New Initiatives Subcommittee Presentation to TAC 07 August 2014 Jeff Laube Sophia Bright

Agenda 2 TAC Newsletter Status Old Business Updates  Role of Forum Technical Chair – N. Andersen  Format for AIAA annual reports – J. Castro Current Open Action Items TAC workshop topic at SciTech

3 rd Quarter Newsletter July issue released Possible content for September issue  Forum 360 and/or LinkedIn article from Jessa if available  Featured TAC person - Sophia Bright  Introduce the TAC workshop topic and solicit ideas (or prep work) for SciTech  An article regarding Strategic Tech/Emerging Tech pilot project with SETC and others  All articles are due to Peter Hartwich by late August 3

How to be a Forum Technical Chair – N. Andersen Aligns with the “AIAA Moderating A Conference” tutorial Provides information on things a Forum technical chair should know  Roles and responsibilities  Forum Organizing Structure  Development Timeline  Activities at Forum  Post Forum activities 4

Annual Report Format – Update (J. Castro) Why do we write TC Annual Reports?  Overall construct/philosophy/History  What data needs to be captured and WHY; is it captured for immediate dissemination or for archival record? Who is the customer?  What’s the tempo –updated twice a year (group and annual reports)?  What is the retention and retrieval approach? The written reports are not posted to any website; have to contact Betty for archival copies. How should reports be handled  How is it used/read by VP TAC, Group Directors, AIAA staff? Created Draft Format and example for TC Annual Report  Details provided in back up charts 5

Open Action Items ACTION: Jeff Laube will work with Jessa Foor to get the LinkedIn site up and running to begin collecting best practices.  Contacted Jessa Foor and will report status in San Diego  Jessa has been working with our social media coordinator and Betty G. on the LinkedIn idea. They were in the process of setting up a group, but wanted to explore another that was potentially much more robust and secure prior to pushing everyone to LinkedIn.  There team of staff evaluating SharePoint and determining if it meets the need of the committees/sections. However, they are not to the point where there is anything substantial to report.  They are working on a survey to be sent to committee members to get some ideas of what they use SharePoint for and what they feel it is missing. It is in the beginning stages, though. 6

Open Action Items - Continued 7 J F M A M J J A S O N D J F M A M J J A S O N D J F M Event SciTech 14 SpaceOps 14 Aviation 14 P&E 14 SPACE 14 SciTech 15 ADS 15 A M A M AAAAAA M M MMMM ACTION: Jeff Laube will contact Carmela and Ann for information on the deadlines for abstracts and manuscripts,  Assess overlap issue with company and government review processes Abstract & Manuscript Due dates with 6 (Minimum) week review process

Open Action Items - Continued ACTION: Jeff Laube and Joaquin Castro will form a subgroup to determine the best way to pass information to the TC/PCs concerning the NEM Forum Guidelines.  OBE. Need to determine if there is an alternative action 8

TAC Workshop Topic at SciTech Identify new revenues streams areas AIAA could expand into to generate more products  Some suggestions from the SETC for revenue ideas: –Look at selling AIAA merchandise (clever t-shirts) but AIAA's nonprofit status might not support this? –Can we use universities or noncommercial venues for some of our conferences to avoid forum operating costs? Further discussion on  Publications efforts to expand revenue  Digital content  Ideas to help forums to be revenue positive  Possible questionnaire to Workshop attendees to help frame the discussion in January? Robbie Robertson (and others) will assist in developing workshop 9

Use Publications Workshop as Example Define Topic:  How can TAC create, enhance and expand revenue streams to better support AIAA? Possible Brainstorming Approaches  Suggest focus on generating ideas that serve the AIAA community, not on making revenue  Address the “pain points” of the community and people/organizations will willingly pay for good content Spend bulk of time brainstorming, then choose specific projects to focus on 10

Part 1: Who AIAA serves Brainstorming session – all ideas are valid  In small groups list everyone you can think of.  “Rank” people/organizations based on how much we want to serve them moving forward. 11 Low priorityHigh priority Already Serving Not serving at all NASA, Boeing, etc. SciFi Authors Example : From Publications Exercise

Part 2: What AIAA can offer Brainstorming session: all ideas are valid  Divide into 4 groups, and each one will cover a different quadrant of the table below. 12 New Markets Existing Markets Existing Products/Services New Products/Services Market Penetration Product Development Market Development Diversification How can we be more effective in getting our existing products/services to our members? What do we already have the other people would be interested in? What else can we offer our members? What new things can we offer to people we are not yet reaching? From Publications Exercise

Part 2 (continued): What AIAA can offer Generate lots of ideas for your group’s quadrant. Groups rotate around to each other quadrant and get a few votes for their favorite ideas. After a full rotation (including voting on your original ideas at the end), large group comes back together to review the top ideas from each group. Can spend a few minutes lumping similar ideas under one theme. 13 From Publications Exercise

Part 3: Action Time Turn the ideas into projects and place them on the quad chart below. Pick 2-3 to start tackling immediately. Assign actions and get started! 14 Low EffortHigh Effort High Impact Low Impact Fill-In Jobs Quick WinsMajor Projects Thankless Tasks From Publications Exercise

Additional Discussion on Workshop Exercise 15

Upcoming Meetings Next NIS Telecon  Wednesday, September 17 Next NIS In-Person Meeting  Sci-Tech 2015 (5 - 9 Jan) in Kissimmee FL 16

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Reference Materials

NIS Vision and Strategic Objectives 19 Vision:  Serve as an “engine for innovation” in support of the improvement and growth of AIAA services to the industry Strategic Objectives: 1.Grow NIS engagement opportunities and overall impact through increased participation in NIS activities 2.Increase engagement with young professionals and the next generation of engineers to help grow the next generation of industry leaders and AIAA volunteers 3.Propose creative enhancements to the efforts to broaden AIAA impact throughout the industry and grow membership 4.Gather best practices for potential new initiatives

How to be a Forum Technical Chair: The Important Role of the Forum Technical Chair and Keys to Holding a Successful Conference Created by the E&TM Group Special thanks to contributions from many within the AIAA community Aligns with the “AIAA Moderating A Conference” tutorial

So, You’ve Decided you want to be a Forum Technical Chair Thank you for volunteering to do this! Ensure you have support from your home organization Work closely with the AIAA Staff  They have done this before and they are experts at knowing what to do and when  They will ensure you know what you need to do and what they will do Determine if there will be a co-Chair (or co-Chairs)  If so, ensure R&Rs are clearly defined 21

Things a Forum Technical Chair Should Know Is it a lot of work?  Not as much as you would think – you have a lot of great support from a lot of people who are just as passionate about this effort as you – the AIAA Staff, the Discipline Technical Chairs, and Session Chairs, and others who have been in this role before you How good is the back up?  Very good – the AIAA Staff are excellent and pretty much everything is electronic Will you have problems?  Most probably yes, but the backup is there to help you sort things out What’s in it for you?  Experience, an expanded network, and a sense of achievement 22

The Forum Technical Chair’s Role Lead and set a positive tone Be inclusive and flexible Communicate often and in all directions 23 The Forum Technical Chair can make the difference between a successful forum… and one that appears pointless and disorganized

Forum Organizing Structure 24

Forum Committee Overarching Roles & Responsibilities 25 Executive Steering Committee Focus, themes, and high-level topics aligned with Institute priorities Evolution or expansion over time in terms of program and constituencies Date windows and cities of Forum Speakers for high-level plenary sessions (keynotes, panels) Promotion of Forum within his/her organization Organizing Committee Organization of overall forum program aligned to ESC vision Integration of program and non-program aspects into overall structure and schedule Inclusion of systems-level topics in program Organization of plenary sessions and Institute-level activities Outreach to non-traditional audiences Technical Program Committee Identification of technical program topics aligned to high- level topics Organization of technical paper session, technical panels, poster sessions Identification of discipline technical chairs, session chairs, reviewers Input for activities to serve technical audiences

Forum Technical Chair Specific Roles & Responsibilities 26 Facilitate and coordinate all aspects of the planning and execution of the technical program, in coordination with the Forum General Chair and Forum Organizing Committee Serve on the Forum Organizing Committee Provide input to Forum Organizing Committee for activities to serve technical audiences Lead the Technical Program Committee to accomplish the following tasks: Identification of technical program topics aligned to high-level topics Organization of technical paper sessions, technical panels, poster sessions Work with individual committees to identify technical track chairs, session chairs, reviewers Assignment of technical sessions to available meeting rooms Technical Program Committee Organization of Technical Program Forum Technical Chair Conference Chair (for 2014 only) “XXX” Technical Chair Forum Project Manager Tech Papers Coordinator Others as needed XXX refers to individual Technical Committee or Program Committee.

The Forum Technical Chair’s Responsibility Timeline Begin planning for the forum 18 months out Coordinate with the Forum General Chair and Forum Organizing Committee Leverage others’ work and experience  AIAA Staff expertise, previous forum schedules of events, previous Forum Technical Chair experiences Set the forum technical vision, aligned to the high level vision Work with the Discipline Technical Chairs to execute the vision Provide support to the Discipline Technical Chairs (and Session Chairs) to maintain their commitment 27

18 Months Before the Forum (1 of 4) Work closely with AIAA throughout the journey  Get to know key AIAA Staff and the people with whom you will be working Leverage the past  Start with the accepted structure and content  Talk to the previous Forum Technical Chair for their experience and any lessons learned Look to the future  Are there emerging ideas that can/should be addressed?  What is relevant and of value to the technical community? 28

18 Months Before the Forum (2 of 4) Set up regular communications  With the Technical Program Committee  With others within the Forum Organizing structure as necessary  Frequency will change along the way Identify area(s) of focus for the forum  What are the main topics?  Are there common threads/themes? 29

18 Months Before the Forum (3 of 4) Work with the TCs and PCs to identify and recruit potential Discipline Technical Chairs  And possibly some Session Chairs Identify potential  Joint, special, invited, and/or plenary topics, tracks, sessions, and/or speakers Generate a schedule of events leading up to the forum  Leverage a previously developed schedule and make it your own 30

18 Months Before the Forum (4 of 4) Propose a forum layout  Consider items such as Short Courses, Exhibits, Sponsors, Key Note Speakers, Invited Lecturers, Awards Events, Receptions, Breaks, Off-site Activities, Joint Sessions, Special Sessions, Wrap-up Session, etc Generate an initial Call for Papers  High level vision – the Discipline Technical Chairs will help develop the details 31

12 Months Before the Forum (1 of 2) Continue regular communications  With the Technical Program Committee  With others within the Forum Organizing structure as necessary  With the Discipline Technical Chairs and key AIAA Staff  Frequency will change along the way Decide on the forum area(s) of focus  Theme(s), main message(s), take-away(s), what is the product? 32

12 Months Before the Forum (2 of 2) Obtain commitments  From the selected Discipline Technical Chairs and possibly some Session Chairs  From any special speakers Continue working any joint, special, and/or invited sessions Work with the Technical Program Committee to  Finalize the forum layout  Generate a Call for Papers  Begin to generate a room grid 33

6 Months Before the Forum (1 of 2) Continue regular communications  With the Technical Program Committee  With others within the Forum Organizing structure as necessary  With the Discipline Technical Chairs and key AIAA Staff  Frequency will change along the way Sharpen the forum area(s) of focus 34

6 Months Before the Forum Reaffirm commitments  From the selected Discipline Technical Chairs and possibly some Session Chairs  From any special speakers Finalize  Any joint, special, invited, and/or plenary sessions  Special speakers  Room grid 35

3 Months Before the Forum De-conflict the preliminary Program  Prior to any potential withdrawals Provide any final Program corrections  Titles, authors, etc De-conflict the compressed Program  After any withdrawals Prepare any opening and welcoming remarks for the forum 36

At the Forum The time is here – all your planning and hard work has paid off! As appropriate and as your time allows  Present any opening / welcoming remarks  Recognize and thank your volunteer team  Ensure Discipline Technical Chairs and Session Chairs are prepared  Attend Speaker Briefings  Attend meetings and events throughout the conference Enjoy your forum! 37

Post-Forum Activities Prepare and submit a final forum report  Starting this up front will make it easier to assemble after the conference  Include information on all aspects of the forum  Work with the AIAA Staff – They will have most of the details, statistics, photos, etc 38

THANK YOU! You’ve graciously volunteered to be an AIAA Forum Technical Chair 39

TC Report Format and Related Issues Presented by Joaquin H. Castro P&E Deputy Director for Rockets, Space & Advanced Propulsion NIS Meeting, AIAA 2014 Space, San Diego, Ca. 5 August 2014

Agenda Why do we write TC Annual Reports?  Overall construct/philosophy/History  What data needs to be captured and WHY; is it captured for immediate dissemination or for archival record? Who is the customer?  What’s the tempo –updated twice a year (group and annual reports)?  What is the retention and retrieval approach? The written reports are not posted to any website; have to contact Betty for archival copies. Suggested DRAFT Format and example for TC Annual Report How should reports be handled? 41 P&E RS&AP Group

Proposed Format 42

“TC Name” Technical Committee January 20XX to December 20XX Annual Report or January 20XX to June 20XX Interim Report

T.C. Overview 44 TC Liaisons Gas Turbine Engines (Name) Liquid Propulsion (Name) Energetic Comp & Sys (Name) Fluid Dynamics (Name) High Speed ABP (Name) Hybrid Rockets (Name) Nuclear Propulsion (Name) Solid Rockets (Name) ASME/IGTI (Name) ICLASS (Name) ILASS Asia (Name) ILASS Europe (Name) T.C. Chair (Name) Phone: (xxx) xxx-xxxx Vice Chair/Chair-Elect (Name) Phone: (xxx) xxx-xxxx Secretary/Treasurer (Name) Phone: (xxx) xxx-xxxx SC “X” Name SC Chair Name SC “X” Name SC Chair Name Education Chair Name Awards Chair Name Membership Chair Name Publications Chair Name Technical Programs Chair Name Webmaster Chair Name TC Members XX Total / Last year Total. –XX Regular xx – X Associate x –XX International xx Category – XX Industry (XX% xx* ) – XX Academia (XX% xx* ) – XX Government (XX% xx* ) International members –X Country x Subcommittees “TC Name” Technical Committee Imbedded TC Roster file required, see Comment Note

“TC Name” Technical Committee Recent Conference Performance Issues / Help Needed Forum Name Year Abstracts Received: XXX Abstracts Accepted: XX Sessions: XX ( X Invited) Withdrawals/No-Shows: XX Presented: XX ( X Invited) Accomplishments Initiatives & Plans Financial Status and Other Activities Abstracts Received: XX Abstracts Accepted: XX No. of Sessions: XX Withdrawals/No-Shows: XX/XX Papers presented: XX (X ITAR) T.C. Activity Summary - January 20XX to December 20XX (MM/DD/YYYY)

Forum Participation List Forum/Conference related TC activities and plans What are the top 3 successes and top 3 disappointments form last years’ conference? How can we improved the Forums? List top 5 Sessions / Panels sponsored or co-sponsored for the Forum  Lessons learned, what worked, what did not worked and why? List other relevant topic areas (if any) TC would like to sponsor in the future and why? List members of the Forum Organizing Committees (TAOs) and succession plan 46 “TC Name” Technical Committee

TC Meetings Provide (One page) Summary of last year’s meetings and plan for next year’s meeting  Location, date, Forum (Face-to-face or via phone or web meeting)  Example Spring Meeting Held in Conjunction with the USAF / Aerospace Corporation Space Power Workshop (SPW), El Segundo, CA, on 4/23/2013. Meeting Minutes Embedded in Appendix Summer Meeting Held in Conjunction with the AIAA Joint Propulsion Conference (JPC) / International Energy Conversion Engineering Conference (IECEC), San Jose, CA, on 7/16/2013. Winter Meeting To Be Held First Week Feb 2014 (Tentative) Next Face-to-Face Meeting to Be Held at 2014 SPW in May 2014 Telephone meetings held on March and September “TC Name” Technical Committee Imbedded meeting minutes file required, see Comment Note

Honors & Awards Activities Provide Summary of TC’s Honors and Awards Activities  Sponsored Awards  Nominations  Awardees' Selection  Status of nomination year-to-year slate 48 “TC Name” Technical Committee

HSABP TC Example 49

High Speed Air Breathing Technical Committee January 2014 to July Interim Report

T.C. Overview 51 TC Liaisons HyTASP: R. Starkey, D. Musielak JANNAF: P. Drummond, S. Beckel European Orgs.: TBD Aero Thermal TC : Moehlenkamp; Fluid Dynamics TC: H. Hassan Ground Test TC : TBD Propellants & Combustion: Tangirala Public Policy CVDs: J. Castro AIAA Sections: D. Musielak AIAA University Chapters : J. Malo- Molina NASA: D.R. Reddy, J. Lee Green Energy PC: M. Bradley PGC PC: D. Paxson T.C. Chair Dr. Dora Musielak Phone: (817) Vice Chair/Chair-Elect Dr. Venkat Tangirala Phone: Membership Dr. Timothy O’Brien Communications Dr. Jeff Dalton Honors & Awards Dr. Orval (Rusty) Powel Education Dr. Dora Musielak (acting) Conferences: P&E JPC Dr. Joel Malo-Molina Conferences: SciTech ASM Dr. Ron Springer P&E ABP Nominations Dr. Han Madhanabharatam Webmaster Dr. Dora Musielak (acting) TC Members 43 Total / 50 –35 Regular 37 – 4 Associate 5 – 4 International 8 Category – 22 Industry 19 (51% 38 ) – 12 Academia 18 (28% 36 ) – 9 Government 13 (21% 26 ) International members –1 Belgium 1 –1 Italy 2 –1 Japan 2 –1 Russia 1 Subcommittees HSABP Technical Committee AIAA HSABP TC Roster 31 July 2014

HSABP Technical Committee Recent Conference Performance Issues / Help Needed P&E Forum JPC2014SciTech ASM2015 Abstracts Received: 52 Abstracts Accepted: NA Sessions: 9 ( 1 Invited) Withdrawals/No-Shows: NA Presented: NA ( NA Invited) Coordination with session chairs to ensure each and every session is chaired Determine new methods to engage TC members with travel restrictions Bring back Speaker’s Briefing each morning Accomplishments Published 2 Newsletters – Issue SciTech2014, and Issue P&E Forum 2014 TC leadership transition completed on June 1 Organized 10 sessions (7 paper / 3 poster) for 2014 P&E and 3 joint sessions (GTE, ABPSI, P&C) and 1 ITAR session Participated in selection of 2014 ABP Award winner Selected HSABP Best Paper Award Accepted 3 new TC regular members, and 2 associate members Continued to update SharePoint Began an Education Series published via SharePoint Produced Business Cards to Promote TC Launched LinkedIn Network Site Supported AIAA/IGTI Engine Design Competition Supported Pressure Gain Combustion PC Energize Education Activities, devising new course offerings and modern forms of delivery 2014 Year-In-Review Article Pursue high-speed component for PAW Recruit YP, women, International and Government members to balance representation Develop new banner easy to transport Initiatives & Plans Financial Status and Other Activities $1808 Planned expenditures: TC Banners, TC Business Cards Abstracts Received: 67 Abstracts Accepted: 58 No. of Sessions: 10 Withdrawals/No-Shows: 10/XX Papers presented: 46 (2 ITAR) T.C. Activity Summary - January 2014 to July 2014 (07/31/2014) 31 July 2014

Forum Participation HSABPTC participates in SciTech and P&E Forum – Technical Sessions, Special Sessions, and General TC Meetings Top 3 successes form P&E Forum  Special session on supersonic combustion simulation  More papers presented compared with last year’s JPC Top 3 disappointments from P&E Forum  Fewer papers authored by US organizations compared with internationals (20/26)  Venue too large  Not enough informal meeting spots to network between sessions How can we improved the Forums?  Emphasize Speaker’s Briefing Breakfasts  informal meetings with speakers and co-chairs give opportunity to meet face-to-face before session, ensure chairs are present, build rapport, and ease first-time speakers nervousness.  Add more coffee break meeting spots to network between sessions  Add more invited sessions 53 HSABP Technical Committee 31 July 2014

Forum Participation Top 5 Sessions sponsored and co-sponsored for P&E Forum  Lessons learned: coordination of session chairs is crucial for success. Other relevant topic areas (if any) TC would like to sponsor in the future and why?  Pressure Gain Combustion Technologies  growing interest in R&D status Members of the Forum Organizing Committees (TAOs) and succession plan  Tim O’Brien (P&E Forum JPC)  Joel Malo-Molina  Ron Springer (SciTech ASM)  Dan Paxson 54 HSABP Technical Committee 31 July 2014

TC Meetings Summary of meetings and plan for next year’s meetings  Bi Annual TC General Meeting held in conjunction with SciTech ASM 2014, National Harbor, MD, on 13 January  Bi Annual TC General Meeting held in conjunction with P&E Forum JPC 2014, Cleveland, OH, on 28 July Meeting Minutes.  Next telephone meetings planned for September 2014, and November 2014  Monthly status reports from subcommittee chairs are planned, starting in September HSABP Technical Committee Imbedded Minutes file 31 July 2014

Honors & Awards Activities Summary of TC’s Honors and Awards Activities  HSABP TC sponsors three awards: Air Breathing Propulsion (ABP) Award, HSABP Best Paper Award, and Gordon Oates ABP Graduate Award  Received 5 nominations for ABP Award  Dr. Aswhani from Maryland University was selected as the winner of the ABP Award  ABP Status of nomination year-to-year slate  Will continue to identify potential candidates to nominate  Nominations for HSABP Best Paper Award  nominations are submitted by session chairs at both SciTech and P&E Forum conferences  HSABP Awardees Selection  Each year we receive as many as 30 and as few as 10 nominations for best paper  HSABP Status of nominations  See above  Gordon Oates ABP Graduate Award recently reinstated. 56 HSABP Technical Committee 31 July 2014

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Region VI Report Presentation to TAC 07 August 2014 Jeff Laube Deputy Director – Technical, Region VI

Region VI Activities – Deputy Director Technical Maintaining regular contact with all RAC VI Technical officers  Section Chairs are contacted if no Tech officer Routinely retransmit TAC and other AIAA “Technical” information including:  TAC Newsletters  Information and questionnaire for the newly formed Aerospace Cybersecurity Working Group  Abstract reminders for Space  Call for support to CVD  New AIAA credo “In Search of the Next Impossible Thing” (Video and presentation) Several sections had or are having technical symposiums  Orange County, Tucson and San Diego  LA-LV conducted Re-Inventing Space (their conference) in conjunction with SPACE

Region VI Activities – Deputy Director Technical New student branches approved  University of California, Merced – Merced, CA  Boise State University—Boise, ID Region VI student conference 1-2 March 2014 on the campus of Cal State Sacramento. RAC VI Director brought up community college teacher membership category with RSAC  Working with membership committee to figure out how to proceed.  Suggest adding them as Educator Associates and working “differently” with High School and Community college teachers than with K-8 teachers  Suggest adding membership dues ($25) for ALL Educator Associated Engineering Heptathlon  Dr. Jeff Jepson of Tucson branch put together a “how to” guide for creating a one-day event. 60

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