AIAA Aerospace Sciences Group TC Chair Presentation AIAA SciTech 2015 Kissimmee, FL 5-9 January 2015

Overview Topics AIAA Technical Activities Committee (TAC) Aerospace Sciences Group (ASG) Technical Committee (TC) Questions & Comments

AIAA Topic: Conference Attendance & Cost U. S. Government attendance Restrictions are still in place for government travel DoD has placed monetary restrictions and requirements on attendance For example, US Army must be below $50K per conference for all attendees (travel, hotel, meals, etc.) Army paperwork for conference attendance must start 120 days prior to conference Memo from Frank Kendall may have helped (slide 4) General Accountability Office (GAO) investigating cost of new paperwork and bureaucracy (slide 5) Apparently some US government organizations are forcing AIAA to offer reduced conference fee to allow attendance Excludes all meals (e.g. Luncheons & Reception) May force change to way AIAA does business/cost at conferences Example: Full Rate $1,270,, Member rate $1,150 versus ~$950

AIAA Topic: Conference Attendance

AIAA Topic: Conference Attendance No update on this effort at the current time.

AIAA Topic: Forum Key Indicators SciTech AVIATION P&E SPACE Total FY14 Budget 2,491 1,760 978 971 6,200 FY14 Actual 1,736 1,470 859 579 4,644 Actual v Budget % -30% -16% -12% -40% -25% FY15 Budget 1,990 1,300 750 560 4,600 FY13 Actual 4,897 FY14 key indicators were worse than budget by 25% FY15 Budget key indicators are 1% less than FY14 results and 6% less than FY13. This is full paid attendance and not total attendance which is higher and includes students

AIAA Topic: YTD FY14 Results (Unaudited) Operations performed BETTER than budget by $1,608K Staff related reductions & pension close-out made up 66% of positive variance One time activity involving Custodial account clean up, a lost-then-found Publications check, and an end of year purchase by U.S. Patent Office provided 31% of positive variance Publications, Professional Membership and Corporate Membership Revenue on target or better

AIAA Topic: Impacts to AIAA Mandated a balanced budget for FY 2014 Used new reporting structure Constructed Forum budgets as “projects” incorporating all relevant Institute activities Overall budget cuts of $1.1M had to be identified AIAA Staff Some resigns, retires, layoffs Overall downsizing Better than FY13 but some of this is a one-time deal

AIAA Topic: Continuing Operations Results

AIAA Topic: Forum Schedule AIAA Defense and Security Forum and Exposition 10-12 March 2015 Johns-Hopkins Univ. APL Laurel, MD AIAA Aviation and Aeronautics Forum and Exposition 22-26 June 2015 Hilton Anatole Dallas, Texas  AIAA Propulsion and Energy Forum and Exposition 27-29 July 2015 Hilton Orlando Orlando, Florida AIAA Space and Astronautics Forum and Exposition 18-20 August 2015 Pasadena Convention Center Pasadena CA AIAA Science and Technology Forum and Exposition 4-8 January 2016 Manchester Grand Hyatt San Diego, CA

TAC Topic: Forum Organization - Integration Expanded Organizational Structure Executive Steering Committee 4-6 high-level representatives from industry, gov’t, academia Forum Organizing Committee Led by Forum General Chair Forum Technical Chair Integration Chair Public Policy Chair Education Chair International Chair Member Engagement Chair Etc. Technical Program Committee Led by Forum Technical Chairs (formerly Conference General Chair)  Forum Technical Chairs from AS, ADS, and IS Groups Chairs sit on Forum Organizing Committee Representatives from TCs/PCs Representatives from co-located symposia, workshops Representatives from other societies (ASCE, ASME, etc.)

TAC Topic: What is the Integration Tier anyway? Format Not envisioned as traditional technical paper sessions but as sessions to allow dialogue and provide information that participants can apply at work Includes various format types including but not limited to: Panel discussions focused on lessons learned, best practices, and case studies Tutorials, seminars, workshops Joint sessions typical at current conferences when multiple committees have an interest in the same topic 

TAC Topic: How to build a strong Integration Layer Must be a combination of member and staff efforts Technical Group Directors have the big picture about their areas and can help identify topics Program committees have insight into relevant topics in their area Corporate members have insight into industry issues Emerging Technology Committee can help identify new trends in technology Staff has insight into industry wide trends and movements Students/Professors have insight into academic/education topics

TAC Topic: Outcomes of a well executed Integration Layer Creation of new technical communities in AIAA Creation of new program communities in AIAA AIAA recognized as being on the forefront of industry issues AIAA provides valuable workforce/professional development information to members/attendees AIAA viewed as relevant- attracting more members We all go home from AIAA forums a bit more informed about a wider variety of topics

ASG Topic: Thanks Tom Beutner has stepped down as an ASG Deputy Director Instrumental in moving AIAA ASM from Reno Former Fluids TC Chair Brett Ridgely ASG Forum Technical Chair for SciTech 2015 GNC TC Chair Greg Naterer Former Thermophysics TC Chair New Editor-in-Chief of AIAA Journal of Thermophysics and Heat Transfer (JTHT) Congratulations

ASG Topic: Science & Technology Forum (SciTech) Expanded Organizational Structure Executive Steering Committee 4-6 high-level representatives from industry, gov’t, academia Forum Organizing Committee Led by Forum General Chair Forum Technical Chair Integration Chair Public Policy Chair Education Chair International Chair Member Engagement Chair Etc. Technical Program Committee Led by Forum Technical Chairs (formerly Conference General Chair)  Forum Technical Chairs from AS, ADS, and IS Groups Chairs sit on Forum Organizing Committee Representatives from TCs/PCs Representatives from co-located symposia, workshops Representatives from other societies (ASCE, ASME, etc.)

ASG Topic: Forum Technical Chairs SciTech Forum 2016 ASG Forum Technical Chair Brad Burchett Need Deputy FTCs from MS and PDL TCs Need 18 month lead time in the future TCs need to select AVIATION FTCs in Winter (January) TCs need to select SciTech FTCs in Summer (June) Gives everyone time to plan for upcoming meeting SciTech 2016 planning meeting is this week AV 2016 will have a planning meeting during AV 2015 Need to be mindful of “village concept” to align similar TCs Need master schedule for all Fora Abstract due dates, Acceptance letter Final paper dates, Session planning and Grid layout

ASG Toipic: SciTech 2016 #DIV/0! Implies no data available for computation. +(a number) in sessions column implied joint sessions. Note the very high acceptance rates by some of the large groups – this is a problem! And I know some of them have had high early withdrawal rates

ASG Topic: SciTech 2016 Technical Implementation There are some potential problems with acceptance rates, what the requirements are for paper (abstract) submission, withdrawal rates (tied to the former), and requirements for invited sessions and panels. They are not uniform across the sub-conferences. Possible suggestion of requiring a uniform target acceptance rate for all areas (somewhere around 85%). This will help with planning the rooms required. Very small ones could have some leeway. Also, standardize a minimum acceptable “abstract” (suggest at least a few pages long) for all areas. No papers accepted without at least 2 or 3 reviews, including invited papers. Panel and “special” sessions should have a proposal submitted and reviewed. Standards across the Disciplines need to be more uniform. It will also help with pre-planning how many rooms are needed. Along those lines: Everyone with a “role” must have someone available to do that role at all time. That means they Should not take the role if the critical times are busy for them, and ALL TCs should have a Deputy Discipline Chair who can fill in for them if they are not available. Some Discipline Chairs were slow or did not respond to the Forum Technical Committee . The FTC did not get some requested information (e.g number of papers submitted and accepted which shows acceptance rates). TC chairs need to get more pro-active when issues are raised.

ASG Topic: ASG Technical Forum Chairs G1 ~741 papers G2 ~730 papers G3 ~340 papers This may be altered again.

ASG Topic: Ad Hoc Committee Issues observed Ad Hoc Committee on New Event Model ASG Topic: Ad Hoc Committee Issues observed POC: Daniel Bodony bodony@illinois.edu Meeting spread over 5 days Loss of technical content (absolute and percentage of time) Inability to overlap with special AIAA events (plenaries, panels, etc.) Loss of TC identification within meeting Author confusion over TC-supplied topics Heavier burden on tech chairs to organize sessions across TCs Inefficient use of speakers briefings Different number of technical papers in morning and afternoon sessions (makes it difficult to move sessions) Members Russ Cummings (SciTech 14) Daniel Bodony (AV14, chair) Noel Clemens (AV14) Rodney Bowersox (AV14) Steve Beresh (AV14) Jesse Little (SciTech 15) 21

ASG Topic: Ad Hoc Committee Recommendations Ad Hoc Committee on New Event Model ASG Topic: Ad Hoc Committee Recommendations POC: Daniel Bodony bodony@illinois.edu Establish award lectures as a guaranteed component of the meeting Increase technical session capacity by Return to morning-only speakers’ briefing Shorten lunch to 1.5 hours Allow technical sessions to overlap with some AIAA functions (not plenaries/keynotes) Make morning and afternoon session lengths the same Allow for TCs to concentrate their sessions during some subset of the meeting, like the first, middle, or last 3 days Organize AIAA-wide events to be consistent (as much as possible) with above TC concentrations Make abstract submission easier on the authors by identifying which TCs sponsor which topics Members Russ Cummings (SciTech 14) Daniel Bodony (AV14, chair) Noel Clemens (AV14) Rodney Bowersox (AV14) Steve Beresh (AV14) Jesse Little (SciTech 15) 22

ASG Topic: Honors & Awards Insure number of nominations is sufficient for awards process Can have carry-overs Also need new nominations Need 3 nominations for award No time extensions given Numerous awards not given this year due to insufficient number of nominations Work within TCs to insure your award is viable Some awards are given by multiple TCs Insure that your TCs are communicating for award

TC Topic: Reminders Paper Presentations Presentations moved at AVIATION 2014 Shifted both dates and times Presentation should not be moved once final schedule is released Photography is not permitted in sessions Observed at AVIATION 2014

TC Topic: Replacement of Scholar One Desired by ASG Director and many TC members Scholar One issues Difficulty in use Poor Information Assurance (IA) implementation Need working group to find viable replacement My suggestions for group AIAA Staff (Ann Ames, Carmela Brittingham) Recent ASG Technical Forum Chairs (Rob Vermeland, Robbie Robertson, Brett Ridgley, Andy Broeren, other Forum Chairs from ASD, SPACE, P&E) Recent Discipline Chairs (TCs with large number of sessions) Need representative from Journals (AIAA, Thermophysics & Heat Transfer) Need an update from AIAA Staff on this effort

TC Topic: Health Assessment How healthy is your TC? TC/PC Self Assessment https://info.aiaa.org/SC/TAC/Shared%20Documents/Forms/AllItems.aspx?RootFolder=%2fSC%2fTAC%2fShared%20Documents%2fTAC%20Forms&FolderCTID=&View=%7bB2E73755%2d3750%2d4BDB%2d8012%2d454F218450F8%7d Search for the file “TAC_F_Committee Self Assessment_V02” Major items Does your TC have a Charter? Does your TC have a written manual or reference document? A written process is needed if you select an award (e.g. best student paper, Aerodynamics or Thermophysics award). How do members and others know what your TC is doing? Web Pages are looking better

TC Topic: General Reminders Chair-Elect For new chairs, TCs need to select a vice-chair in a timely fashion There are two accepted practices for chair-elect timelines (see https://info.aiaa.org/SC/TAC/Shared%20Documents/Forms/AllItems.aspx TAC_P_Chairs Manual_V01) TC Chair position is for 2 years Member Responsibilities Maintain current AIAA Membership (must be an AIAA member) Recruit new TC members Submit names for AIAA awards Submit names for AIAA elected offices Propose membership upgrades Propose session papers for AIAA journals

TC Topic: General Reminders Technical Committee size Maximum of 50 members 35 US Members International members Associate members 34 years old or younger (non-voting) Alumni members (non-voting) Must get approval of ASG Director or Dep. Director to extend TC member beyond 3 year term Cost to AIAA when TC meeting attendance goes up Dinner cost Audio Visual (AV) and speaker system Reason for limitation on number of “visitors” to TC meetings. TC Annual reports due on 31 January 2015 Due to your respective Director/Deputy Director Copy to Betty as well.

TC Topic: TC Funds No TAC Group Directors given annual funding for FY15 Hopefully will be restored in FY16

Questions & Comments

Aerospace Sciences Group Leadership Team Jim Keenan - Director Fluid Sciences Deputy Directors John Schmisseur Aeroacoustics Walter Eversman /Casey Burley Aerodynamic Measurement Technology Paul Danehy / Steven Beresh Atmospheric and Space Environments Marcia K. Politovich / Justin LIkar Fluid Dynamics David Williams / Brian Smith Ground Test Steve Dunn / Wink Baker Meshing, Visualization, & Comp. Env. Carl F. Ollivier-Gooch / Nick Wyman Plasmadynamics and Lasers Ron Litchford / Jonathan Poggie Thermophysics Eric Silk / Greg Naterer Flight Sciences Deputy Directors Rob Vermeland Robbie Robertson Applied Aerodynamics Martiqua Post / Carl Tilmann Astrodynamics Al Cangahuala / TBD Atmospheric Flight Mechanics Peggy Williams-Hayes / Rick Lind Guidance, Navigation, and Control D. Brett Ridgely / Lesley Weitz Modeling and Simulation Bimal L. Aponso / Steven Beard 32