1. National Science Foundation Division of Astronomical Sciences Facility/Large Project Oversight and Role of Managing Organization Committee of Visitors February 2011 1

2. Facility/Large Project Oversight and Role of Managing Organization NSF cannot operate own facilities NSF cannot operate own facilities  No internal-external research tension  No NSF employees at facilities Facilities are not incorporated Facilities are not incorporated  Operated by university or consortium of universities; non-profit; “Managing Organization” Managing Organization Managing Organization  Board of Directors  President – CEO  Small (~5) corporate staff  Oversight and advisory bodies 2

3. Facility/Large Project Oversight and Role of Managing Organization (2) NSF has Cooperative Agreement with managing organization for the operation NSF has Cooperative Agreement with managing organization for the operation  Lists things grantee is responsible for and a similar list for NSF  Periodically reviewed – management reviews, proposal reviews  Can be recompeted (NAIC and NOAO, e.g.) The Managing Organization The Managing Organization  Is the awardee; CEO usually the PI (not the observatory director)  Assumes fiduciary responsibility  Employs the staff, provides corporate oversight  Establishes personnel, purchasing, safety, observing, data policies  Provides tenure in some cases (no risk to NSF) 3

4. Facility/Large Project Oversight and Role of Program Officer Program Officer does not manage observatory Program Officer does not manage observatory Program Officer does: Program Officer does:  Oversee expenditure of public funds  Nudge, cajole, urge, explain, provide interfaces, question, praise, critique, approve, facilitate, concur, listen, think out loud, comment in confidence, wonder, review, represent, and (if it’s worthy) defends program to NSB…  Also many administrative duties Program manager performs an artful dance that makes a tango look like a walk in the park Program manager performs an artful dance that makes a tango look like a walk in the park Job has become more complex in last three years Job has become more complex in last three years  More oversight required  More interaction with Large Facilities and Projects Office 4

5. Typical Facility Program Officer Activities Serve as the NSF member of governing Board (Gemini and ALMA) Serve as the NSF member of governing Board (Gemini and ALMA)  Annually, 2 face-to-face meetings and monthly telecons (and caucus meetings…) Annual budget material preparation and maintenance. Annual budget material preparation and maintenance. Prepare highlights; monitor and approve GPRA reporting. Prepare highlights; monitor and approve GPRA reporting. Daily-weekly discussions with DDD/AST, MPS, etc. Daily-weekly discussions with DDD/AST, MPS, etc. Weekly-monthly discussions with Large Facilities Office, BFA/Grants, OGC, etc. Weekly-monthly discussions with Large Facilities Office, BFA/Grants, OGC, etc. Telecons with PIs and Observatory staff. Telecons with PIs and Observatory staff. Prepare monthly reports to DD/LFP (and NSF Director and others). Prepare monthly reports to DD/LFP (and NSF Director and others). Attend Observatory Council, Users Committee meetings, internal reviews (e.g. TSIP). Attend Observatory Council, Users Committee meetings, internal reviews (e.g. TSIP). Conduct site visits. Conduct site visits. Arrange Program Review Panels and other reviews. Arrange Program Review Panels and other reviews. Review annual program plans, five-year plans. Review annual program plans, five-year plans. Review quarterly and annual reports. Review quarterly and annual reports. Process funding actions (typically quarterly). Process funding actions (typically quarterly). Process interagency transfers. Process interagency transfers. Approve contracts, proposals, procurements. Approve contracts, proposals, procurements. Read and digest material, strategic planning etc. Read and digest material, strategic planning etc. Prepare and present NSB actions. Prepare and present NSB actions. Conduct or defer recompetition. Conduct or defer recompetition. Serve as responsible party for environmental compliance. Serve as responsible party for environmental compliance. 5

6. 6 Program Officers’ Mantras I have with me two gods, Persuasion and Compulsion. - Themistocles (524-459 BC) If you can meet with Triumph and Disaster And treat those two imposters just the same… - Rudyard Kipling

7. Activities of Note – 2008-2010 NSB emphasis on frequent recompetition presents challenges. NSB emphasis on frequent recompetition presents challenges. NAIC competition. NAIC competition. ALMA construction ongoing. ALMA construction ongoing. Alignment of ALMA and NRAO CAs. Alignment of ALMA and NRAO CAs. Gemini transition, non-competition. Gemini transition, non-competition. NOAO/NSO disentanglement. NOAO/NSO disentanglement. ATST construction began. ATST construction began. LSST promotion to preliminary design phase. LSST promotion to preliminary design phase. GSMT deliberations. GSMT deliberations. Response to Senior Review Response to Senior Review  Administrative cost review by LMI.  GONG partnership, VLBA discussions,  ARRA improvements, etc. 7