New Initiatives Subcommittee Presentation to TAC

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

2. Agenda • 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. 3rd Quarter Newsletter • July issue released • Possible content for September issue • Forum 360 and/or LinkedIn article from Jessaif 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

4. 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

5. 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

6. 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.

7. Open Action Items - Continued • 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 A A A A A A A A M M M M M M M M Abstract & Manuscript Due dates with 6 (Minimum) week review process

8. 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

9. 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

10. 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

11. From Publications Exercise Part 1: Who AIAA serves Already Serving NASA, Boeing, etc. Example: Low priority High priority SciFi Authors Not serving at all • 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.

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

13. 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.

14. From Publications Exercise Part 3: Action Time High Impact Quick Wins Major Projects Low Effort High Effort Thankless Tasks Fill-In Jobs Low Impact 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!

15. Additional Discussion on Workshop Exercise

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

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18. Reference Materials

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

20. How to be a Forum Technical Chair: The Important Role of the Forum Technical Chairand Keys to Holding a Successful Conference Created by the E&TM GroupSpecial thanks to contributions from many within the AIAA communityAligns with the “AIAA Moderating A Conference” tutorial

21. 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

22. 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

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

24. Forum Organizing Structure

25. Forum Committee Overarching Roles & Responsibilities 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

26. Forum Technical Chair Specific Roles & Responsibilities 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. • 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

27. 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

28. 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?

29. 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?

30. 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

31. 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

32. 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?

33. 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

34. 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

35. 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

36. 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

37. 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!

38. 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

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

40. 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

41. P&E RS&AP Group 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?

42. Proposed Format

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

44. “TC Name” Technical Committee T.C. Overview T.C. Chair (Name) Phone: (xxx) xxx-xxxx Email: xxxxxxxx@xxxx.xxx Subcommittees TC Members 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 • 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 • X Country x • X Country x • X Country x • X Country x • X Country x • X Country x • X Country x • X Country x Vice Chair/Chair-Elect (Name) Phone: (xxx) xxx-xxxx Email: xxxxxxxx@xxxx.xxx Secretary/Treasurer (Name) Phone: (xxx) xxx-xxxx Email: xxxxxxxx@xxxx.xxx 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) Imbedded TC Roster file required, see Comment Note

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

46. “TC Name” Technical Committee 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

47. “TC Name” Technical Committee TC Meetings Imbedded meeting minutes file required, see Comment Note • 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 23 2013 and September 9 2013

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

49. HSABP TC Example

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