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University of Wisconsin-Madison Space Science and Engineering Center (SSEC) 26 October 2005

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. Space Science & Engineering Center. SSEC is a multi-disciplinary research center within the UW Graduate School

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University of Wisconsin-Madison Space Science and Engineering Center (SSEC) 26 October 2005

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

  2. Space Science &Engineering Center • 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

  3. 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

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

  5. 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)

  6. 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)

  7. Administrative Management • Proposal Process • Funding Process • Administrative Tracking • Reporting Process

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

  9. 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

  10. 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

  11. Funding Process SSEC RSP NOAA PIs

  12. 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

  13. 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

  14. 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

  15. Example Spreadsheet

  16. 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

  17. 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

  18. A Plan for Improved Program Execution - Product Development • 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

  19. Program Management • 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

  20. 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?

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

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