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

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

3. 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

4. AIAA Topic: Conference Attendance

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

6. 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

7. 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

8. 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

9. AIAA Topic: Continuing Operations Results

10. 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

11. 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.)

12. 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 

13. 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

14. 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

15. 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

16. 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.)

17. 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

18. 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

19. 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.

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

21. ASG Topic: Ad Hoc Committee Issues observed
Ad Hoc Committee on New Event Model
ASG Topic: Ad Hoc Committee Issues observed
POC:
Daniel Bodony
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

22. ASG Topic: Ad Hoc Committee Recommendations
Ad Hoc Committee on New Event Model
ASG Topic: Ad Hoc Committee Recommendations
POC:
Daniel Bodony
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

23. 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

24. 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

25. 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

26. TC Topic: Health Assessment
How healthy is your TC? TC/PC Self Assessment
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

27. 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 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

28. 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.

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

30. Questions & Comments

32. 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