Collaborative Management Environment:

Merging R&D Tracking and

Electronic Proposal Submission

R&D Council MeetingMarch 12, 1999

Dr. Thomas E. Potok

Three Stages of Evolution

1) Prototype: Data supplied, demonstrate 1) Prototype: Data supplied, demonstrate financial management (Complete) (Late financial management (Complete) (Late summer 96-6/97)summer 96-6/97)

2) Pilot: Data gathered from selected lab 2) Pilot: Data gathered from selected lab databases (Complete) (7/97-9/98)databases (Complete) (7/97-9/98)

3) Extended Pilot: Data to be gathered from 3) Extended Pilot: Data to be gathered from multiple labs (In progress) (10/98- on multiple labs (In progress) (10/98- on going)going)

Prototype Demonstration

Based on hand formatted real data from Based on hand formatted real data from ORNL and AmesORNL and Ames

DemonstratedDemonstrated To R&D CouncilTo R&D Council Searchable FWP description informationSearchable FWP description information Comparison for requested, allocated, and cost Comparison for requested, allocated, and cost

information for one or a series of FWPsinformation for one or a series of FWPs Collaborated with AmesCollaborated with Ames

If the data is available, then a robust management If the data is available, then a robust management system over DOE is feasiblesystem over DOE is feasible

CME Pilot Goals

Plan to develop a pilot based on FWP data from three labsPlan to develop a pilot based on FWP data from three labs ORNLORNL LANLLANL FNLFNL

Gathering lab dataGathering lab data Different formatsDifferent formats Very limited resources from the labsVery limited resources from the labs

Initial software commitment problemsInitial software commitment problems Lab feedbackLab feedback

We want the capability of CME, We want the capability of CME, howeverhowever…they have “been …they have “been burned before…”burned before…”

We will be unable to provide data in needed format due to lack of We will be unable to provide data in needed format due to lack of resource.resource.

New Approach Data model developed with LANL, FNL, ORNL, Data model developed with LANL, FNL, ORNL,

and OSTIand OSTI Reviewed by business systems experts as well as Reviewed by business systems experts as well as

technical expertstechnical experts Pioneered use of XML as a means of storing, Pioneered use of XML as a means of storing,

querying, and presenting FWP information.querying, and presenting FWP information. Simple distributed data storage technologySimple distributed data storage technology Very low costs to the labs, integration work done by Very low costs to the labs, integration work done by

CME teamCME team Very well received article at XML’98Very well received article at XML’98

Web access using commercial Infoseek’s spiderWeb access using commercial Infoseek’s spider

Gathering Data from the LabsOriginal Lab FWP

Lab XML Formats

CommonXMLFormat

LabHTMLFormat

CommonSQLFormat

Infoseek HTML Registry

Keyword and Schema Search

LANL

ORNL

CMETitlePIDate

Key Pilot Milestones

1998 ORNL and LANL data in CME Pilot1998 ORNL and LANL data in CME Pilot Distributed information using XMLDistributed information using XML Low-cost participation by ORNL and LANL, (only 2 Low-cost participation by ORNL and LANL, (only 2

person-days from the lab is required!)person-days from the lab is required!) Lab information presented in lab FWP formatLab information presented in lab FWP format Capable of adding a new lab in 1 month or lessCapable of adding a new lab in 1 month or less

Very strong interest in CME, limit lab resourcesVery strong interest in CME, limit lab resources Fermi participation delayedFermi participation delayed Berkeley is very interestedBerkeley is very interested PPPL will participate in the futurePPPL will participate in the future

Pilot Demo

Keyword Search

Another Keyword Search

Extended Pilot Overview

Extended Pilot Goals

Add three labs to the CME systemAdd three labs to the CME system Strive for a wide representation over the DOE Strive for a wide representation over the DOE

laboratory systemlaboratory system Add OSTI to the development teamAdd OSTI to the development team

Begin transition to production through training, Begin transition to production through training, and development of key database componentsand development of key database components

Begin merger of CME and R&D Tracking data Begin merger of CME and R&D Tracking data models models

Prototype CME and R&D Tracking interactionPrototype CME and R&D Tracking interaction

Pilot Findings Not all labs have data in database format, Not all labs have data in database format,

Full databases (ORNL, SNL)Full databases (ORNL, SNL) Partial databases (LANL)Partial databases (LANL) MS Word template (LBNL, PNNL, LANL)MS Word template (LBNL, PNNL, LANL) Scanned images (PNNL)Scanned images (PNNL)

General situation General situation First page of the FWP created from a word First page of the FWP created from a word

processing package by the PI, then printed. The processing package by the PI, then printed. The source file is lost.source file is lost.

Financial data is manually entered into a financial Financial data is manually entered into a financial databasedatabase

Extended Pilot participant labs Currently we are working closely with:Currently we are working closely with:

ORNLORNL LANLLANL SandiaSandia PNNLPNNL

Have contacts with: LBNL, Fermi, PPPL, and, SLACHave contacts with: LBNL, Fermi, PPPL, and, SLAC These labs represent a broad range of differing formats, These labs represent a broad range of differing formats,

and approaches to FWPsand approaches to FWPs The lab representatives are very supportive of the extended The lab representatives are very supportive of the extended

pilot approach!pilot approach! Major issue are business related rather than Major issue are business related rather than

technicaltechnical

Summary of CME Background

Prototype demonstrated the management of Prototype demonstrated the management of financial data for two labsfinancial data for two labs

Pilot demonstrated the gathering of FWP data from Pilot demonstrated the gathering of FWP data from two labstwo labs

Extended Pilot to add three labs to the CME systemExtended Pilot to add three labs to the CME system Supporting all lab FWP formatsSupporting all lab FWP formats Partnering with OSTI Partnering with OSTI Merging with R&D Tracking DatabaseMerging with R&D Tracking Database

Estimated annual savings to $1MEstimated annual savings to $1M Poised for a successful deployment of CMEPoised for a successful deployment of CME

R&D Council

Approval to proceedApproval to proceed Endorse lab collaboration (lab Endorse lab collaboration (lab

representatives)representatives) Need representatives from each program to Need representatives from each program to

form a team to resolve the business issues, form a team to resolve the business issues, and help insure a successful implementation and help insure a successful implementation for next year’s unicallfor next year’s unicall