Lab Strategic Planning Erik Gottschalk Scientist Advisory Council - - PowerPoint PPT Presentation

Erik Gottschalk Scientist Advisory Council Meeting November 11, 2019

Lab Strategic Planning

From the PAC Report, January 16-18, 2019:

• p. 3 – “The committee commends the Laboratory for the Scientist Advisory

Council and Strategic Planning Workshops, which engage the Fermilab community in discussions on future directions and annual planning for the laboratory.”

• p. 14 – “The SAC activities have produced a variety of important outcomes, which

have already yielded new research directions and white papers. While the SAC and Strategic Planning Workshops have different purposes, the committee recommends the laboratory explore how the grass-roots discussion in the SAC can be better integrated into the more formal Strategic Planning Workshop.

From the PAC Report, July 18-21, 2019:

• pp. 4-5 – “The SAC and the Integrated Program Planning Management (IPPM),

which organizes the Laboratory’s strategic planning, have some overlap in membership and have had several meetings over the course of the calendar year, signaling that channels of communication are open between these two groups as they fulfill their distinct missions. The PAC welcomes the improved communication between SAC and IPPM.”

Introduction

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• Strategic planning (SAC & IPPM)
• IPPM strategic planning process
• Annual strategic planning workshop (Jan. 9-10, 2020)
• Discussion of SAC and IPPM integration
• How can SAC help IPPM?

Terminology:

• ALP – Annual Lab Plan (DOE/SC strategic planning process)
• DOE/SC – DOE Office of Science
• DOE/FSO – DOE Fermi Site Office
• DOE/OHEP – DOE Office of High Energy Physics
• IPPM – Office of Integrated Planning and Performance Management
• PEMP – Performance Evaluation and Measurement Plan

Outline and Terminology

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SAC IPPM Working groups Strategic planning groups All-scientist retreats (~180 scientists) Annual strategic planning workshop with lab-wide audience (80 – 120 participants) Working groups organized to prepare for the next community planning exercise (i.e. P5) Strategic planning groups formulate the lab’s strategic plan in the context of the P5 Plan and contribute to the Annual Lab Plan (ALP) process Long-term strategic planning for post-2026 era Near-term strategic planning for the next 5 – 10 years Internal strategic planning activity that seeks expertise and advice from the science community Internal strategic planning activity that communicates the lab’s strategic plan to multiple external audiences

Strategic Planning (SAC & IPPM)

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SAC Working Groups IPPM Strategic Planning Groups Cosmic Science Cosmic Science Energy Frontier Science Collider Science Neutrino Science Neutrino Science Precision Science Precision Science Quantum Science Quantum Science Accelerator Science Accelerator Science and Technology Computational Science Computing for Science Detectors for Science Detectors for Science (new) Artificial Intelligence (new) Infrastructure (proposed strategic theme)

Planning Groups (SAC & IPPM)

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SAC and IPPM planning groups are organized by strategic themes.

DOE/SC 10-year plans for laboratories

• Annual DOE/SC planning process
• Fermilab Annual Lab Plan (ALP)

Ø Core capabilities Ø Mission objectives “Building for Discovery” (P5 Plan)

• Community planning process began 2012
• Report released May 2014
• 10-year strategic plan for U.S. particle physics
• Establishes “science drivers”

Strategic Planning (P5 Plan & DOE/SC Laboratory Plans)

DOE Distribution of Core Capabilities

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Fermilab Strategic Plan

Make the best use of lab core capabilities + people + infrastructure to strengthen the field of particle physics in the U.S. and host the world to advance scientific discovery and innovation.

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Scientific Discovery and Innovation

Accelerator Science and Technology

HEPCloud Computing for Science Artificial Intelligence Quantum Computing Active Archive Facility

Advanced Computer Science, Visualization and Data Particle Physics

Large-Scale User Facilities Advanced Instrumentation

HL-LHC High-Field Magnets LCLS-II Quantum Systems Accelerator Science Accelerator Technology Neutrino Science Collider Science Precision Science Cosmic Science Quantum Sensors Detectors for Science LBNF/DUNE PIP-II

Mission Objectives in the Lab’s Strategic Plan

People and Infrastructure

Mission Objectives Core Capabilities

IPPM Strategic Planning System

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• IPPM is responsible for managing strategic planning (i.e. lab

goals and lab objectives) and tracking lab performance for PEMP goals, objectives and notable outcomes.

• We do this using a system with multiple databases.

IPPM Strategic Planning System DOE PEMP IPPM system to manage lab strategy DOE system to evaluate lab performance Lab goals are defined for each strategic theme. The goals articulate high level lab strategy to achieve lab mission. PEMP goals:

• Goals 1–3: science program (DOE/HEP...)
• Goal 4: lab management (DOE/SC)
• Goals 5–8: lab operations (DOE/FSO)

Lab objectives linked to lab goals in a hierarchy PEMP objectives linked to PEMP goals in a hierarchy Lab activities linked to lab objectives define the lab’s science plan PEMP notable outcomes define DOE requirements for a specific fiscal year At the end of each fiscal year we report lab achievements (grouped by PEMP goals and objectives) to communicate what the lab has achieved during the year.

IPPM Strategic Planning System & DOE PEMP

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The PEMP (Performance Evaluation and Measurement Plan) is the annual performance evaluation process DOE uses to grade all of the DOE/SC labs. IPPM strategic planning system is based on a hierarchy of lab goals,

• bjectives and activities similar in structure to the DOE PEMP.

Database for Lab Goals and Lab Objectives

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Science Plan is being updated in preparation for strategic planning workshop.

Draft Science Plan (submitted to DOE/OHEP 6/19)

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Science Plan is being updated in preparation for strategic planning workshop.

Draft Science Plan (submitted to DOE/OHEP 6/19)

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Science Plan is being updated in preparation for strategic planning workshop.

Draft Science Plan (submitted to DOE/OHEP 6/19)

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Science Plan is being updated in preparation for strategic planning workshop.

Draft Science Plan (submitted to DOE/OHEP 6/19)

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Science Plan is being updated in preparation for strategic planning workshop.

Draft Science Plan (submitted to DOE/OHEP 6/19)

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Science Plan is being updated in preparation for strategic planning workshop.

Draft Science Plan (submitted to DOE/OHEP 6/19)

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Science Plan is being updated in preparation for strategic planning workshop.

Linking Database Tables: Flow Down Example

Lab Goal Lab Objective Lab Activity Operations Risk

Annual Strategic Planning Workshops

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• Our next strategic planning workshop is scheduled for
• Jan. 9-10, 2020 in the IARC lecture hall.
• The agenda will include two half-days of presentations by

strategic planning group leaders

– Presentations of lab goals and objectives (10 + 5 minutes per theme) – LDRD presentation – SAC presentation

• SAC is invited (tell your friends)

IPPM Annual Strategic Planning Cycle

11/11/2019 Erik Gottschalk | Scientist Advisory Council Meeting 21 Develop ALP informed by lab goals,

• bjectives,

and PEMP Develop Lab Director’s ALP presentation Propose PEMP notable

• utcomes for

next fiscal year to DOE Update existing and propose new lab goals and objectives Approve or revise lab goals and objectives

1) Receive Annual Lab Plan (ALP) guidance (January) 2) Submit ALP document (April) 3) Present ALP to DOE/SC and receive feedback (June) 5) Host annual strategic planning workshop (Nov. / Dec.) 6) Receive PEMP grades/feedback (December) 4) Receive PEMP notable

• utcomes for fiscal year (October)

SAC and IPPM Integration

• While the SAC and IPPM have different

purposes, the PAC recommends the laboratory explore how the grass-roots discussion in the SAC can be better integrated with IPPM planning processes.

• Can SAC and IPPM strategic planning be integrated?
• At the very least the SAC and IPPM need to be aware of and

understand each other’s planning processes and outcomes.

• We have an opportunity to improve lab strategic planning and reduce

the number of committees (and meetings!) devoted to strategic planning by doing more to integrate SAC and IPPM.

Additional Slides

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PEMP Goals, Objectives and Notable Outcomes

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• DOE Office of Science (DOE/SC) laboratories all have the same annual

performance evaluation process.

• DOE/SC provides a common structure and scoring system for all of the

laboratories.

• DOE specifies the criteria for annual evaluation of the laboratories in the

Performance Evaluation and Measurement Plan (PEMP).

• The PEMP includes 8 performance goals and related objectives.

– Goals 1 – 3 are focused on the science program (DOE/HEP, DOE/BES…) – Goal 4 is focused on lab management team and corporate parent (DOE/SC) – Goals 5 – 8 are focused on efficient/effective execution of work (DOE/FSO)

• Since 2010, DOE/SC has also included notable outcomes for each lab.
• Results of the PEMP performance evaluations are discussed with lab

management and provided in writing each year.

• Results determine the amount of award fee and whether or not an

additional year of contract term has been earned by the lab.

PEMP Notable Outcomes for FY 2020

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• For FY20 we received a total of 21 PEMP notable outcomes:

– 10 notables for PEMP goals 1 – 3 – 4 notables for PEMP goal 4 – 7 notables for PEMP goals 5 – 8

• Two of these notables are related to strategic planning

– Notable Outcome 1.2.1: By June 2020, submit a strategic plan for CMS High-Luminosity LHC software & computing R&D activities planned for the next 2-3 years with specific milestones for deliverables under the U.S. CMS operations program. – Notable Outcome 3.2.2: Develop a five-year strategic plan for detector R&D, to be delivered to DOE by March 2020. The plan should articulate lab goals and objectives, and present this information in the context of the laboratory’s strategic directions that are derived from the P5 Plan, as well as the most recent lab Comparative Review in this subject area.