NIS Report to TAC AIAA SciTech 2016 Jeff Laube – NIS Chair 06 January 2016

NIS Report to TACAIAA SciTech 2016

Jeff Laube – NIS Chair06 January 2016

Agenda for NIS Meeting

• Greetings/Introductions • TAC Newsletter Status - Peter Hartwich/Rob Vermeland• NIS Action Items

AV Guidelines for TC/PC/TAC meetings – Jeff Laube Guidelines and Forms for TC/PC Fundraising

– Sophia Bright Student/Retiree Registration Fee

– Jeff Laube /Megan Scheidt• Old/New Business • Wrap-up/Adjournment

2

Attendees to 01/05/2016 NIS Meeting

• Jeff Laube• Tom Butash – T• David Dress • Rick Mange• Sophia Bright• Robbie Robertson• Peggy Hayes• David McGrath• Steve Risse• Tom McLaughlin• Jimmy Kenyon• Jeff Puschell

• Megan Scheidt*• Joaquin Castro• David Maroney• Masoud Rais-Rohani• John Schmisseur• Mitch Ingham• Rob Vermeland• Terry Morris• Abdi Khodadoust• Tom Mensa - T• Betty Guillie*• Norm Wereley

3T - Teleconference* AIAA Staff** Visitor/Alumni

Topics for Next Newsletter

• Message from Our VP, TAC [Riley]• Message from Our Director, Programs & Products

[Scheidt]• Betty’s Corner• Spotlight on Region 5• Article(s) on Proposed Governance/Constitution Changes

with links to more info [AIAA Staff]• Article/Reminder on CVD [Castro]• All Inputs due in by March 1

4

Action Item #1 Conference Meeting (TC/PC/Etc) Teleconnectivity• How do we affordably equip our meetings with the

telecommunications capability appropriate for each meeting’s goals?

• Everywhere in industry, teleconferencing is encouraged. TC’s are moving out on their own without TAC guidance Virtual attendance at Forum meetings, webcams, audio, etc.

• Possible NIS task to conduct a study of meeting connectivity requirements, Review TC best practices and hardware/software configurations, Recommend an affordable tiered standard for TAC meetings.

5

TCs are Dealing with the Issue

• Due to travel restrictions and other factors, it is challenging for some TC/PC members to attend in-person conference committee meetings

• Hotel teleconferencing equipment rental is very expensive ($300+ before line costs)

• Several TCs (and NIS) have set up telecons via personal or company resources and/or available commercial options (See next page for a Google list of options) Utilizing personal smartphones and either built in speakers or

commercially available Bluetooth devices

6

Google of Free Teleconference Sites

7

Path Forward

• Selecting a single configuration is challenging New products/apps/tools are available all the time

• Can provide an example set of products Apple iPhone (or other smartphone) Crasher Bluetooth wireless stereo speaker Numerous Teleconference Sites

• Suggestions for going forward?

8

Action Item #2TAC Policy for TC FundraisingBackground: •TAC does not have a formal policy for TC/PCs raising money. Many organizations are being asked to fund multiple AIAA activities.

Should we have a TAC policy? What is the right way to ask for funds?

•Currently there are limited ways committees can raise money Holding workshops and receiving $10.00 per registrant Instructors of short courses donating their honorarium to the committee.

•Guidelines and/or process needed. •Student receptions - committees are going to companies for funds but also asking for AIAA to write letters to those companies. How many committees are fundraising? We need checks and balances. •It was suggested to create a short document (based on the TAC funding document) that committees can complete and return to their Director/PCC for approval. Once approved, the form can be sent to AIAA HQs so we have a record of the fundraising activities within the committees.

9

Related NIS Action Item

• NIS will create a form for TC/PC Fundraising similar to the TAC Funding request form, which provides some do's and don'ts along with a form that lists the fundraising activity, amount, and company for Director/PCC signature.

• Current TAC Funding Request Form – Basic Structure

» Descriptions of Funding Sources» Basic do’s and don’ts» Template

Solicited suggestions and recommendations from NIS at-large 10

Basic Recommendation and Next Steps

• Basic Recommendation Create a decision tree for funding sources that are available to TCs (e.g. TAC Operating

Funds, Corporate, etc.)– The decision tree should delineate the type of activity constitutes what type of funding (e.g. Corporate for

major initiatives and TAC Operating for promotional shirts, etc.)– The tree would also provide some guidance for the type of funding

Create a new template specific for Corporate Sponsorship based on the decision tree criteria Delineate levels of funding that would determine what level of approval would be needed

– One level might only require TAC leadership approval– Another level might require both TAC leadership approval and approval/vetting via Corporate Sponsor

Member A compiled list of Corporate Sponsors and if they have already sponsored specific initiatives

– This list would only be available to the TAC leadership to help with the evaluation process– This could also help to determine how to word the business case for the request

• Next Steps Review Regional/Local Section process for Corporate Sponsorship Develop decision tree and template for Corporate funding request Provide decision tree and template for approval to TAC during June 2016 F2F Meeting

11

Form – Page 1: TAC/TC/PC Funding• Operating funds are set aside for Technical and Program Committees to use to fund special projects. Requests may be made

at any time, and need to be used by the end of the fiscal year. Allotments are made on a first-come, first-served basis at the discretion of the Directors/Program Committee Coordinator (PCC) and the Vice President-Technical. Funds not allocated by the end of the fiscal year will revert to the general operating fund – they may not be cached to use at a later time.

• There are several types of funding: Technical Committee Funding from Directors

Each Technical Director is given a specific allotment of funds. TCs apply to the Technical Director for funding (request form is below). If the Technical Director approves the request, he or she sends it to headquarters for fulfillment. The money will be held for the TC at AIAA headquarters until reimbursement or payment is made. The money is not placed in the individual TC account.The Directors may fund all or only part of a request, at their discretion.

Program Committee Funding from Program CoordinatorProgram Committee Chairs may submit a request to the Program Coordinator to apply for funding. If the Program Committee Coordinator approves the request, he or she sends it to headquarters for fulfillment. The money will be held for the PC at AIAA headquarters until reimbursement or payment is made. The money is not placed in the individual PC account.

Vice President-Technical FundsThese funds may be used after the Technical Director has allocated all of the funds for his or her technical group. Requests must go through the Technical Director to the VP-Technical and the VP sends an approval form to the Staff Liaison for fulfillment. The Vice President may elect to fund all or only part of the request. The same process should be followed if the Program Committees are interested in applying for these funds.

• EligibilityAny TC/PC is eligible to apply for these funds, regardless of whether or not it has other sources of funding or whether or not it has other funds on hand. However, any committee applying must have an up-to-date roster on file with AIAA staff.

• Final Review

A final review will be done by the AIAA Staff Liaison for Technical Activities to ensure that the request does not violate any AIAA rule or procedure that may be unknown to the TCs or Directors. 12

Form – Page 2: Hints on Obtaining Funding

• Requests will generally be approved if: It is an event that supports/promotes:

– The mission of the committee– Aviation/aerospace in general – Student-committee interaction – Student-industry interaction

It is an outreach aligned with the Strategic Plan/Vision. It is an enhancement/improvement to an activity or event that requires

funding beyond what is budgeted for that year

• Requests will be turned down if: The funding is of personal benefit to any member or close relative of a

member of the committee Any activity that would violate the AIAA Code of Ethics Funding requests for capital equipment (computers, projectors, etc.) Funding requests for travel reimbursement will not be considered

13

Form – Page 3: Template

14

Background

• Following discussion during September 2015 TAC meeting, staff has revisited the retired rate

• This update includes: Historical trends for retiree attendance Notes about evolving budget process Proposed rate options for consideration

15

Retiree vs. Full Paid Attendance

• Notes Retiree attendance has generally trended the same as full paid

attendance We assume that some consultants register at the retired rate; it

is difficult to track this

16

2011 2012 2013 2014 2015 2016 (12/29)Full paid attendees 8644 7840 4898 4624 4992 2056

Total attendees 11,791 11,299 7484 7607 7976 3525

Retired attendees 223 230 187 124 139 44 (34 in 2015)

Percent Total 1.9 2.0 2.5 1.6 1.7 1.2

Forum Budget Process

• Continues to evolve with transition to forums• Budget cycle challenging:

FY14: New approach to consolidated event budget with forums

Budgets developed for next year when we know results from SciTech only

We continue to refine how we project attendance, costs, pricing

Need to ensure all rates cover costs and find parity between all full paid registrants

17

Pricing for Retired Rate

• Pre-forums: $60 (same rate as students; included all catered events

but did not include proceedings; rate subsidized by TAC annually)

• Starting in 2014: $350 (included catered events except awards luncheon

but no proceedings)– Price derived from incremental costs and portion of other fixed

costs– Retired rate standard across forums even through incremental

costs different across forums (based on costs from venue)

18

Proposed Options for Retired Rate

Price IncludesBase Rate $65 Access to sessions and exhibit, internet,

final program, coffee*

Full Rate ~$300-350** Base plus catered events and proceedings

19

• Notes*With base rate, retired attendees can purchase catered events and proceedings at published ticket prices**Specific price to be a weighted average for forums determined each year

Old/New Business

• Sophia suggested that from the ETM meeting today there are a couple topics actions we might consider: Aerospace Impact Initiative – SATTC is looking for inputs Support of Comic-con… Potential Tie into the TAC Funding Policy

discussion

• Discussion on impact of Constitution and Governance changes Need to understand what is changing, what is remaining in the

Constitution How will New Governance approach be approved? Many other issues…

20

21

Back-Up Materials

22

Khodadoust

New Initiatives Subcommittee MeetingAIAA SciTech 2016 with Comments In Blue

Jeff Laube – Chair05 January 2016

Agenda





24

Attendees to 01/05/2016 NIS Meeting

• Jeff Laube• Tom Butash – T• David Dress • Rick Mange• Sophia Bright• Robbie Robertson• Peggy Hayes• David McGrath• Steve Risse• Tom McLaughlin• Jimmy Kenyon• Jeff Puschell

• Megan Scheidt*• Joaquin Castro• David Maroney• Masoud Rais-Rohani• John Schmisseur• Mitch Ingham• Rob Vermeland• Terry Morris• Abdi Khodadoust• Tom Mensa - T• Betty Guillie*• Norm Wereley

25T - Teleconference* AIAA Staff** Visitor/Alumni

Agenda





26

Topics for Next Newsletter

• Message from Our VP, TAC [Riley]• Message from Our Director, Programs & Products

[Scheidt]• Betty’s Corner• Spotlight on Region 5• Article(s) on Proposed Governance/Constitution Changes

with links to more info [AIAA Staff]• Article/Reminder on CVD [Castro]• All Inputs due in by March 1

27

Agenda





28

Agenda





29

Conference Meeting (TC/PC/Etc) Teleconnectivity

• How do we affordably equip our meetings with the telecommunications capability appropriate for each meeting’s goals?

• Everywhere in industry, teleconferencing is encouraged. TC’s are moving out on their own without TAC guidance Virtual attendance at Forum meetings, webcams, audio, etc.

• Possible NIS task to conduct a study of meeting connectivity requirements, Review TC best practices and hardware/software configurations, Recommend an affordable tiered standard for TAC meetings.

30

TCs are Dealing with the Issue

• Due to travel restrictions and other factors, it is challenging for TC/PC members to attend in-person conference committee meetings

• Hotel teleconferencing equipment rental is very expensive ($300+ before line costs)

• Several TCs (and NIS) have set up telecons via personal or company resources and/or available commercial options (See next page for a Google list of options) Utilizing personal smartphones and either built in speakers or

commercially available Bluetooth devices

31

Google of Free Teleconference Sites

32

Path Forward

• Selecting a single configuration is challenging New products/apps/tools are available all the time

• Can provide an example set of products Apple iPhone (or other smartphone) Crasher Bluetooth wireless stereo speaker Numerous Teleconference Sites

• Suggestions for going forward?

33

Agenda





34

TAC Policy for TC Fundraising

Background: •TAC does not have a formal policy for TC/PCs raising money. Many organizations are being asked to fund multiple AIAA activities.

Should we have a TAC policy? What is the right way to ask for funds?

•Currently there are limited ways committees can raise money Holding workshops and receiving $10.00 per registrant Instructors of short courses donating their honorarium to the committee.

•Guidelines and/or process needed. •Student receptions - committees are going to companies for funds but also asking for AIAA to write letters to those companies. How many committees are fundraising? We need checks and balances. •It was suggested to create a short document (based on the TAC funding document) that committees can complete and return to their Director/PCC for approval. Once approved, the form can be sent to AIAA HQs so we have a record of the fundraising activities within the committees.

35

Related NIS Action Item

• NIS will create a form for TC/PC Fundraising similar to the TAC Funding request form, which provides some do's and don'ts along with a form that lists the fundraising activity, amount, and company for Director/PCC signature.

• Current TAC Funding Request Form – Basic Structure

» Descriptions of Funding Sources» Basic do’s and don’ts» Template

Solicited suggestions and recommendations from NIS at-large 36

Potential Recommendations and Comments

• Keep the current form structure, but add the following: Another category of funding type to the initial page Requested source field on the template to denote what Corporate Sponsors are

being solicited• Delineate what types of activities are allowed for TAC Operating Funds vs Corporate

Sponsorship TAC Operating Funds for Internal Purposes (e.g. promotional shirts, banners, etc.)

and for major initiatives (e.g. workshops, competitions, etc.) Corporate Sponsors would only be solicited for the major initiatives

• Delineate levels of funding needs that would determine the level of approval or oversight Smaller requests could be managed within the TC but larger requests would need

to be approved by TAC• Have a list of current Corporate Sponsors and the types of initiatives they have already

sponsored We may not need the amounts/donations but at least raising the awareness if this

is a duplicate type of request. This could also help to determine how to word the business case for the request The requests could be approved by TAC and then sent on to the Corporate

Sponsor Liaisons to work the final approval by the sponsors37

Form – Page 1: TAC/TC/PC Funding• Operating funds are set aside for Technical and Program Committees to use to fund special projects. Requests may be made

at any time, and need to be used by the end of the fiscal year. Allotments are made on a first-come, first-served basis at the discretion of the Directors/Program Committee Coordinator (PCC) and the Vice President-Technical. Funds not allocated by the end of the fiscal year will revert to the general operating fund – they may not be cached to use at a later time.

• There are several types of funding: Technical Committee Funding from Directors

Each Technical Director is given a specific allotment of funds. TCs apply to the Technical Director for funding (request form is below). If the Technical Director approves the request, he or she sends it to headquarters for fulfillment. The money will be held for the TC at AIAA headquarters until reimbursement or payment is made. The money is not placed in the individual TC account.The Directors may fund all or only part of a request, at their discretion.

Program Committee Funding from Program CoordinatorProgram Committee Chairs may submit a request to the Program Coordinator to apply for funding. If the Program Committee Coordinator approves the request, he or she sends it to headquarters for fulfillment. The money will be held for the PC at AIAA headquarters until reimbursement or payment is made. The money is not placed in the individual PC account.

Vice President-Technical FundsThese funds may be used after the Technical Director has allocated all of the funds for his or her technical group. Requests must go through the Technical Director to the VP-Technical and the VP sends an approval form to the Staff Liaison for fulfillment. The Vice President may elect to fund all or only part of the request. The same process should be followed if the Program Committees are interested in applying for these funds.

• EligibilityAny TC/PC is eligible to apply for these funds, regardless of whether or not it has other sources of funding or whether or not it has other funds on hand. However, any committee applying must have an up-to-date roster on file with AIAA staff.

• Final Review

A final review will be done by the AIAA Staff Liaison for Technical Activities to ensure that the request does not violate any AIAA rule or procedure that may be unknown to the TCs or Directors. 38

Form – Page 2: Hints on Obtaining Funding

• Requests will generally be approved if: It is an event that supports/promotes:

– The mission of the committee– Aviation/aerospace in general – Student-committee interaction – Student-industry interaction

It is an outreach aligned with the Strategic Plan/Vision. It is an enhancement/improvement to an activity or event that requires

funding beyond what is budgeted for that year

• Requests will be turned down if: The funding is of personal benefit to any member or close relative of a

member of the committee Any activity that would violate the AIAA Code of Ethics Funding requests for capital equipment (computers, projectors, etc.) Funding requests for travel reimbursement will not be considered

39

Form – Page 3: Template

40

Agenda





41

Background

• Following discussion during September 2015 TAC meeting, staff has revisited the retired rate

• This update includes: Historical trends for retiree attendance Notes about evolving budget process Proposed rate options for consideration

42

Retiree vs. Full Paid Attendance

• Notes Retiree attendance has generally trended the same as full paid

attendance We assume that some consultants register at the retired rate; it

is difficult to track this

43

2011 2012 2013 2014 2015 2016 (12/29)Full paid attendees 8644 7840 4898 4624 4992 2056

Total attendees 11,791 11,299 7484 7607 7976 3525

Retired attendees 223 230 187 124 139 44 (34 in 2015)

Percent Total 1.9 2.0 2.5 1.6 1.7 1.2

Forum Budget Process

• Continues to evolve with transition to forums• Budget cycle challenging:

FY14: New approach to consolidated event budget with forums

Budgets developed for next year when we know results from SciTech only

We continue to refine how we project attendance, costs, pricing

Need to ensure all rates cover costs and find parity between all full paid registrants

44

Pricing for Retired Rate

• Pre-forums: $60 (same rate as students; included all catered events

but did not include proceedings; rate subsidized by TAC annually)

• Starting in 2014: $350 (included catered events except awards luncheon

but no proceedings)– Price derived from incremental costs and portion of other fixed

costs– Retired rate standard across forums even through incremental

costs different across forums (based on costs from venue)

45

Proposed Options for Retired Rate

Price IncludesBase Rate $65 Access to sessions and exhibit, internet,

final program, coffee*

Full Rate ~$300-350** Base plus catered events and proceedings

46

• Notes*With base rate, retired attendees can purchase catered events and proceedings at published ticket prices**Specific price to be a weighted average for forums determined each year

Agenda



– Sophia Bright Retiree Registration Fee


47

Old/New Business

• From Sophia - Also at the ETM meeting today here are a couple more topics we might consider: Aerospace Impact Initiative – SATTC is looking for

inputs (see email I will forward to you) Support of Comicon…might tie a little into the TAC

Funding Policy discussion– Tuscon AIAA – Michelle Rouch

48

Agenda





49

Wrap-Up

• Next in-person meeting will be at Aviation 2016 Week of June 13-17 in Washington DC Annual Meeting and Gala will also occur that week

• Next telecon Wednesday, February 10

• Adjournment

50

Possible Topics

• Also at the ETM meeting today here are a couple more topics we might consider: Aerospace Impact Initiative – SATTC is looking for

inputs (see email I will forward to you) Support of Comicon…might tie a little into the TAC

Funding Policy discussion– Tuscon AIAA – Michelle Rouch

51

52

Documents

NIS Report to TAC AIAA SciTech 2016 Jeff Laube – NIS Chair 06 January 2016