SSECCIMSS Administrative Overview from Wenhua Wu Tom Achtor

SSEC/CIMSS Administrative Overview from Wenhua Wu, Tom Achtor and Jenny Stepp University of Wisconsin-Madison Space Science and Engineering Center (SSEC) 26 October 2005

Space Science & Engineering Center n n n SSEC is a multi-disciplinary research center within the UW Graduate School SSEC has established research and teaching partnerships with academic departments SSEC conducts its own ‘in house’ research, and supports large research programs from other campus departments

Space Science & Engineering Center n n SSEC Director: Hank Revercomb n SSEC Science Council n Executive Directors: n Tom Achtor – Science n Fred Best – Technology n John Roberts – Administration CIMSS Director: Steve Ackerman n Board of Directors n CIMSS Science Council

CIMSS Organizational Chart CIMSS Director – Steve Ackerman Exec. Director Program Asst. CIMSS Principal Investigators CIMSS Support Staff CIMSS Graduate Students

SSEC areas of technical expertise n Observational Science n Computational & Visualization Science (spacecraft system/mission design, instrumentation, field programs, spaceflight instrument fabrication) (hardware and software systems for information generation, data management, and communication) n Analytical Science n Campus Science Support (satellite & conventional data analysis, technical development & analysis) (Physics, Astronomy, Botany, Geology) n Education and Public Outreach (UW undergraduate and graduate programs, K-12 collaborations, science education of the general public)

SSEC Administrative Support Ø Ø Ø Ø Ø Administrative Director Grant and Contract Specialists (2) Proposal preparation specialist Publishing (1 + students) Accountant (1) Administrative Programmers (2) Personnel (3) Purchasing (2) Library (3)

Administrative Management Ø Ø Proposal Process Funding Process Administrative Tracking Reporting Process

Proposal Process Science Review 1 PIs NOAA 2 Admin. Doc. Prepare & Review 3 Graduate School 6 5 R. S. P. 4

Proposal Process Ø Ø PI develops research idea into proposal Scientific review by CIMSS Director and SSEC Science Director (SD) Administrative team completes budget, prepares support documents and fills out proper UW forms. Administration reviews, signs and submits proposal to UW Graduate School for approval

Proposal Process Ø Ø Ø Graduate School approves the proposal and sends it to the Research and Sponsored Programs (RSP) office. RSP signs it, assigns a UW proposal number and returns it to SSEC submits the final proposal via grant. gov to RSP, RSP send to NOAA/NESDIS/ORA

Funding Process SSEC RSP NOAA PIs

Funding Process Ø NOAA, upon accepting our proposal, sends the formal agreement to SSEC Ø Ø Ø SSEC reviews the agreement and notes concerns SSEC submits agreement to RSP to review & approve Agreement is returned to NOAA Notice of grant is sent to UW and the PI Funding comes to UW

Funding Process Ø Ø Ø UW sets up a unique account number for the grant & processes a Board of Regents Action Form to accept the grant SSEC receives Regent Action Form & sets up internal grant project numbers for the grant activities Administrative team meets with PI/PM and assign budgets to different research activities

Administrative Tracking Ø Ø Ø Collect monthly work/time reports from all persons charging to project numbers Compile reports & send to PI/PM for their review Prepare monthly spending spreadsheet Meet with PI/SD each month to review spending vs. work Plan adjustments as needed

Example Spreadsheet

Reporting Process Ø Ø All spending is billed to the UW account number via SSEC accounting system UW invoices NOAA on a monthly basis RSP prepares semi-annual financial report PI/SD writes and submits scientific semi -annual report to ORA

A Plan for Improved Program Execution -Management Ø Ø Ø Implement SSEC ‘Quality System’ into NOAA Projects Goal is to maintain / improve the quality of project execution and ‘deliverables’ Provides at minimum 5 basic needs: Ø Ø Ø Grant / Contract Review Process Project Management Plan Spending Plan Schedule and Financial Tracking / Program Reviews Product and Outcome Assurance

A Plan for Improved Program Execution - Product Development Ø The SSEC Quality System also provides: Ø Ø Ø Product Development Processes Document and Software control Configuration Management (managing products, facilities and processes by managing the information about them) Ø Ø Scalability to fit Project needs Training

Program Management n n n Following notification of award, PI meets with Dir. / Ex. Dir. (ED-S) to review research plan and resource requirements PM assigned (if needed), initial staff meeting and research plan in-acted Periodic (monthly) meetings of PI/PM with ED-S and SSEC admin staff (ED-A / Program Asst. ) n Science review of task goals and progress n Admin review staff, budget and timeline PI / ED-S responsible for technical reporting ED-A responsible for financial reporting

Issues to Address Ø Ø Ø Who will follow Kathy Lefevre as the NOAA/NESDIS/ORA contact on grant issues? How can we work together to better track proposal progress? How can NOAA improve the time it takes from proposal submission to arrival of funding – How can UW help?

SSEC/CIMSS Administrative Overview from Wenhua Wu, Tom Achtor and Jenny Stepp University of Wisconsin-Madison Space Science and Engineering Center (SSEC) 26 October 2005