1. 20th AIAA Advanced Measurement and Ground Testing Technology Conference Lessons Learned in AIAA Working Group Development E. Allen Arrington Dynacs/NASA Lewis David M. Cahill Sverdrup Technology/AEDC Group Mark R. Melanson Lockheed Martin Tactical Aircraft Systems

2. 20th AIAA Advanced Measurement and Ground Testing Technology Conference Discussion Topics u Why Working Groups? u WG Process >Ideas for WG >TC Champion >Developing Goals/TC Approval >Recruiting Membership >Working towards the goal >Reaching the goal >Towards New Goals/End the WG u Conclusions

3. 20th AIAA Advanced Measurement and Ground Testing Technology Conference Why Working Groups? u Working Groups provide an excellent means for TC’s to foster relevant technical work >AIAA is a recognized international organization >made up of all facets of aeronautics/astronautics community >neutral environment, sharing is fostered >results can serve as STANDARDS, RECOMMENDED PRACTICES, OR GUIDES for the industry >Great way to network and address key issues

4. 20th AIAA Advanced Measurement and Ground Testing Technology Conference Why Working Groups (cont’d)? u Working Group as opposed to TC committees? >WG are finite F Defined Objective F Finite length F Identified Product >Composition can be broader and include non-TC members >TC’s (unfortunately) are often viewed as non-productive by potential participants management F WG’s (if successful) can combat that perspective u Process (reaching technical goal) is great sharing mechanism

5. 20th AIAA Advanced Measurement and Ground Testing Technology Conference Working Group Process WG Champion & Chair inside or outside TC Idea Finite Goal(s) Established TC Approval membership recruited work to goal reach goal AIAA GUIDE New goals ? Yes NoNo

6. 20th AIAA Advanced Measurement and Ground Testing Technology Conference Ideas for WG u Can come from inside or outside TC u Must be consistent with overall TC and AIAA objectives u Should be fairly specific at this stage; some type of product in mind u Should be of value to significant number of technical organizations

7. 20th AIAA Advanced Measurement and Ground Testing Technology Conference WG Champion & Chair u Critical step in the viability of WG u Champion must be the driving force for the work of the WG u Must be the link to the TC; Must be a TC member u May require extension of TC service to last the life of WG u Shouldn’t be moved from one person to another u Must be someone willing to work between conferences - 60 to 80 hours/ 6 months minimum

8. 20th AIAA Advanced Measurement and Ground Testing Technology Conference Developing Goals / TC Approval u Absolutely critical step u Most likely point of failure >Scope of activity too large >No clear product in mind >No consensus for value of the stated goal >Unknown if idea will be supported by potential members u Scope must be very clear and obtainable by volunteer labor meeting twice a year u Written Charter accepted by TC an absolute must!

9. 20th AIAA Advanced Measurement and Ground Testing Technology Conference Recruiting Membership u Recruit from those organizations to be impacted/affected by the proposed activity >member must have expertise at the working level u Members must clearly understand WG is not a “marketing” opportunity u Mostly made up of non-TC members >If you can’t generate participants outside the TC, the goals are probably not worthwhile >Several active TC members participants are useful F Difficult for TC members to be on more than one WG

10. 20th AIAA Advanced Measurement and Ground Testing Technology Conference Recruiting Membership (cont’d) u Participation expectations >Home organization must support participant travel and labor costs F Usually two meetings per year - 2-3 days each F Work between sessions (20 + hours) F Usually a 3-4 year effort (minimum, depending on objectives) >Address issues such as who “cannot” participate early F Europe, Asia, Commercial companies? others? u Bottom line - need people who share the goal, have the expertise, and are willing work (watch out for management!)

11. 20th AIAA Advanced Measurement and Ground Testing Technology Conference Working Towards the Goal u Getting Started >Clearly state Goals, Product, and get buy-in of participants (again) >Share information on topic F Fosters “team” environment F Creates a common understanding “starting point” –particularly useful if this is standard or recommend practice generation F Ground rules for sharing of technical or proprietary materials established early F Summary report of shared data (for WG use only) frequently very useful

12. 20th AIAA Advanced Measurement and Ground Testing Technology Conference Working Towards the Goal (cont’d) u Getting Started (continued) >Establish a method of keeping track of information generated in WG F Secretary frequently very useful (really required) F Detailed meeting minutes required u Meeting expectations >Usually need 2 to 3 sessions of 2 to 4 hours each per conference to make significant progress 8-12 hours total) >Can be difficult to schedule during conferences F Often pre- or post-conference sessions should be expected

13. 20th AIAA Advanced Measurement and Ground Testing Technology Conference Working Towards the Goal (cont’d) u Work Methods >Work coordination and planning at conferences, do work offline F best method for early stage of WG, where informational gathering is critical F meetings can be used to bring about consensus of opinion and discuss issues F very important to define task/assignments for offline work –meeting minutes are highly useful for this purpose

14. 20th AIAA Advanced Measurement and Ground Testing Technology Conference Working Towards the Goal (cont’d) u Work Methods (cont’d) >Work during conferences, with some assignments between sessions F best method for latter stages of WG, particularly where documents are being finalized for publication F Still must use offline work to help drive progress forward –very important to define task/assignments for offline work >Both methods are valuable, depending on the status, situation of WG u EMAIL and FTP sites are very useful for exchange of information, drafts, edits, etc

15. 20th AIAA Advanced Measurement and Ground Testing Technology Conference Working Towards the Goal (cont’d) u Expect that over the life of the WG, there will be a evolution of the membership. >Not necessarily a problem, but try not to backtrack (key job for chair)! >New blood can bring in new energy

16. 20th AIAA Advanced Measurement and Ground Testing Technology Conference Reaching the Goal u Document results according AIAA publication standards >AIAA sets the document format and review process >Document Types F Standard F Recommended Practice F Guide F Special Project u Conferences, symposiums, should be considered as platforms to publicize the WG and results

17. 20th AIAA Advanced Measurement and Ground Testing Technology Conference Towards New Goals/End the WG u Once the goal is obtained, WG is dissolved unless new objectives determined u New objectives require a new Charter and approval by TC before launch

18. 20th AIAA Advanced Measurement and Ground Testing Technology Conference Conclusions u WGs are very valuable way for a TC to make a technical contribution u Goals, Objectives and Scope must be clearly defined and limited u A WG chair that will lead the WG enthusiastically throughout its duration is critical

19. 20th AIAA Advanced Measurement and Ground Testing Technology Conference Conclusions u Membership selection from diverse, supporting base, both in and out of the TC is critical (there are real time and $ commitments necessary) u Work, Work, Work, Work u Publish and present to end the life span of the WG