1. LSST 2015: Opening Plenary Welcome & Opening Comments V. Krabbendam Communication Tools & Strategies S. Jacoby Operations Proposal S. Kahn

2. Welcome & Logistics wifi password: KitsapCon Twitter hashtag #LSST2015 Download “Guidebook” App – Meeting: LSST2015 2

3. 3 Building Open until 5:00 Mon & Tue Reception Desk available LSST-1

4. LSST 2015 LSST Project Interaction – Scheduled Plenary Sessions and Breakouts – Driven by Subsystems – Safety Council meeting – Breaks and leisure opportunities Communication, Communication, Communication – Suzanne to talk in this session – Several Breakout opportunities Operation Planning – Steve to talk in this session – Project Governance – Technical Operations Science and Observing strategies – Cadence workshop – DM Interactions 4

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8. Evening Events Evening events: ls.st/4bf 8

9. 9 12:30 PHOTO

10. LSST 2015 LSST Project Interaction – Scheduled Plenary Sessions and Breakouts – Driven by Subsystems – Safety Council meeting – Breaks and leisure opportunities Communication, Communication, Communication – Suzanne to talk in this session – Several Breakout opportunities Operation Planning – Steve to talk in this session – Project Governance – Technical Operations Science and Observing strategies – Cadence workshop – DM Interactions 10

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13. Communications / Feedback Feedback during & after meeting – Intra-project Communication Survey http://ls.st/jh1http://ls.st/jh1 (reply by 8/18 for meeting discussion or 8/24) LSST 2015 Exit Survey (closes 9/4) http://ls.st/fhu 13

14. LSST 2015 LSST Project Interaction – Scheduled Plenary Sessions and Breakouts – Driven by Subsystems – Safety Council meeting – Breaks and leisure opportunities Communication, Communication, Communication – Suzanne to talk in this session – Several Breakout opportunities Operation Planning – Steve to talk in this session – Project Governance – Technical Operations - This is Important now. Science and Observing strategies – Cadence workshop – DM Interactions 14

15. LSST 2015 LSST Project Interaction – Scheduled Plenary Sessions and Breakouts – Driven by Subsystems – Safety Council meeting – Breaks and leisure opportunities Communication, Communication, Communication – Suzanne to talk in this session – Several Breakout opportunities Operation Planning – Steve to talk in this session – Project Governance – Technical Operations Science and Observing strategies – Cadence workshop – DM Interactions 15

16. Organizing Committee UW: Tucson office: 16

17. SAVE THE DATES Joint Technical Meeting February 22 – 24, 2016 @ Santa Cruz, www.chaminade.comwww.chaminade.com LSST 2016 Week of August 15, 2016, @ Tucson, location TBD ---------------------------------------------------- Society of Women Engineers – see note October 22 – 24, 2015, @ Nashville Professional Development & Career Fair / Hiring LSST@Europe2 June 20 – 25, 2016 @ Serbia SPIE Astronomical Telescopes and Instrumentation June 26 – July 1, 2016 @ Edinburgh, Scotland 17

18. RAFFLE #1 #1 What does this number mean? 18

19. LSST 2015: Opening Plenary Welcome & Opening Comments V. Krabbendam Communication Tools & Strategies S. Jacoby Operations Proposal S. Kahn

20. Communication Tools & Strategies 20 I’ll present some background information on existing Communications Tools to facilitate discussion at other sessions during this meeting: LSST Communication I, Monday 1:30 - 3:00 – Intra-Project Communication Email Exploders Coordinating communication LSST Communication II, Tuesday 11 am - 12:30 pm – The Big Picture Intra-Project Communication (continued from Monday) A holistic plan for communication to scientists outside of the Project Scientific oversight of the website Coordinating communication between LSSTPO and LSSTC Informal Communication Lunch discussion, Wednesday 12:30 - 1:30 pm Catch up, or wrap up, discussions from Monday & Tuesday Informal Lunch discussion: LSST Communication to Scientists, Thursday 12:30 pm - 1:30 pm Continue discussion with OpSim and other scientists

21. Project Office Communication Tools 21 Websites – public / project / corporation Agency & Oversight Committee Reports* Social Media Mailing Lists Contacts Database E-News* Confluence, Jira Meetings Project Calendars *Considering the generation process as a “tool”

22. Audiences 22 Project Team Members – Project Science Team Scientists associated with project – Science Collaboration Members – Science Advisory Committee Scientists interested with the project General Public (includes media, educators) Agencies & Oversight Committees Institutional Members International Affiliates Potential Donors

23. Discussion Topics this Week 23 How well are we doing now? – communications survey Who should be getting what information when (and why)? How often do we communicate with each audience? What tools are the best to use? How to do all of this most efficiently, within budget and scope of available resources?

24. Websites New integrated site launched end of June Cohesive web presence for entire LSST entity Drupal management system to separate administration from design from content Content editors share work load: – Rob, Emily, Suzanne, Cathy Petry, Lori White – Kevin Reil (CAM) – Sandrine Thomas (T&S) – Jeff Kantor (KT/Mario) for DM – Chuck Claver (SE), Key Numbers – Libby Petrick Launch included – Comments from Project Office – Science Review team led by Beth Willman – Heuristic Analysis by Interface Guru 24

25. Public Website 25 Lsst.org - Integrated across audiences and sites: Public & Scientists | Project Team | LSST Corporation Next step: Usability Testing

26. Public Website 26 Key Publications & Searchable List found on For Scientists

27. Public Website 27

28. Project Website 28 Blog posting updated weekly

29. Corporation Website 29

30. Social Media Presence Twitter @LSST: 1143 followers Facebook: 1863 followers https://www.facebook.com/myLSST LinkedIn YouTube, LSST Talks Channel (11) 30

31. Mailing Lists Tens of mailing lists; list linked to Project page Two main types: – Ad Hoc: membership controlled (or not) by admin – Project Controlled lists: synched to Contacts DB project-only, science-only, projectandscience Subscribers: 335, 571, 827 E-News (hybrid): – Project-only is a subscriber to an ad hoc list Migrating from listserv.lsstcorp.org tolistserv.lsstcorp.org lists.lsst.org 31

32. Contacts DataBase Total of 1493 contacts in multiple Categories – Project Management Office – Subsystems – Science Lists – Corporation Lists – Agency Lists Management – Managers keep lists up to date (on/off-boarding) – Managers can assign individuals to group – Individuals can edit personal information 32

33. Reasons to Update CDB Communication Compliance – onboarding / offboarding Cyber Security Update your information now Not in db? Email lsstpo@lsst.orglsstpo@lsst.org – Name, email, institution, group Problems, email me: lsstpo@lsst.orglsstpo@lsst.org Not in correct group, contact your manager 33

34. LSST 2015: Opening Plenary Welcome & Opening Comments V. Krabbendam Communication Tools & Strategies S. Jacoby Operations Proposal S. Kahn

35. Operations Proposal The current LSST Project is a construction project. Our job terminates with the onset of operations in October 2022. A new “entity” will be created to operate LSST. This will be determined via a proposal process to NSF and DOE. However, the agencies have indicated that they will request a sole source proposal from us for this role. The key question though is “Who is us?” 35

36. Definition of Operations: NSF The MREFC Project continues through commissioning. Formal operations begins with the start of the ten-year survey. However, it will still be important to initiate an “early operations” phase to ensure a smooth transition out of construction. We see this beginning in FY19. 36

37. Definition of Operations: DOE The Camera MIE project formally closes with the verification that the camera meets its key performance parameters via testing at SLAC. Shipping the camera to Chile, installing it on the telescope, and commissioning the system is all part of DOE “early operations”. This starts in FY18. In addition, operational support for the Dark Energy Science Collaboration is required to begin preparing for the DE analyses. We are looking for this to start in FY16-17. 37

38. Must Start Working Seriously On Operations Now To get the required funding inserted into the NSF budget for FY19, we must have a reviewed proposal ready by Spring 2017. This means submitting the proposal by December 2016. Working out detailed operational scenarios has already proven to be important for finalizing various aspects of the system design. Understanding the transition to operations has proven to be important for the recruitment and retention of project personnel. 38

39. Key Functions of LSST Operations Schedule and perform the planned observational program. Service and maintain the telescope, camera, and support facilities in Chile. Perform the full suite of data processing required to produce the LSST Level 1 and Level 2 data products. Service and maintain the data archive and data access center facilities in Urbana, La Serena, and Lyon, as well as the network connections between them. Carry out investigations to evolve our understanding of both the system performance of LSST and the science coming out of the facility, so as to continue to optimize our operations effort for maximal scientific return. Execute our planned education and public outreach programs. Manage the effort successfully against the allocated budget and schedule. 39

40. Operations is Different Than Construction! To some extent, operations is about reacting to what is happening, rather than planning what is going to happen. This requires different approaches to team coordination, consultation, and communication. While the existing structure of the LSST Project may provide a good starting point for thinking about operations, it might require significant modification to adapt it to to this new purpose. 40

41. We Have Created Two Groups Looking Into Operations. The Technical Operations Working Group (TOWG), chaired by Chuck Claver, has been working out detailed operational scenarios. An Operations Governance Working Group, chaired by me, has been considering the overall organization of the Operations Team, and its relationship to current participating institutions. Neither group has completed its deliberations, so everything I am telling you here should be viewed as preliminary. The Governance Working Group will have another meeting at SLAC on Sept 2, where we hope to make additional progress. A consultant, Ivan Rosenberg, has been brought in by AURA to assist with that process. 41

42. Three Sources of Funding There are three anticipated sources of funding for LSST Operations: NSF, DOE, and foreign partners, roughly divided as 50%, 25%, and 25%, respectively. For NSF, we will propose that this be managed via cooperative agreement with AURA, as was done in construction. For DOE, all operational support will be managed by SLAC, which is the host laboratory for LSST. For the foreign partners, the MoU’s have been signed with LSSTC, and we expect that LSSTC will collect and administer the funding. Therefore, the execution of facility operations for LSST is envisioned as a partnership between these three managing organizations. 42

43. Bases of Operations There will be five primary physical locations for LSST operations: – The summit facility on Cerro Pachon – The base facility and data processing center in La Serena – The main data archive facility and data processing center in Urbana – The satellite data archive facility in Lyon – The LSST Headquarters facility in Tucson In addition, there are likely to be additional individual contributors resident at their home institutions (e.g. SLAC, UW, etc.), interacting remotely with the five official locations. 43

44. Collaboration Among Existing Institutions The construction of LSST has been carried out as a distributed project, relying on collaboration between several strong pre-existing institutions. Its success to date has resulted from the strong commitment that the leadership of each of these institutions has made to ensuring that qualified, experienced personnel and associated resources are made available to the project as needed. We expect to continue this basic approach in the operations phase. The principal collaborating institutions will include SLAC, NCSA, IN2P3, and NOAO, operating under the overall direction provided by the AURA Center for LSST. Given its status as a leading research university in Tucson, the U of A may also have a role, either through joint appointments for key personnel, or by having U of A staff participate directly under subcontract from AURA. 44

45. Coordination With Other AURA Facilities in Chile At present, LSST, NOAO, and Gemini are treated as three separate AURA Centers, although they have made agreements to share resources in some areas. As time evolves, it may make sense to consider a greater degree of coordination between these separate operational facilities, perhaps even leading to the creation of a single AURA Center for Chilean telescope operations. Various factors now make this seem like a more viable option than it has in the past. We will have to see how the Gemini re-competition plays out, however, before we can serious assess the probability of this coming to pass. 45

46. Oversight Structure for LSST Operations The oversight structure for LSST Operations is necessarily complex, given the multiple funding sources and multiple management organizations involved. While this has not yet been agreed to, I have suggested the creation of the following two oversight committees: An LSST Operations Oversight Board (OOB), which will have primary management responsibility for LSST operations. Its membership would roughly represent the financial contributions to the budget, with 50% appointed by AURA, 25% appointed by SLAC, and 25% appointed by LSSTC. An International Finance Committee (IFC), which will be the responsible organization for approval of the integrated operations budget. Its membership will include representatives of NSF and DOE, as well as some mix of the funding agencies for the larger foreign partners. 46

47. Proposed Organization Chart 47

48. Schedule for Operations Proposal Development We will submit a fully vetted, costed proposal in December 2016. To get there, we should have a developed operations concept by January 2016. We would then review this with our collaborating partners, and conduct an external review in Spring 2016. We should have the draft text and budget in good shape by June 2016. This would then leave six months for red team review, detailed editing, and finalization of the text, figures, and budgets. 48

49. Where Do We Go From Here I am appointing our new Deputy Director, Beth Willman, to be the Operations Proposal Czar(ina) to lead this effort. The TOWG has been working in earnest, and has breakout sessions scheduled this week to make further progress. One area that needs further work is in the definition of “science operations”. Beth, Zeljko, and I are meeting with Chuck tomorrow to begin to map the required functionality in that arena. The Governance Working Group is meeting at SLAC on September 2 nd. I am hoping we can come to consensus on a high level plan at that time. 49