[Ef] Project execution plan

Tue Mar 29 18:32:12 CDT 2016

Hello, NHERI EF Awardees:

To follow-up on Ross' inquiry below, please note the following in your cooperative agreement:

Due within three months of the effective date of the cooperative agreement (due date is April 1, 2016):
1.6 Information Security
In accordance with Article "Information Security" of the CA-FATCs for Managers of Large Facilities, the Awardee shall submit a written summary of its Information Technology Security program. The summary shall be provided to the NSF Program Officer within  three months of the effective date of this CA.
We do not want  your entire cybersecurity plan with all the details; we just need a one- or two-page summary of your plan.    Please submit the Cybersecurity Plan as an Interim Report in research.gov.

Due by the end of the fourth month of the award period (due date is April 30, 2016)

1.      Submission to the cognizant Program Officer the Project Execution Plan (see below).   Please submit the Project Execution Plan as an Interim Report in research.gov.

2.      Complete user support information provided to the CI awardee for the NHERI website

3.      Annual Report Due, covering the period from January 1, 2016 to March 31, 2016.        Please use the Annual Report function in research.gov

Re the Project Execution Plan (may use documents from the proposal and developed during the pre-award phase - but please UPDATE them as needed) - see your cooperative agreement, Section 2.4)

*        Use a Cover Sheet with title "Project Execution Plan," your NSF award number, institution, PI and co-PI names, and date of submission

*        Updated Tables 1, 2 and 3 from proposal listing all organizations and supported and non-supported personnel, including annual level of effort;

*        Project Organizational Chart;

*        Science Plan;

*        Description of Scope, Major Deliverables, and Five-year Project Schedule;

*        Strategic Plan for Operations, with Goals;

*        Performance Metrics, with targets, to include the following metrics tracked each year (include a table that has four columns:  Goal #, Description of Goal, Target Metric, Measured Metric)

o   Goal 1: Facility Utilization: Target Utilization 92% (actual days of equipment utilization by NSF supported projects/total planned days of utilization as included in the approved final Annual Work Plan, including days planned for routine equipment maintenance and calibration)

o   Goal 2: Per Cent Planned Project Throughput Completion: Target 100%

o   Goal 3: Per Cent Completion of Maintenance, Calibrations, and Repairs: Target 100%

o   Goal 4: Actual award expenditures within +/-3% of approved annual workplan budget

o   Goal 5: User Survey Results: Target rating 4.5/5.0 (in year two, this could also be data provided by the User Forum)

o   Goal 6: Number of peer-reviewed publications resulting from use of the facility by external NSF supported users: Target 3 publications/year

o   Goal 7: Number of peer-reviewed publications that reused data generated by the facility: Target 2 publications/year

o   Goal 8: Number of planned days that NSF projects are delayed due to down-time for equipment damage and repair: Target No more than 5% of days planned for NSF projects as approved in the final Annual Work Plan (including days planned for equipment calibration).

o   Goal 9: Safety Reportables: Target 0 incidents

o   Goal 10: Cybersecurity Reportables: Target 0 incidents

o   The Awardee will annually document and report on the demographics of users in the following categories: faculty, post-docs, graduate students, undergraduate students, REU students, K12 students, practitioners, and scientists from other federal agencies.

*        Project Management System and Performance - Assessment Plan

*        Marketing and Broadening Participation Plan (discuss on-site training/workshops, outreach at conferences, training webinars, special outreach to targeted populations, etc)

*        Work Breakdown Structure and Dictionary, with Five-year Budget Allocations and Year One Budget Allocations  (if these have changed since original proposal, please UPDATE)

*        Year One Work Plan  - use format described in NSF 14-605:  a table with the following column headings: WBS element number and name, strategic goal, objective, brief activity description, activity budget (total direct and indirect costs) deliverable, milestone date, performance metric, performance metric target, and responsible organization/staff name(s). The total budget should total to the year one NSF FastLane budget request.

*        Cybersecurity Plan Summary  (this is what you provided on April 1, 2016)

*        Risk Management Strategy, including Risk Assessment - Matrix, and Mitigation Plan for each Risk  (include a risk matrix)

*        Software Development and Lifecycle Management Plan

*        Staff Position Descriptions  (these were provided in the Proposal Addendum but should be updated, or if you have position descriptions developed by your university, you may provide those)

Having had no takers for working on the annual report format, I will provide additional  guidance to what is in your cooperative agreement for the annual report in early April.

Please let me know if you have any questions or if a short teleconference would be helpful.

Joy

Joy Pauschke, Ph.D., P.E.
Program Director
Engineering for Natural Hazards & Natural Hazards Engineering Research Infrastructure
Division of Civil, Mechanical and Manufacturing Innovation
Directorate for Engineering
National Science Foundation
4201 Wilson Boulevard
Suite 545, Room 545.07
Arlington, VA 22230
jpauschk at nsf.gov<mailto:jpauschk at nsf.gov>
Phone 703-292-7024
Fax 703-292-9053

From: Ross W Boulanger [mailto:rwboulanger at ucdavis.edu]
Sent: Tuesday, March 29, 2016 2:10 PM
To: Pauschke, Joy M. <jpauschk at nsf.gov>
Cc: ef at designsafe-ci.org
Subject: Project execution plan

Hi Joy,

We are beginning to assemble our Project Execution Plan, which we understand is due for all the EFs on April 30. We just wanted to check if you had any particular guidance you'd like us to consider beyond what is in the cooperative agreement.

Ross

Ross W. Boulanger, Professor
Director, Center for Geotechnical Modeling
Department of Civil & Environmental Engineering
University of California, Davis, CA 95616
http://faculty.engineering.ucdavis.edu/boulanger/

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