-```
+```
+
+## Project Design
+
+On the following pages, you will find more details on how projects are designed. This information is provided to help guide project leaders, but it is also useful for all hackweek participants to be familiar with. 
+
+We encourage all project leaders to be creative with their ideas when planning out the project’s group work and learning opportunities. **The hackweek organizers will help project leaders think through how to best scope their projects to match their desired outcomes for the group work.** In the meantime, project leaders can consider the range of scoping options described in the table below to get a sense of where their ideas may fall.
+
+This table presents examples of what a project scope might look like, what preparation by the project lead is needed, and what teamwork at the hackweek might look like. Most projects will fit somewhere in between these two examples. On the left, the project is less structured so that it can be adapted to where team members would like to take the project based on what they can contribute and want to learn. On the right, the project work is much more structured allowing participants to make quick progress on project goals and/or focused learning experiences. **Most projects will fit somewhere in between, a blend of focused and exploration.**
+
+| | <img src="../img/project-icon-3.svg"  alt="Exploration" width="100px" align="center" > | <img src="../img/project-icon-4.svg"  alt="Focused" width="100px" align="center" > |
+| --- | --- | --- |
+| **Scope** | - Your team explores a variety of aspects with a new data set, tool, or method  | - Your team works to develop a specific software tool or answer a specific research question |
+| **Preparation** | - Project leaders provide example data, code, and tutorial-like content | - Project leaders provide well-defined and measurable goals  |
+| **Teamwork** | - Team members can pursue their own specific learning goals within the broad project topic <br /> - Peer-learning - team members learn from each other during project work <br /> - Project leaders spend more time teaching and guiding team members through the project topic  |  - Team members work on specific tasks to accomplish project goals<br /> - Pair programming - team members might code in pairs to solve a problem<br /> - Project leaders spend more time coordinating specific tasks and lead design discussions |
+
+## Project Stages and Timeline
+
+Each project will progress through these stages:
+
+```{image} ../img/project-timeline.png
+:alt: flowchart of typical hackweek project timelines
+:class: bg-primary mb-1
+:width: 800px
+:align: center
+```
+
+### [Before the hackweek](project_before.md): Formulate Projects
+
+For many project leaders, planning begins months before the hackweek, shortly after their applications to develop their project idea has been accepted by the hackweek organizers. This time is used to help project leads think through how to organize their project into tasks team members, with varying backgrounds and skills, can contribute to and make progress on during the week. 
+
+This section covers:
+* Project Leaders Kick-off Meeting
+* Project Development & Support
+* Project Facilitation Training
+* Project Development Milestones
+
+### [During the hackweek](project_during.md): Form Teams, Facilitate Teamwork, Share Learning
+
+Each day of the hackweek, participants will spend time with hackweek specific tutorials and with their project teams. For participants to advance their personal goals in a team setting, it requires open communication between the project leader and team members, and identifying team member roles and tasks. A significant part of the first day is geared toward supporting participants with finding the project that best fits their interests, skills, and learning desires. By the end of Day 1, teams have formed and conversations about mapping out the tasks will have begun. Days 2-4 and part of 5, project leads will facilitate team members making progress on project work and their specific learning objectives. The hackweeks concludes with each project team showcasing what they explored, learned, and accomplished together. 
+
+We have provided suggested outlines for daily check-in meetings and tasks that a project leader can guide their team through.
+
+### [After the hackweek](project_after.md)
+
+We hope that project work will build a foundation for future collaboration, where the work performed during the hackweek event and the connections made with other participants set the stage for new work to emerge.

book/projects/project_after.md

@@ -0,0 +1,7 @@
+# After the hackweek
+
+We aspire to keep projects going after the hackweek! This is an optional (yet ideal) outcome of hackweek project work.
+
+* Project leads/helpers will transition to longer-term engagement via mentorship role (optional/with support)
+* Additional people join a growing **Community of Practice** (for example, centered on a community software library)
+* Software, research results are packaged and shared/published

book/projects/project_before.md

@@ -0,0 +1,54 @@
+# Before the hackweek
+
+## Project Leaders Kick-off Meeting
+
+The purpose for the kickoff meeting is for organizers and project leads to meet and discuss what projects are being created for the hackweek. Typically, each hackweek has about 10 projects that are offered. Most will begin development during the kick-off meeting, but it’s possible that the organizers might identify missing projects in need of development that could have wider-ranging benefits to the research community, such as a database or community library. 
+
+Goals/Outcomes: 
+* Identify projects and discuss scope and possible content
+* Identify project lead and co-leads
+* Identify gaps in project portfolio and decide if will solicit additional leads
+* Discuss timeline, milestones, check-ins, and individualized project development support
+
+## Project Development & Support
+
+After the initial meeting, project leads will work on defining their project and creating a GitHub repository from the project template. This includes defining the project tasks and outlining the anticipated skills that participants will apply in the project. This information will be posted to the website for participants to review before the hackweek
+
+Think about the following as you begin to formulate your project idea:
+* What problem do you want to solve or explore with your project?
+* What would you like you and your team to learn from the project work?
+* What tools or datasets might your team use?
+* What mini-tutorials/demos could be useful to some/all team members?
+
+Hackweek event organizers will reach out to each project lead team to schedule a project check-in meeting. Feedback from previous hackweeks indicated that check-ins would help project development on track avoiding scrambling to bring all the pieces together the week or night before that hackweek. A check-in offers an additional thought partner with someone that has experience with previous hackweeks to talk through design decisions such as scope, tasks, skills needed/nice to have. It is best if you first try to document some of your initial project ideas (such as creating a first draft of a project README document) prior to this meeting.
+
+
+## Project Facilitation Training
+
+Project Facilitation Training will be held a few weeks before the hackweek. The first part of this meeting project leads will give a brief overview of how they are organizing their projects and the mini-tutorials team members might need to work on the project. This time will give projects lead an opportunity to learn from each other and identify any overlapping tutorial needs that might be creatively co-organized.  
+
+During the second half, hackweek organizers will present information on how to effectively facilitate a group project with a diverse team, with varying skills, skill-levels, and learning desires. The goal of this training is to chat about some of the common scenarios that project leads might encounter and offer suggestions, so that leads can feel better equipped and more relaxed to work with what shows up.
+
+
+## Project Development Milestones:
+
+1. **May 21, 2024 - Project Leaders Kick-off Meeting**
+2. [Create a project repository from the template](project_github.md) before your first check-in meeting
+    - Begin filling out basic project information in the README file:
+      - *Title* and *Introduction*
+      - Add your name to the list of *Collaborators*
+      - Describe the *Problem*
+      - Provide an initial description of *Data and Methods*
+      - Outline *Project goals and tasks*
+3. **June 2024 - Project Development & Support**: Schedule and hold your first check-in meeting with hackweek organizers
+4. Continue project development with feedback from your check-in meeting(s):
+    - Update project information in the README file before next meeting
+    - Begin preparing other content required for your project (e.g. write sample code and Jupyter notebooks, organize and clean datasets, provide additional reading and learning resources for background information)
+5. **July 9, 2024 - Project Facilitation Training**
+6. Continue project development with feedback from the Project Facilitation Training:
+    - Update or change project information in the README file 
+    - Ensure that project materials such as sample code, documentation, and data files are accessible (e.g. sample code and environment file in your project repository on GitHub, data files uploaded to an AWS S3 bucket)
+    - Prepare any mini-tutorials needed or that will be co-developed with other leads
+    - Share project information with interested participants to recruit team members
+7. **August 19-23, 2024 - Hackweek**: Form your project team and get to work!
+