[Linux-aus] [Grants] Grant request: Securing HealthHack's Digital Future

HealthHack Australia info at healthhack.com.au
Sat Jul 7 13:19:54 AEST 2018

This is fantastic news. Thank-you from everyone on the HealthHack team!

Gareth Moores

On Fri, Jul 6, 2018 at 7:35 PM, Linux Australia President <
president at linux.org.au> wrote:

> Hi everyone,
> This request was considered in two parts at the Linux Australia Council
> meeting last night.
> We discussed several options related to this Grant Request, specifically
> around the issue that most of the services listed are not open source, and
> we want to encourage the use of open source technologies. We also noted
> that as a small operation, it is harder for HealthHack to use technologies
> that are open source - as they often require self-hosting. On balance we
> noted that HealthHack outcomes are open-source licensed and the general
> societal benefit of Health Hack.
> We approved this Grant Request to a value of approximately $2000, provided
> that a report on HealthHack outcomes is provided by end of December 2018.
>    -
>    MOTION BY Kathy Reid That Linux Australia Accepts the Grant Proposal
>    from HealthHack submitted by HealthHack Australia
>    -
>          Seconded: Cameron
>          -
>          Motion: unanimously passed
>          -
>          If there are constraints to the motion passing (eg change in
>          conditions, to the value of approximately $2,000, subject to HealthHack
>          agreeing to submit a report on how the grant was used by 2018-12-31.
> Several aspects were discussed in relation to this Grant Request. We noted
> that HealthHack does not derive any financial return; that is, Linux
> Australia would be taking on the risk of the event without any return -
> unlike say Pycon AU or linux.conf.au where Linux Australia retains
> profits to provide seed funding and central services. We noted that the
> risk exposure of HealthHack will be low, as the event is only held in a
> small number of locations, and the financial exposure of the event is also
> low.
> We have approved this request, subject to the subcommittee being reviewed
> at appropriate intervals to ensure that the risk exposure of the event is
> not growing beyond what Linux Australia is comfortable with.
>    -
>          MOTION BY Kathy Read That Linux Australia invite HealthHack
>          become subcommittee of LA:
>          -
>                Seconded: Cameron.
>                -
>                Motion passed unanimously
>                -
>                Conditions: HealthHack give us a yearly report after the
>                event is run, and LA will review HeathHack status as a subcommittee, and a
>                list of subcommittee members is received from HealthHack.  This
>                subcommittee is expected to revenue neutral.
> The next actions to move forward with this piece are;
>    - Health Hack to provide a list of their Subcommittee members
>    - Kathy and Russell to arrange financial induction for the
>    Subcommittee members, after which Xero and Westpac access can be provided
>    - Kathy and Russell to provide the Grant money into the bank account
>    for HealthHack once induction complete
>    - Kathy to flag with Admin Team in case there are any services we
>    already provide that may be of use
>    - HealthHack website footer to include phrasing to the effect
>    'HealthHack is run under the auspices of Linux Australia' with a link back
>    to Linux Australia web site
> Kind regards,
> Kathy
> On 20/06/18 17:51, HealthHack Australia wrote:
> *Project name*
> Securing HealthHack's Digital Future
> *Aim of the project, including any key stages or milestones of the project*
> The one sentence summary of this project is: We need to start paying for
> the things we rely on. The slightly longer description is as follows.
> Who we are:
> HealthHack brings motivated people from diverse research, technology,
> business and educational backgrounds together to solve important problems
> in health care and medical research. Since 2013 we have successfully run 13
> hackathons in five cities, helping to solve more than 75 problems.
> At the center of our work are our “problem owners”; experts from the
> health and medical research community who are searching for solutions to
> technical challenges. Before each event, we work with the problem owners to
> help them to refine one challenge into a well defined  “problem” that can
> be worked on in a hackathon format. Each problem owner introduces their
> problem at the start of the event while hackers form teams to solve them
> based on their interests, passions or the skills they can offer. For the
> remaining time, each problem owner works closely with their group,
> combining their experience with the team’s expertise to develop inspiring
> solutions to important problems.
> HealthHack is free to attend and we welcome everyone to participate,
> especially those who genuinely want to use technology to help improve
> health and medical research outcomes. We’re strictly not-for-profit,
> volunteer-run and 100% open source. All solutions are shared openly and
> freely (as in speech AND beer). We ensure all code is released under an OSI
> approved licence after each hack. More information about who we are and
> what we do is available at healthhack.com.au.
> Our Challenges:
> We’re a 100% volunteer run, digital first organisation. We rely heavily on
> online tools and systems to run the event and to share knowledge and
> lessons learned in the past. We always try to use tools that have free
> versions but over time we’ve started moving to paid subscriptions as we’ve
> outgrown the freely available functionality. We’ve experimented with self
> hosting services using several open source systems but our dependence on
> volunteers means that we’ve periodically lost access to the skills needed
> to continue managing our digital castle. We've had more success subscribing
> to externally managed systems that require less technical expertise to
> maintain. The lack of  funding for paid services (our current subscriptions
> are being paid out-of-pocket by our dedicated volunteers) means we aren’t
> able to access all the services we require.
> HealthHack has always been held as under the Open Knowledge Australia
> banner and so OKAU have graciously provided a bank account for sponsorship
> deposits and read only access to their Xero instance so we can track our
> state. We are extremely grateful to OKAU for their support in this area but
> we are also constrained by the limitations of the current setup.
> Specifically, we cannot raise or pay invoices or reimburse volunteers for
> event related expenses ourselves. Instead we must communicate via email
> with a third party who has the ability to do this for us.
> We aim to:
> - take over payment of any critical services currently carried by our
> wonderful volunteers (such as domain name registration fees).
> - move and centralise all of our documentation including standard
> operating practices, tools / templates, marketing / branding / website
> assets into one place on Google Drive with appropriate permissions for
> organisers. We want to make as much information publicly accessible as
> possible, while still respecting and protecting personal and sensitive
> information and data.
> - implement a reliable and secure email service for HealthHack organisers
> so that communication history is not lost as volunteers come and go.
> - improve the way we manage our website. We need to make it easier for our
> volunteers to keep it up to date with relevant content.
> - start using an online, teams-based password management service.
> - improve our ability to communicate with our audience by moving to a paid
> version of Mailchimp with SurveyMonkey integration.
> - better manage our own presence in Xero and have the ability to generate
> invoices and pay expenses.
> *How the success of the project will be measured*
> If the grant is funded we’ll create a more detailed list of technical
> goals and accompanying delivery dates and post it on the LA mailing list.
> We’ll use this document to assess our position throughout the project.
> *Estimated cost breakdown of the project, including any materials,
> projects or online services that are required to deliver the project. The
> cost breakdown should include estimates of labour costs and/or professional
> services*
> The event itself usually costs around $10K per site which we’ve always
> been able to fund using sponsorship but we’ve never had funding to pay for
> the infrastructure that runs year round. Our long term plan is to support
> all ongoing infrastructure costs by seeking increased investment from our
> pool of sponsors. However, we also have an immediate need to fund
> improvements to digital infrastructure as soon as possible so that we can
> concentrate on delivering a successful event in September. To make this
> happen we’re asking Linux Australia to support us by providing $1,517.40 to
> pay for the following services for the next two years:
> Mailchimp:          $200 (2 @ $100/yr)
> SurveyMonkey       $116 (4 @ $29/mth)
> Squarespace:        $686.40 (24 @ $28.60/mth)
> Lastpass for teams: $232 (2 * 4 @ $29/user/yr)
> Gsuite:             $240 (1 * 24 @ $10/user/mth)
> Domain hosting:     $43 (2 @ $21.50/yr)
> We would also like to become an official sub-committee of LA which would
> give us the level of control over our bookkeeping we require.
> We understand how scarce and valuable grant money is so we would like to
> ask now that if LA is only able to fund part of the request we would very
> much appreciate it if funding the entire suite of services but for a
> shorter time could be considered.
> * The project team, their credentials and professional capabilities,
> especially their history of open source, open data, open hardware or open
> culture contributions *
> HealthHack has been around in various forms since 2013 and we have a
> fairly large and diverse alumni scattered around Australia, however there
> are four of us who have been involved with HealthHack for several years and
> oversee the long-lived aspects of the group as a whole.
> Dr Roisin McMahon
> Roisin has a PhD in biochemistry, a passion for science, and more than a
> decade of experience in biomedical research. She is a university based
> research scientist who studies how bacteria cause disease and searches for
> new drugs to treat them. Roisin is a versatile science communicator and
> committed to championing better equity and diversity in STEM. As a
> result,she was selected as a 2017 Science & Technology Australia Superstar
> of STEM. She enjoys building and supporting diverse and connected
> communities of scientists via roles as Deputy Chair of the Australian
> Academy of Science’s Early and mid-Career Researcher Forum Executive,
> convenor of the Brisbane node of the STEMMinist Book Club and as an
> organiser for HealthHack. Roisin first attended HealthHack in 2015; booked
> as a mentor for 4 hours, she stayed for the whole weekend and has never
> looked back. In 2016-17, she worked with problem owners to refine their
> projects. She co-led the 2017 Brisbane event.
> Andrew Saul
> Andrew is a data analyst for a large technology company that specialises
> in machine monitoring. He has previously worked as a data analyst in the
> video games and in digital advertising and app development. Andrew has a
> passion for analytics and open data. As a result he loves a good data heavy
> hackathon; the more open the better. Andrew has led and participated in
> teams at previous GovHack and HealthHack events. Andrew became an organiser
> of HealthHack Brisbane in 2017 and is back again in 2018. He is an active
> member of data community in Brisbane and has presented at a number of
> Meetups both about his work and projects from hackathons his teams
> attended.
> Dr Mike Imelfort
> Mike has a PhD in Bioinformatics and works as a data scientist for a
> biotech startup in the genome sequencing space. He's an open data and
> Hackathon enthusiast and active member of the Brisbane tech community. Mike
> is passionate about making technology available to diverse groups of
> people. He’s produced a number of open source bioinformatics tools (mainly
> GPL) which are available on github: https://github.com/minillinim and
> https://github.com/ecogenomics. Mike has been a local and national
> organiser for HealthHack (http://healthhack.com.au) and served as the
> lead national organiser for HealthHack 2016 which was held in Brisbane,
> Sydney, Melbourne, Perth and Canberra. Mike also contributes to the
> IWS-Hackathon project, a sub-committee of Linux Australia, which is
> dedicated to building open source STEM teaching resources based around an
> automated garden watering platform. Mike recently stepped down as the
> President of the the Kimberley Park P&C Association but is still managing
> the digital services used by that organisation.
> Gareth Moores
> Gareth has been volunteering with HealthHack since 2015. Gareth become
> technical lead for HealthHack in 2017 and has returned for 2018. Gareth has
> worked as system administrator and lead developer for a national radio
> station. Gareth has participated in teams at previous HealthHack and
> GovHack events. Gareth also volunteers with the Developers, Developers,
> Developers conference and with Rosies: Friends on the Street.
> Gareth Moores will be responsible for this project and will be providing a
> detailed report on the outcomes of our infrastructure regeneration project
> as well as how it helped (or hindered) us in running the actual event this
> year.
> We thank the committee and greater community for the opportunity to make
> this request and we welcome any and all feedback.
> Sincerely,
> The HealthHack org team.
> _______________________________________________
> Grants mailing listGrants at lists.linux.org.auhttp://lists.linux.org.au/mailman/listinfo/grants
> --
> Kathy Reid
> President
> Linux Australia
> 0418 130 636
> president at linux.org.auhttp://linux.org.au
> Linux Australia Inc
> GPO Box 4788
> Sydney NSW 2001
> Australia
> ABN 56 987 117 479
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