CASE 2013 Planning Committee Telecon Number 1 - 10/22/2012

CASE 2013 Planning Committee Telecon – number 1 - 10/22/2012

Convened about 12:03 PM; adjourned at 1:04 PM EDT

On the call (as best as I could tell):

 Allen Arrington

 David Fuller

 Laura McGill

 Ron Kohl

 Alison Lauderbach

 Dominic Lapus

 Karen Sklencar

 Steve Dunn

 Anna McGowan

 Bryan Herdlick

 Jimmie McEver

 David Maroney

Agenda:

 Introductions

 Closing out CASE 2012 and starting up CASE 2013

 Expectations

 Operations

 Let’s get rolling!

Introductions:

 Since we have a large group, Allen suggested that rather than take time on the call for introductions that everyone send him a short intro (name, organization, AIAA positions and background relative to CASE). (ACTION ITEM 001)

o Allen will package the info can get it out to the group. (ACTION ITEM 002)

CASE 2013 Planning Committee Telecon 01, 10/22/2012 Page 1 o Include a photo if you like (it doesn’t even have to be one of you…just pick an avatar!).

 We might also want to make connections on Linked-In (several of the group are already on LI).

o We did try to use LI for getting the word out about CASE last year, with limited success, but it is probably worth trying again.

CASE 2012 Close-out: I think that most folks will agree that CASE 2012 was a great success. We had a great program, excellent speakers and panelists and overall achieved what we set out to do with the inaugural event. There are still some tasks that the 2012 team is working to complete:

 White paper to summarize the event. Laura is leading this effort and is basing the draft on summary write-ups from each track.

 Distribution of presentation from CASE 2012 (the files are posted on the CASE website; AIAA staff is drafting an email to the CASE 2012 attendees).

 The lessons learned and suggestions from CASE 2012 have been compiled and distributed to the 2012 and 2013 teams for implementation.

 These documents will provide excellent guidance for developing the program for CASE 2013.

CASE 2013 Kick-off: This is where the PowerPoint charts sent out last week will come into play….

 CASE 2013 will be part of the Aviation Forum (August 12-14 in Los Angeles).

o This is the first attempt at the AIAA New Event Model (NEM). The NEM will roll-out in its final form starting in 2014, but the Aviation Forum is sort of a “sneak peak” of collecting several conferences under a single forum umbrella. However, the NEM is more than just collocating conferences. The idea is to develop a better event and product for the AIAA membership by including all the elements of the Institute (Technical Activities, Public Policy, Standards, etc.).

o Chart 3 shows the general arrangement of the Aviation Forum, with the three pillars: Plenary (the big picture), CASE (systems level stuff) and Technical (ATIO, etc.). AIAA has done the technical part for decades and knows how to do this well. The Plenary aspects have been added over the past several years and there is a god track record here as well. CASE is still the new part, the systems level material that AIAA has not been doing in the past.

 Organizing Committee:

o General Chair: Allen Arrington

o Co-Chair: Abdi Khodadoust

o Program Chairs:

CASE 2013 Planning Committee Telecon 01, 10/22/2012 Page 2 . Track 1: Laura McGill

. Track 2: David Dress

. Track 3: Sophia Bright

Expectations (near and long term):

 Near-term tasks:

o Track Chairs will need to recruit a Co-Chair (ACTION ITEM 003).

. Back up is needed; spreads the workload.

o Lock in the number of tracks and the main theme/topic for each.

o Start identifying session topics, session chairs/co-chairs, speakers and panelists to build the program for each track (ACTION ITEM 004).

 Major Milestone: We need to have the final program in place for CASE by 28 February, 2013.

o This was a lesson learned from CASE 2012, since we did not have the program final until just before the event.

o Having the program in place this early allows us to use the final program for marketing. The more that potential attendees know about the program and the speakers the more likely they will be to attend CASE. Having this in place early allows more time to “drum up business” for CASE.

o Having the program in place early also provides a lot more time to work with the speakers and panelists in each session in terms of developing and tailoring their talks to meet the goals of CASE.

Operations for the planning committee: Reviewed chart 6 from the PowerPoint file. Basically, if it ain’t broke, don’t fix it is the plan as we will use the same tools that we used for CASE 2012 (telecons, SharePoint for file storage/sharing/access) and planning spreadsheets. Allen will setup access to the SharePoint site and get the initial versions of the spreadsheets in place.

Let’s get rolling!

OK, here’s the deal with these notes; there was a lot of conversation and a lot of great points, so I tried to concentrate on the content and the major themes and ideas. So these notes are not minutes of the telecon and do not reflect who said what and in what order. We bounced around a bit in our conversation, but in the notes I tried to group related points together…I hope it all makes sense!

CASE 2013 Planning Committee Telecon 01, 10/22/2012 Page 3  Concern raised about overlap between the Aviation forum pillars (plenary, CASE and technical) which was not a significant issue at CASE 2012 since we were only collocated with SPACE. At the Aviation Forum, the integration of CASE into the program could be an issue.

o We should be able to avoid, or at least reduce, overlap in terms of content since all three pillars will be working together at the General Chair level. The idea is to have common themes running through each pillar to produce a cohesive program, but to make sure that each pillar is addressing the theme in the proper scope.

 Number of tracks: Suggested that we keep the number of track small (three works well) in order to maintain the intimate feel of CASE.

 Use the main themes from CASE 2012, particularly the cross-cutting ideas that emerged in all three tracks, to seed the CASE 2013 program. These themes could provide the basis for a lead-off workshop or the opening plenary session for CASE 2013 and thus set the stage for the overall event.

o One thought for the opening session for CASE is to have one person represent each track and provide the overview of the themes from that tracks perspective. This could be the 2012 Track chairs, but a better bet might be an invited panel to start the event (for track 2, Ed Kraft from AEDC would bring the proper perspective, so that level of individual).

 Tutorials and Workshops: A lot of excellent points were brought up (I just hope I captured everything).

o Options included training sessions before the event, short tutorials during the program such as lunch time talks, whiteboard videos with an expert or poster sessions.

. There were some specific ideas kicked around for topics for these tutorials.

. Suggested that the group develop a list of “favorite” issues that we could use for tutorials or other program material. ACTION ITEM 005 to the group.

. There may already be some of this type of material available within some organizations; we should all see what we can find.

. The tutorials would be more basic (“101”) and should be advertised that way as to not waste the time of the experts in a given area. Could be the “everything you ever wanted to know about topic ‘A’ but were afraid to ask” type gig.

. Ron mentioned that he is working a similar idea with the software community and will provide his presentation to CASE to see if it is a fit for the program.

 Concern that AIAA is lagging in terms of systems content.

o This is a recognized issue and why CASE was created. One of the main ideas of CASE was to create a venue for folks in the aerospace community whose careers are focused on

CASE 2013 Planning Committee Telecon 01, 10/22/2012 Page 4 systems development and related areas, something that did not exist in the AIAA portfolio of events in the past.

o Other organizations are ahead of AIAA in terms of higher level process issues. However, what is missing are case studies and technical content related to systems issues; leverage the technical pedigree of AIAA to develop this missing content.

 Track Chair assignments; have these been set?

o The starting plan is to use the same track themes from 2012. The 2013 Track Chairs were selected due to their involvement with those tracks during 2012:

. Track 1: Complex Systems Development – Laura McGill (General Chair from CASE 2012 and also participated as a panelist in Track 1).

. Track 2: Integration, Test and Verification of Complex Systems – David Dress (session chair in Track 2 from 2012).

. Track 3: Program Management of Robust and Resilient Systems – Sophia Bright (2012 Track 3 co-chair and a session chair in Track 3).

Action Item List

Date Responsible AI Action Due date Status Assigned Party Provide introductory 001 10/22/12 information (and a photo if Everyone 10/31/12 you like) to Allen Assemble and distribute 002 10/22/12 Allen 11/1/12 intro package Recruit co-chairs for each 003 10/22/12 Track Chairs 11/15/12 Track. Start identifying session topics, session chairs/co- Planning 004 10/22/12 chairs, speakers and 11/15/12 Committee panelists to build the program for each track Planning 005 10/22/12 Identify topics for tutorials. 11/15/12 Committee

006 10/22/12 Setup SharePoint access. Allen 10/25/12

CASE 2013 Planning Committee Telecon 01, 10/22/2012 Page 5