Submission Procedures for IM support

Here are the Submission Procedures for Requesting Support of Product-oriented Working Groups, Training Workshops, IM Travel, and IM Buy-out as of October 6, 2010.  These have been distilled from the LNO operational plan and proposals.  In some cases the operational steps have been simplified to reduce paperwork bottlenecks but all aspects of the bi-directional communication in the approved plan remain. In one case operational steps that were combined have been separated for greater clarity.  It is expected that these procedures may change through time as the LTER community works through the process.

Product Oriented Working Groups

The LNO will support two product oriented working groups each year to address critical IM issues related to participating in the NIS.  Product-oriented working groups may also contribute to the development of IM approaches or best practices documents.  Requests for product-oriented working group activities will have a  target submission date of November 1 for activities to be completed in the following calendar year.  Requests will be no more than two single spaced pages of explanatory text and 1 single-spaced page of budget justification.  Reques for support are limited to support for meeting logistics, travel, and lodging.  Information managers may discuss proposal ideas in advance with CIO to determine relevance to NIS priorities.

 

Operational Steps:

1.  In general information managers will develop working group requests during and immediately after the annual IMC meeting.

2. CIO will receive requests coordinated through IMExec or from individuals.  CIO will evaluate requests for alignment with NISAC requests and may request NISAC feedback and IMEXEC feedback in the case of any individual requests.  The CIO may ask for clarification or modifications to the working group requests to align results with priorities and meet budget requirements.

3.  CIO will notify working group leaders and IMExec about support decisions.

4.  Working group leaders will complete LNO Meeting Request Form and arrange logistics with LNO core services.

5. Working groups will provide a progress report to LNO by March 1 of the following year to be used in informing NISAC.

6. In general, working groups will  complete  work prior to the IMC meeting of the calendar year following the proposal submission and provide a final report within 1 month of completion.

 

Milestones (targets):

  • Requests received at LNO by CIO November 1.
  • CIO evaluates requests and notifies organizers by December 1.
  • Progress report to LNO March 1.
  • Work completed before the next IMC meeting.
  • Meeting organizers provide report to LNO within one month of completion and prior to November 1 of the following year.

 

Training Workshops

 

The LNO will provide or coordinate up to two  3-5 day training sessions per year for LTER scientists and information specialists in support of Network science and CI development.  As part of this exercise, the LNO will coordinate workshop planning and training activities, cover participant support costs, capture and stream lectures and demos, and produce formative and summative evaluations.  Should training funds accumulate over time because of cancellations or other reasons, the Executive Director may schedule additional training activites that year. In that case, he will select the request ranked next in priority by the Executive Board.

 

Operational Steps:


1. The Executive Director prepares an annual call for training requestsl from scientists, information managers, technical staff, and students, to be submitted simultaneously with annual calls for research working groups.

2. Interested groups will submit short descriptions of proposed training activities to the LNO, where they will be evaluated for practicality, breadth of interest, availability of appropriate trainers, relevance to LTER goals, and cost.

3. The Executive Director will present the proposed training activities to the EB along with results of the LNO evaluation and recommendations on funding.

4. The EB will determine which proposed activities will be funded.

5. The Executive Director will inform the LTER Network of the decision of the EB and open enrollment for the highest priority training activity. Sites will be allowed to nominate one trainee per year. If space remains after enrollment is closed, sites will be allowed to nominate a second trainee up to a total enrollment of 26. If the number of nominations exceeds the spaces available, trainees will be chosen by lot.

6. The training proposal leaders will work with LNO staff to recruit trainers and set the dates and location of the training. In most cases, the training will take place in Albuquerque, New Mexico, except when an alternate training facility specializing in the training topic is available.  Trainers will be responsible for the content of the training.

7. The LNO will organize and pay for travel and lodging for the workshop.

8. The LNO Systems Analyst will prepare the training laboratory for the workshop and be responsible for assisting the trainers during the workshop.

9. The LNO Systems Analyst will stream/record the training workshop and archive those recordings along with any audiovisual or written materials used in the training. The Systems Analyst will make these materials available to LTER scientists and information managers.

10. Formative and summative evaluations of the training will be completed by workshop attendees, and reviewed by the Executive Director.

 

Milestones:

  • Requests received on annual target date.
  • Executive Board decision.
  • Training held.
  • Evaluation done.

 

Information Manager Travel

 

The LNO will support working visits to the LNO or other sites by one or two site information managers per year to address critical IM issues related to participating in the NIS. Visiting information managers will develop and implement solutions for specific IM challenges affecting the Network including addressing the need for standard specifications for data format, metadata content, quality assurance/quality control (QA/QC), and exchange protocols.  Requests for IM travel will have a  target submission date of November 1 for travel to be completed in the following calendar year.  Requests will be no more than two single spaced pages of explanatory text.  Information Managers may discuss proposal ideas in advance with the CIO to determine relevance to NIS priorities.

 

Operational Steps:

 

1. In general information managers will develop travel requests during and immediately after the annual IMC meeting.

2. CIO will receive requests coordinated through IMExec or from individuals.  CIO will evaluate requests for alignment with NISAC requests and may request NISAC feedback and IMEXEC feedback in the case of any individual requests.

3.  CIO will notify individuals and IMExec about support decisions.

4.  Travellers will  arrange logistics with LNO core services.

5. Travelers  will provide a progress report to LNO by March 1 of the following year to be used in informing NISAC.

6. In general, individuals will  complete travel prior to the IMC meeting of the calendar year following the request submission and provide a final report within 1 month of completion or by November 1.

 

Milestones:

 

  • Requests received at LNO by CIO November 1.
  • CIO evaluates requests and notifies travellers by December 1.
  • Travellers submit progress report to LNO March 1.
  • Work completed before the next IMC meeting. 
  • Travelling individuals provide report to LNO within one month of completion.

 

Information Manager buy-out Support

 

The LNO will provide compensation for sites whose information managers dedicate time to NIS activities.  The LNO may support the equivalent of 1 month of salary for up to two information managers per year to contribute to NIS development activities.  Requests for IM support will have a  target submission date of November 1 for work to be completed in the following calendar year.  requests from sites  will contain a statement of work of no more than two single spaced pages and a 1-page budget justification.  Information Managers must discuss proposal ideas in advance with the CIO to determine relevance to NIS priorities. Buy-out requests may be combined with IM travel requests.

 

Operational Steps:

 

1. Every year information managers will develop requests in coordination with their site management, IMC, and CIO.  In general this will be done during and immediately after the annual IMC meeting.

2. CIO will receive requests from the site LPI of the participating Information Manager coordinated through IMExec.  CIO will evaluate requests for alignment with NIS priorities and may request NISAC feedback and IMEXEC feedback as necessary.

3.  CIO will notify the IM, LPI,  and IMExec about support decisions.

4.  CIO will establish a project tracking template for the work.

5. IM will provide monthly progress report to the LNO.

6. In general, individuals will  complete work prior to the IMC meeting of the calendar year following the proposal submission and provide a final report within 1 month of completion.

7. Site management will invoice the LNO as described in the statement of work.

 

Milestones:

 

  • Requests received at LNO by CIO November 1.
  • CIO evaluates requests and provides notification and a statement of work (SOW) by December 1.
  • Individuals submit progress report at the first of each month.
  • Work completed before the next IMC meeting.
  • Individuals provide final report to LNO within one month of completion.
  • Site invoices LNO for completed SOW.
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