new initiatives subcommittee meeting

New Initiatives Subcommittee Meeting

TAC New Initiatives Subcommittee (NIS) Meeting

Tuesday, May 11th, 2010

1:30-5:00 pm

Hyatt Regency Crystal City

Arlington, VA 1

Agenda

• Welcome and Introductions (All)• Old Business

Close Out items – TC Nomination Form (Betty G); TC Workshop Form (Staff) 2009 Education Workshop Closeout (Andersen, Williams, Halliwell) 2010 Standards Workshop Status (Arrington) 2011 Workshop (Melanson) Program Committee Updates (Gross) TC Annual Report Form (Anderson) TC/PC Metrics (West /Arrington) TAC/NIS Documentation and web storage (Melanson) ABET Structured Programming Project Status(Arrington)

• New Business TC Newsletter Status and Articles Discussion (Melanson) TC Membership Totals Discussion and Action (Arrington) ASME/AIAA Fellow Information (Keenan) Other New Business

• Meeting Close

Close Out Items

• TC Nomination Form (Betty G) • TC Workshop Form (Staff)

3

2010 Workshop Status

4

2011 Workshop Status

• 2011 Workshop discussed and resolved in TAC Exec meeting this morning.

• Resolution:

5

Program Committee Report

• Tony Gross

6

TC Annual Report Template (Nancy Anderson)

• Current version is being used in ETMG Propose awaiting experiences/updates before

pushing forward with TAC use Possible web-based form will be investigated

7

TC/PC Metrics (Bill West)

• Telecon held on April 30th with TAC leadership to focus goals and objectives• Goals Discussion:

Laura wants a tool for directors to use to evaluate each TC. – Goal is to take 5 minutes with yes/no answers to each item

Basil wants TC to say what they are going to do then grade them against what they did.

Laura stated that there must be minimum requirements that come from this• ACTIONS

Laura, Basil and Dave Riley to review current draft and categorize– Must be done– nice to have– Discretionary

Within each category, they will prioritize importance 1 to N Bill West will aggregate the results

8

Return to Agenda

TC/PC Processes and Procedures Updates and Plan forward (Melanson)

• Status DRAFT TAC charter distributed Developed Document Naming convention Proposed Resolution for existing documents

9

Proposed Document Naming Convention

• AREA_X_file name_V##.ext Note: Use underscores between sections of name.

• AREA Identifier: TAC Technical Activities Committee NIS New Initiatives Subcommittee AASG Aircraft and Atmospheric Systems Group ADSG Aerospace Design & Structures Group ASG Aerospace Sciences Group ETMG Engineering & Technology Management Group ISG Information Systems Group PEG Propulsion & Energy Group

SMG Space and Missiles Group

• X: this is the file category identifier (R – reference; T – training; C – control doc). Perhaps this needs to be 2 digits.

C Control Document (documents policy; highest level TAC document) F Forms (form used in a process or procedure) P Process (details a specific process or procedure)

R Reference document (reference information)

10

Proposed Document Naming Convention (cont’d)

• AREA_X_file name_V##.ext

• File name: a descriptive file name (try to keep it short). Include “Draft” in Name while in draft status(as the last word in the name).

• V## or D##: version number or draft number V followed by two digit sequential version number. Released and approved document version identifier. Update

sequential number when DRAFTS are approved or accepted (if a previous version exists). Use preceding zero if version is less than 10. Initial releases are version 01.

D followed by two digit sequential version number. Draft documents being developed. If a previously released version exists, always start from the latest release version for new draft. Use preceding zero if draft version is less than 10. Initial drafts are version 01.

• .ext normal document type as described by program used in creation .doc MS Word (2007 uses .docx) .pdf Adobe PDF .ppt MS Powerpoint (2007 uses .pptx) .xls MS Excel (2007 uses .xlsx)

others As appropriate

• Working on Changes/Drafts: Amend name to include "DRAFT" prior to existing file name; use existing version number until draft has been accepted, then update version number and delete “DRAFT”.

11

Team Voluteers and Focus areas (as of 5/7/10)

12

Current Document Cross Reference (as of 5/7/10)

13

Document Media Document Type Proposed Final Status

Proposed New Doc Name Summary

10b_NIS_Charter_January07_Proposed

Word Process Delete; part of new TAC Charter

Delete NIS subcommittee charter

2008 Intro Word Reference Delete; part of new TAC Charter

Delete Summarizes key activities and process for TAC

AIAA TC ChairTraining Jan 2010.ppt

Powerpoint Training Retain TAC_T_Chair Training Charts_V01.ppt Yearly TC chair training presentations

AIAA Value Rev 2 Powerpoint Training Retain TAC_T_AIAA Value_V01.ppt Overview of the value of AIAA; touches on most of the larger aspects of the institute

AIAAdirectortrainingJanuary2010

Powerpoint Training Retain TAC_T_Director Training_V01.ppt Provides background on AIAA and R/R for directors and other positions in TAC

Comp Reg Process Final 040209-staff comments

Word Process Retain TAC_P_Comp Registration_V01.doc guidelines and process for complementary conference registrations

Ethical Standards – TAC 0108 Rev A

Word Process Retain; link to TESS in charter; change name to reflect publication focus

TAC_P_Publication Ethics_V01.doc DefinesTAC Ethical Standards Subcommittee (TESS) and ethical expectations for those involved in creation or review of any AIAA publications

NDATCProposal PDF Reference Delete in favor of new TC formation Document

Delete Example of working group proposal to form TC


14



Newsletter article template(draft).doc

Word Forms Retain TAC_F_Newsletter Article Template_V01.doc

Template for one page article for Newsletter

Nom pkt cover letter Word Reference Retain TAC_R_Nomination Cover Letter_V01.doc

General letter from Betty calling for TC membership nominations

Nomination packet Word Process Retain TAC_P_TC Nomination Process_V01.doc

Nomination letter and process for TC nomination - NO FORMs

PC Governing Doc_v2_Part 1

Word Process Retain unique sections; incorporate policy into charter

TAC_P_PC Processes_V01.doc Describes governing principles and process for PCs - INCOMPLETE

Starting a new TC Word Process Delete in favor of new TC formation Document

Delete One page TC formation process description

Starting a TC_PC Powerpoint Training Delete in favor of new PC formation Document

Delete Provides some detail in formation of TC/PC, needs some work

TAC Organizational Chart 2009-2010

PDF Control Retain TAC_C_TAC Org 2009-2010_V01.pdf TAC Org chart for 2009-2010 - needs some refinement for consistency and accuracy

TAC Position Paper Process 090730

Word Process Retain TAC_P_Position Paper Process_V01.ppt

document prescribes the TAC procedures to be followed in developing AIAA Position Paper for external distribution


15



TAC-NIS Reorganization Project_Final_BH

Powerpoint Reference Retain, no changes

TAC_R_TAC Reorganization 2008_V01.ppt

2008 TAC Reorganization background and recommendations

TCchrhandbook Word Process Retain, link to charter

TAC_P_TC Chair Handbook_V01.ppt Large collection of processes, procedures, and expectations for TC/PCs

Tcnom Word Form Retain TAC_F_TC Nomination Form_V01.doc TC Nomination form - should we abandon this in favor of the web?

Tcpresentation Powerpoint Reference Retain TAC_R_TC Overview_V01.ppt background information on TCs and what they do

TechAwardsGuidelinesMAY07 GL

PDF Process Delete; incorporate in Charter

Delete Thorough process and procedures for TAC-related Awards

WG Lessons Learned Powerpint Reference Retain TAC_R_WG Lessons Learned_V01.ppt Lessons Learned from GTTC working groups

Workshop Seminar - v4 Word Form Retain TAC_F_Conf Workshop Request Form_V01.ppt

Process description and form for requesting activity or workshop - currently in draft

TC Formation Process Word Process New TAC_P_TC Formation Process DRAFT _D01.doc

Updated process and approval document for TC formation

PC formation Process Word Process New TAC_P_PC Formation Process DRAFT _D01.doc

Updated process and approval document for PC formation

TC Funds Request Form Word Form New TAC_F_TC Funds Request Form_V01.doc

Separated from TC Chair Handbook

TC Annual Report Template

Word Reference Retain ETMG_F_TC Report Template_V01.doc Annual report template for TC chairs (currently only a ETMG document)

Meeting Minutes Template

Word Reference Retain TAC_F_Meeting Minutes Template_V01.doc

Good template for capturing meeting minutes

Current Issue Identification (as of 5/7/10)

16

TC/PC Processes and Procedures Updates and Plan forward

• Next steps Review Draft Charter for issues, errors, or omissions

– Whole team, focus on your area of specialty– Consider document retention plan in context of what is in the charter– Identify inconsistencies, omissions, errors, conflicting direction

Review retained documents– Identify inconsistencies, omissions, errors, conflicting direction– Web-based spreadsheet will be used to collect issues

Volunteers needed to lead changes and updates to each document (next pages)

17

Return to Agenda

Document Lead Volunteers (as of 5/7/10)

18

Document Change Lead Media Document Type Proposed Final Status

10b_NIS_Charter_January07_Proposed

Word Process Delete; part of new TAC Charter

2008 Intro

Word Reference Delete; part of new TAC Charter

AIAA TC ChairTraining Jan 2010.ppt Powerpoint Training Retain

AIAA Value Rev 2 Powerpoint Training Retain

AIAAdirectortrainingJanuary2010 Powerpoint Training Retain

Comp Reg Process Final 040209-staff comments

Word Process Retain

Ethical Standards – TAC 0108 Rev A

Word Process Retain; link to TESS in charter; change name to reflect publication focus

NDATCProposal

PDF Reference Delete in favor of new TC formation Document

Newsletter article template(draft).doc Melanson Word Forms Retain

Nom pkt cover letter Guille Word Reference Retain

Nomination packet Guille Word Process Retain

PC Governing Doc_v2_Part 1

Word Process Retain unique sections; incorporate policy into

charterStarting a new TC

Word Process Delete in favor of new TC

formation Document

Document Lead Volunteers (as of 5/7/10)

19

Document Change Lead Media Document Type Proposed Final Status

Starting a TC_PC

Powerpoint Training Delete in favor of new PC formation Document

TAC Organizational Chart 2009-2010 Guille PDF Control Retain

TAC Position Paper Process 090730 Duerr Word Process Retain

TAC-NIS Reorganization Project_Final_BH NO CHANGES Powerpoint Reference Retain, no changes

TCchrhandbook Melanson Word Process Retain, link to charter

Tcnom Guille Word Form Retain

Tcpresentation Powerpoint Reference Retain

TechAwardsGuidelinesMAY07 GL PDF Process Delete; incorporate in Charter

WG Lessons Learned Melanson Powerpint Reference Retain

Workshop Seminar - v4 Word Form Retain

TC Formation Process Melanson Word Process New

PC formation Process Word Process New

TC Funds Request Form Word Form New

TC Annual Report Template Anderson Word Reference Retain

Meeting Minutes Template Melanson Word Reference Retain

Return to Agenda

20

Structured Programming Education Requirements Study

Return to Agenda

New Business Items

21

TC Newsletter Status – Draft Delivery Concept

22

Welcome to TAC News!Welcome to the inaugural edition of “TAC News”. This new forum will be distributed periodically to provide information and news to the heart of AIAA — it’s technical and program committee members. We hope to highlight important information about the work you are doing in your committees and how that work ties into Technical Activities Committee (TAC) and AIAA as a whole.

We welcome your participation; email your suggestions to Betty Guillie at [email protected].

Thanks,Laura McGillVice PresidentAIAA Technical Activities Committee

In this Issue•TAC Leadership Participates in Workshop on Standards - Members of TAC, TC and PC chairs joined the AIAA Standards Subcommittee to work on ways that TAC and Standards can improve AIAA’s efforts. Read more…•Wonder how conference rates are determined? - Technical Conferences make up a big part of AIAA’s contribution to our industry. They also are a significant part of AIAA overall budget. Ever wonder how conference rates are established? Read more…• Honors and Awards: A big part of your TC Job! – Recognition, in the form of participating in AIAA Honors and Awards, is a key part of your volunteer job. Here are some of the important things to know about AIAA Honors and Awards. Read more…

TC Newsletter Concept highlights

• Emailed “Teaser” to TC/PC members Links to typically one page articles on TAC

sharepoint site– Allows for sharepoint topical searches; becomes a

repository of information over time Three of four articles per issue max Periodic (quarterly, or twice per year??)

– Success will hinge on your willingness to continually participate

23

TC Newsletter Status – Draft Article Format

24

TAC Newsletter Status

• Proposed Launch Articles Workshop – Arrington Author (complete, may need status update) AIAA Strategic Plan Update TAC Annual Report Summary

• Name…Ideas thus far? TACt. the atTACk TACless TACky See AtTAChments TACometer

25


• Articles Ideas Honors and Awards

– Focus on the importance, need for good pool and regimented process, not for current members

Conference rates– Summary of Riley information

Conference exhibits and the future– Communicate the need to grow and improve…– Possible consolidation of like conferences?

TAC funds TAC organization and how it can help TCs/PCs PCs, what are they and how to best integrate across TCs How to increase the value of TC participation to your company

26


• More Articles Ideas????

27

Return to Agenda

TC Membership Categories and Membership Numbers Issues

May 2010

29

Issues on the Table

• There are a few related issues relative to TC membership that have been raised over the past few months.

• In general, the issues fall into two areas:1. Overall size of the TCs in terms of membership.

2. TC membership categories. Recognized categories:

» Associate» International

Ad hoc categories:» Emeritus Members

30

Issues on the Table

• TC size really brought to a head by GNC: Total membership of 80 per their annual report.

• Emeritus status members was already being investigated by Basil’s group (Nancy Andersen action). No definition of Emeritus category. No rules relative to term length or number of

Emeritus members.• What is the impact on AIAA and conference settings?

Cost of dinners. Size of meeting rooms.

31

TC Membership Totals

• Is there a general problem, or just a couple TCs that are really pushing the envelop?

• 2009 membership statistics from Betty for 70 TCs. Data includes number of Members, Associate

members and International members. No Emeritus member data.

32

Membership Statistics - 2009

• Data from 70 TCs:Members Associate International Total

Sum 2005 128 285 2418Average TC 29 2 4 35

• TCs with over 35 Members: 15• TCs with over 45 Members: 1• TCs with under 30 Members: 34• 55 TCs have International members.

• Average of 5 International Members for these TCs.• 34 TCs have Associate members.

• Average of 4 Associate Members for these TCs

33


• GNC is the leader for Members (50), Associate (17) and Total Membership (80) and near the top for International (13).

• Two other TCs have 40 or more Members: Space Transportation (41) Thermophysics (40)

• Five TCs have a Total membership of 50 or more: GNC (80) Electric Propulsion (55) Adaptive Structures (52) Fluid Dynamics (51) Propellants & Combustion (51)

34


0

2

4

6

8

10

12

14

16

18

Num

ber o

f TCs

Regular Members

Members

35


0

2

4

6

8

10

12

14

Num

ber o

f TCs

Total Membership Bins

Total Membership

36

• Proposal to address issues: Develop guidelines for TC membership (in addition to

the 35 Member limit). Work with the offending TC and those on the verge to

get their membership numbers in order. General training for all TCs on new guidelines.

Actions to address TC membership totals

37

• Establish a Total Membership limit of 50 per TC. This will include all categories (Members, Associate,

International and Emeritus…and anything else).• However, keep the 35 Member limit in place.

This gives each TC at least 15 additional membership slots for the other categories.

Otherwise, a TC could just load up on Members and not go after Associate or International members.

Membership Guidelines - Proposal

38

• Used by several TCs, some formally, while others are more informal.

• Some examples of uses for Emeritus members: Recent past chair (mentoring of new officers, etc.). Awards nomination board. Conference support.

• Guidelines for Member Emeritus: Most have a specific purpose (defined goals and objectives). Should have a defined term (not “member for life”). Not intended to keep folks around just for the sake of keeping

them around; we want turnover on the TCs and production from the membership.

– Document processes, rather than rely on Yoda.

Member Emeritus

39

• Leave details up to the discretion of each TC.• However, TC must define roles and responsibilities for

Emeritus members.• Must also have a defined term (1 to 3 years, say).• Proposal to be reviewed by Deputy Directors and

approved by group Director.

Emeritus Member Guidelines

Return to Agenda

Back-up Charts

41


0

5

10

15

20

25

30

35

40

0 1 2-5 6-10 11-15 over 15

Num

ber o

f TCs

Bins of Assoc & Internat'l Members

Associate

Internat'l

42

• Term limits for International members? (match Members). May impact ability for International members to attend a

conference (TC membership provides impetus for funding). • Term limits for Associate members? (probably not

needed).

Other points to consider/address….

Return to Agenda

Comparison of AIAA and ASME Fellows Process (DRAFT)

Jim KeenanDeputy Director, Flight SciencesAerospace Sciences Group

45

Background

• ASG approached about differences between AIAA and ASME Fellows process

• Determine the following: limitation on the number of members allowed for

promotion to Fellow breakdown of Fellows per year (PhD, MS, BS, Other) current requirements/qualifications for becoming

Fellows of each organization

Points of Contact

46

Carol Stewart, MBAManager, Honors and AwardsAIAA1801 Alexander Bell Drive, Suite 500, Reston, VA 20191-4344703.264.7623 (phone) 703.264.7551 (fax)[email protected]

Leila PersaudManager, Honors and FellowsASME Three Park AvenueNew York, NY 10016-5990Tel: (212) 591-7071Fax: (212) [email protected]

Cathy MervynCoordinator, Honors & FellowsASMEThree Park AvenueNew York, NY [email protected]

Limitation on number of Fellows

• AIAA Requires Fellows to be Associate Fellows prior

which takes minimum of 12 years bylaw wording is “one Fellow for every 1000 voting

members may be elected annually.”

• ASME 10 years of active practice and ASME membership No set limit on number of members who can be

promoted to Fellow47

Summary of Fellow Information

48

AIAA ASMETotal Membership ~30,000 ~127,000Required years before applying for Fellow

12 years required to become Associate Fellow

10 years ASME membership10 years active practice

Required rank prior to becoming a Fellow

Associate Fellow N/A

% of members who can be promoted

0.1% N/A

Maximum number per year based on membership

30 No upper limit

Number of Fellows by year2009 30 1232008 30* 752007 30* 1402006 30* 1352005 30* 1252004 30* 1352003 30* 1002002 30* 1282001 30* 942000 30* 1081999 30* 77

*assumed based on total membership

Over the last 11 years, the number of ASME Fellows has ranged from 75 (0.06%) to 140 (0.11%). The average number of Fellows from that time span is 112 per year which is approximately 0.088% of the total ASME membership. AIAA is set at 0.1% of total voting members.

Breakdown of Fellows by degree & year

• AIAA is unable to break down its Fellows by degree

• ASME does track the number of Fellows and degrees doctorate degrees (PhD or ScD) range from 73% to

90% over the last 11 years

49

Current requirements/qualifications

• AIAA: “individuals of distinction in aeronautics or astronautics who have made notable valuable contributions to the aerospace arts, sciences, or technologies.”

• ASME: “have been responsible for significant engineering achievements.” appears to have a broader scope through the use of “Qualification

Categories” (back-up material) includes members outside of technical research who focus on engineering

including education, professional leadership, codes & standards, and engineer/statesmen.

50

Current requirements/qualifications

• Examination of AIAA peer review evaluations form Quality of endorsements is redundant based on the other

evaluation criteria Weakness in the AIAA evaluation process for service to the

profession (elected officials can receive more points than long serving individuals)

“service to profession” double-dips by recognizing publishing papers which is also accounted in the Technical evaluation

Management is only considered important by the AIAA if the manager is a program manager or a full professor. Equates full profess to a program manager.

51

Conclusions

• AIAA and ASME have similar basic requirements for Fellow• Similar percentages of members who become Fellow• Slight difference in length of time required to nominate• Major shortcomings for AIAA

No explicit emphasis is placed on leadership or innovation in education, standards development, or statesmanship

Apparent requirement/reliance on networking to achieve Fellow status (election/quality of endorsements)

Bias of AIAA toward research, academic positions, elections, and open publications limits the pool of possible Fellows

52

Recommendations

AIAA should: 1. Develop a “Qualification Category” to aid nominations and

evaluations 2. Eliminate overlap between topic areas (technical vs. “service to

the profession”)3. Clarify broad terms (e.g. Program Manager, Well Known for Cost

Effective Management)4. Eliminate or reduce the reliance on “quality of endorsements”5. Determine other metrics for service to the profession

53

Return to Agenda

BACK-UP MATERIAL

54

Qualifications for AIAA Fellow

55

http://www.aiaa.org/content.cfm?pageid=183 (4/22/2010) FellowIndividuals of distinction in aeronautics or astronautics who have made notable valuable contributions to the aerospace arts, sciences, or technologies. Nominees must be Associate Fellows. Five AIAA member references (of specific AIAA member grades) are required. Nomination forms are due by 15 June; references are due by 15 July.

Qualifications for AIAA Fellow

56

https://www.aiaa.org/pdf/membership/fellowupgrade.pdf (4/22/2010)

Qualifications for ASME Fellow

57

http://www.asme.org/Governance/Honors/Fellows/Fellows.cfm (4/22/2010)

FELLOW QUALIFICATIONS: At the time of advancement from member grade, a Fellow shall be a corporate member of the Society, have been responsible for significant engineering achievements, and shall have had:

•A Fellow, one who has attained a membership grade of distinction, at the time of advancement shall be a corporate member of the Society, shall have been responsible for significant engineering achievements, and shall have not less than 10 years of active practice and 10 years of continuous corporate membership in ASME.

Qualifications for ASME Fellow

• Qualification Categories Design Engineering Product Application Research & Development Education Project Management Industrial Leadership/Management Leadership in the Engineering Profession Codes & Standards Engineer/Statesmanhttp://www.asme.org/Governance/Honors/Fellows/Qualification_Categories.cfm (4/22/2010)

58

Return to Agenda

new initiatives subcommittee meeting

Documents

workshop status2011

previous version

tac usepossible webbased

tac leadership

tac exec

descriptive file

current draft

draft numberv