Communications and Outreach Activity Status

1
Communications and Outreach Activity Status

• Lisa Giacchetti
• Marcia Teckenbrock

2
Agenda

• Project Mission
• Details of Subtasks
• Summary of Effort

3
Project Overview

• Communications and Outreach Mission
• Support and improve internal division
  communications by highlighting individuals,
  groups and projects and by offering an avenue for
  management to communicate relevant issues to
  division employees (i.e. CD Tracks newsletter)
• Provide support for division web site, web site
  content, assistance to division members authoring
  web pages, administration of division document
  repository, SuperComputing booth, as needed
  assistance for CD hosted conference web pages,
  technical support for DOE OHEP
• Support and improve communications external to
  the division via outreach activities. These
  include participation in conferences,
  coordination of computing techniques seminars,
  development of content for FCC Lobby displays

4
Staff

• Current staff
• Lisa Giacchetti 1 FTE
• Group manager
• News letter editor
• SC07 coordinator and finances manager
• Outreach coordinator (computing techniques
  seminars, lobby content, etc
• Marcia Teckenbrock .5 FTE
• CD newsletter contributor
• DocDB manager/expert
• CD web page lead technical contact
• Technical contact for DOE OHEP web site
• John Urish .5 FTE
• SC07 booth logistics coordinator
• Lobby display technical coordinator
• 1 FTE on extended sick leave for most of year
• Replacing this effort with Aug new hire who
  starts Oct 1st

5
Subtask CD Tracks

• CD Tracks newsletter instantiated in Dec of 2006
• Several different formats tested and vote taken
  to determine final format
• (nearly) monthly issues
• Survey of CD provided great feed back. Especially
  on the content they wanted to see.
• Effort required per issue is .5 FTE/month
• Split between Marcia and Lisa
• FY08 goals
• Continue to look for innovative ways to provide
  information in the newsletter
• Streamline newsletter development

6
Subtask CD web pages

• Responsible for general content and layout of CD
  web pages (especially internal)
• Lacking in staff to keep content up to date
• Lacking in staff to assist other division
  employees with web authorship
• Would like to expand support to include products
  like Plone
• Major project started to redesign the look and
  feel of the CD web pages
• Xeno Media, Inc. contracted for design and
  implementation of content management system (XMS)
• Cross quadrant design team includes Central
  Services and Database Administration groups
• Project is behind schedule primarily due to
  staffing issues but also because implementation
  of XMS requires extra effort. Feel benefits of
  XMS out weigh delay on this project
• Effort
• Peak effort for web due to redesign 1 FTE/month
  (for Sept November 2007)
• Off peak maintenance .75 FTE/month (this is
  what we should be able to allocate once we have
  new hire)
• FY08 goals expand web content expertise, teach
  people to use XMS, put some automated tools in
  place to ensure link/content accuracy, keep news
  items up to date, assist CD members with web page
  authorship, learn how to configure the look and
  feel of Plone

7
Subtask Document Repository

• Current tool used is DocDB
• In general meets our needs
• Code in frozen state and developer no longer on
  contract for updates
• Project pending for repository replacement
• Effort being led by Information Systems and Core
  Services group.
• As this project progresses more effort from
  Communications Outreach will be needed
• Effort
• .10 FTE for DocDB maintenance
• .25 FTE for replacement project (6 months FY 08
  effort)
• Goals for FY08
• expand our expertise in managing DocDB to more
  than one person
• participating in project to find replacement,
  migrate to it and build new expertise

8
Subtask Technical Documentation

• Intended to partially replace effort of contract
  work previously provided by Anne Heavey and will
  include
• Resources to update or help update large
  documents authored by Anne
• Design of a web template/style sheet for CD
  documentation
• Resources to author new documentation
• Effort .20 FTE
• Goals see above

9
Subtask Outreach

• Includes
• Technical support for CD electronic displays and
  Showcase
• Development and formatting of content for
  displays
• Finding and fostering other avenues of external
  communications
• Effort
• FY07 .25 FTE for technical support negligible
  support for content due to lack of resources
• FY08 .25 FTE for technical support .20 FTE for
  content and extension of activities
• FY08 Goals
• Increase to the 20 level effort on outreach
  activities
• Develop new ways to communicate what the
  divisions mission and projects to the external
  community.

10
Subtask SuperComputing

• Effort required in the design/logistics and
  finance management of the CD booth at
  Supercomputing
• Effort
• Most effort not required until June each FY year
  and extends through December of the next year
• June - Aug .5 FTE ramping up to 1.5 FTE Sept-Nov
  (normalized to .5 FTE/yr)
• Goals
• Continue to promote Computing Division science
  and technology and network with others in the HPC
  community

11
Subtasks Miscellaneous

• Technical support for DOE OHEP subpanels
• Effort .10 FTE
• Goals continue to make the DOE happy
• As needed web site support for CD sponsored
  conferences
• RealTime 2007
• Effort
• .05 FTE limited this last year due to lack of
  resources
• FY 08 effort dependent on adoption of Indico as a
  standard tool for conference organization and
  resources available from Administrative Support
  Group. Management input requested .25 FTE
  available
• Goals Depends on decision made on previous
  bullet item. If our participation is included we
  would focus on building expertise with Indico

12
Effort Summary

• Resources available 3 FTE

Task FTE Required
CD Tracks 0.50
CD Web 0.75
Document repository 0.25
Technical documentation 0.20
Outreach 0.45
SuperComputing 0.50
DOE OHEP 0.10
Conference support 0.05
(Total Effort) 3.00