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

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

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

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

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

SSEC - focusing on the use of space and space-age technologies Areas of Active Research Earth Science Weather and Climate Planetary Atmospheres Astronomy/Astrophysics Special Strengths Cutting-Edge Observing Techniques Space Flight Instrument Fabrication Science Applications and Methods Data Systems and Visualization Development

SSEC Administrative Support  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  Proposal Process  Funding Process  Administrative Tracking  Reporting Process

PIs Admin. Doc. Prepare & Review R.S.P. Graduate School NOAA Science Review Proposal Process

 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

 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  SSEC submits the final proposal via grant.gov to RSP, RSP send to NOAA/NESDIS/ORA Proposal Process

NOAA SSEC PIs RSP Funding Process

 NOAA, upon accepting our proposal, sends the formal agreement to SSEC  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

 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  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  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  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:  Grant / Contract Review Process  Project Management Plan  Spending Plan  Schedule and Financial Tracking / Program Reviews  Product and Outcome Assurance

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

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.) Science review of task goals and progress Admin review staff, budget and timeline PI / ED-S responsible for technical reporting ED-A responsible for financial reporting Program Management

Issues to Address  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?

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