University of Wisconsin-MadisonSpace Science and Engineering

Center (SSEC)

26 October 2005

SSEC/CIMSS Administrative Overviewfrom Wenhua Wu, Tom Achtorand 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. DirectorExec. Director

CIMSS Principal InvestigatorsCIMSS Principal Investigators

Program Asst.Program Asst.

CIMSS Support StaffCIMSS Support Staff

CIMSS Graduate StudentsCIMSS Graduate Students

CIMSS Director – Steve AckermanCIMSS 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 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.GraduateSchool

NOAA

ScienceReview

1

2

3

4

5

6

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

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 SpreadsheetCooperative Agreement FY04 Expenditures:

Contract 5010: Projects Oct-03 Nov-03 Dec-03 Jan-04 Feb-04 Mar-04 Apr-04 May-04CIMSS Base 5010 0 0 0 0 0 0 0 0CIMSS Base 5011 17,276 14,912 6,525 6,363 10,084 13,791 16,994 0CIMSS-ATOVS 5012 1,095 1,219 1,103 1,597 1,403 987 1,108 0Convective Initiation 5013 0 0 0 0 0 0 0 0Rainfall Research 5014 0 0 0 0 0 0 0 0SAT MET Course 5015 0 0 -3,511 270.19 207.74 30 4,026 0Aviation Weather 5016 0 0 0 0 0 0 0ITWG 5017 0 0 0 0 0 0 0

TOTAL = Contract 5010 18,371 16,131 4,117 8,230 11,695 14,808 22,128 0

Contract 5020:IPO 5021 0 0 0 0 0 0 0 0CrIS 5022 0 0 0 0 0 0 0 0

TOTAL = Contract 5020 0 0 0 0 0 0 0 0

Contract 5030:GIMPAP Mngmt. 5031 765 741 711 863 457 660 1,122 0Sounding Algorithm 5032 9,920 13,523 9,199 8,807 11,167 18,612 0 0Geo/Leo 5033 0 0 0 0 0 0 0 0Winds 5034 5,037 7,323 0 8,529 709 8,524 9,900 0Biomass Burning 5035 836 0 0 1,225 0 0 0 0Moisture Field Prog. 5036 0 0 0 0 0 0 0 0Edas/Eta Modeling 5037 2,587 2,128 0 0 0 0 0 0Intercalibration 5038 0 0 0 0 0 35 1,777 0NSC Staff Support 5039 0 0 0 0 0 0 0 0Outreach 5040 371 0 -967 2,680 0 13 0 0GOES-12 Checkout 5041 0 0 0 0 0 0 0 0

TOTAL = Contract 5030 19,516 23,715 8,944 22,103 12,334 27,844 12,799 0

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-MadisonSpace Science and Engineering

Center (SSEC)

26 October 2005

SSEC/CIMSS Administrative Overviewfrom Wenhua Wu, Tom Achtorand Jenny Stepp