Agenda

Workshop content is being planned by the 2019 Large Facilities Workshop Working Group, which is composed of select National Science Foundation staff and volunteers from the Large Facilities community. Below is a sampling of sessions under development.

If you have questions or recommendations for program content, please email us at: lfworkshop@nsf.gov.

Sample of Sessions Under Development for the 2019 Workshop

An Update on the LFM and Other Major Facilities Related Policy
The updated “Large Facilities Manual (LFM)” under the new title “Major Facilities Guide (MFG) is scheduled to be in effect in Fall 2019.  This revision adds a section for guidance on mid-scale research infrastructure projects; updates sections related to NSF policy on research infrastructure, roles and responsibilities for NSF staff, divestment stage, earned value management, cybersecurity, and property management; and clarifies cost estimating requirements, the construction stage total project costs including NSF policy on contingency and reporting requirements.   This session will be a brief presentation the changes and give participants the opportunity to ask questions regarding these changes.

Applying the Learning Culture Concept to NSF’s Major Facilities Knowledge Management Program
This session will be conducted in two parts.  The first part will be to develop an understanding of how the NSF Major Facilities Knowledge Management Program functions and the interfaces between NSF and Facilities.  As a follow-on to last year’s Knowledge Management session, participants in small groups will identify techniques for discovery of best practices and lessons learned within their organization to cultivate the NSF Major Facilities Knowledge Management Program. Each group will share key outcomes of their discussions.

Branding, Communications & EPO – the Feedback Loop
This “Report-out” session will identify: needs that have been uncovered; actions that can be taken; options to measure the effectiveness of actions and feeding results into further improvement; and how to share those results at LFW 2020.

Bridging the Communications Gap for Key Stakeholders
This session will include: (1) NSF metrics on the impact of the 2018 NSF Brand Guide, plus feedback from facilities on the impact; (2) Social Media: NSF insights on success of various hashtags e.g., NSFScience on Twitter, aligning social media activities with and across the facilities. Also hear SM success stories from facilities and how NSF can leverage those successes. A take-away will be consensus on ideas to try and report back on in 2020; and (3) a Brainstorm on other areas of interest to promote and increase awareness of the “NSFness” of facilities. One example would be naming and renaming practices, successes and challenges.

Business System Reviews – Updates and Practices
This session will provide an overview of the revised Business Systems Guide.  Then participants will engage in small group activities to identify experiences and challenges with applying the BSR framework to support the organizational operations, management, and monitoring of Major Facility awards.

Cradle to EPO – the Diversification Challenge
Small Unstructured Groups will address questions on: (a) Student program to increase underrepresented populations in STEM Careers. What can other facilities apply from this experience and what pitfalls should be avoided?; (b) Designing EPO for diversified audiences – shared experiences and best practices; (c) Increasing EPO collaboration across large facilities – what work can cut across domains to leverage resources, learn from each other and expand impact?

Enterprise Risk Management of Large Facility Projects
Large facility projects are exposed to a shifting variety of risks throughout their lifecycles – performance, regulatory, budgetary, research, contracting and political, among others. Key pre-requisites to the effective management of such risks is understanding them and characterizing them. This characterization can be qualitative and it can be quantitative, but what it must always be in order to meet the needs of all stakeholders, including the project management team, is systematic, transparent and defensible. Once the risks are understood and actionable, handling actions can then be developed to reduce the probabilities or the impacts of scenarios driving these risks. This presentation highlights critical elements of the process for implementing a comprehensive enterprise risk management program, and lessons learned over years of experience in large project risk management.

OPTIONAL ADD-ON: Envisioning the Future of Facility Science and Cyberinfrastructure
Friday, April 5, 2019 morning to 3:00 p.m. (Only session this day.)
Explore innovations and use cases that significantly enhance the scientific impact and productivity offered by NSF large facilities, and which point towards the future of transformative cyberinfrastructure-enabled large scale science. The workshop will bring together the facility and cyberinfrastructure communities to highlight new data delivery and usage modes, adoption of shared resources and analytical tools, and achieve higher levels of integration to plan forward for future science capabilities. The agenda will comprise keynote presentations, contributed short presentations, expert panel discussion and a demonstration poster session highlighting examples of recent innovations.

Facility Cyberinfrastructure
This session will highlight important recent initiatives in the area of cyberinfrastructure for facilities. Ewa Deelman/USC will present on an NSF-funded pilot project to plan a Center of Excellence in Cyberinfrastructure focused on assisting major facilities. Other updates will be provided on new CI resources and community activities including planning for a follow-on NSF Facility CI Workshop.

Independent Cost Estimates for Ground Scientific Facilities – Approaches and Benefits
This presentation will discuss the methodology, assumptions, and best practices for performing independent cost estimates (ICEs) for major research facilities either as part of a major upgrade to an existing facility or as part of a new major facility proposal.

Maintaining Scope Control When Science or Stakeholders Raise New Ideas
Highlights and lessons about Program Management methods used to complete NEON’s construction scope and to optimize scope in Operations.

Ocean Observatories Initiative, Transition to a New Prime Awardee
In late 2018, the Ocean Observatories Initiative Prime Awardee transitioned from the Consortium for Ocean Leadership to the Woods Hole Oceanographic Institution.  Lessons Learned from the collaborative transition are related to the selection and creation of a Program Management Organization (PMO), knowledge and responsibility transfer methodologies, and subaward management tools and techniques.

The Role of Education and Public Outreach (EPO) During Construction and Operations
This session will explore models for the construction and operations of EPO at large facilities, including integrating EPO construction and facility construction (e.g. LSST), and other ways to build and support quality EPO programming.

Large Facility Spotlight
Five to six large facilities will give a brief presentation on who they are and a key accomplishment reached in the past year.