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Space telescope science institute

All-Hands MeetingSteven Beckwith

November 8, 1999

Institute Reorganization

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Phases of STScI

Phase I– Buildup new Institute– Invent data handling procedures– Recover from spherical aberration

Phase II (post SM1)– Optimize processes, esp. planning– Downsize by 15%– Increase data rate by ~3x

Phase III (post SM3a)– Buildup second mission (NGST)– Realize economies of scale (innovate)– Seek new business opportunities

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Undercurrents of the Reorganization

Fear

Cynicism

Reluctance

Misunderstanding

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Cultural Traits to Foster

Badgeless environment All staff are part of the whole Affect change from all levels Effective communication Mentoring at all levels & groups Evaluation & use of lessons

learned Encourage innovation & new

thinking Multiple missions Partnerships with other institutes Respect for diversity Recognition of excellence Responsibility for individual

contributions

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Cultural Traits to Eliminate

Inadequate managerial competence

Ambiguities of responsibilities Barriers between groups:

– Conflicts, duplications, inefficiencies Conflicts between science &

functional work “Caste” system Inefficient meetings No clear path for promotion

other than management

Should we develop a culture of marketing?

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The Goals of the Reorganization

Organize around the concept of multi-missions– Enable matrixing of talent where needed

Create growth through change– Add flexibility to work opportunities– New management opportunities

Promote communication– Across divisions– Across levels – Cooperation (matrix work)

Promote innovation

STScI Organization

ScienceBranch Chief 1

MissionsBranch Chief 2

SoftwareBranch Chief 3

DirectorDeputy Director

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Process: what we did & did not do

Organize top-down:– Director’s Office– Main divisions– Large sub-divisions: SSD,

PRESTO, SMO What about lower levels?

– New divisions/sub-divisions can reo-organize as appropriate to their mission: flexibility

How do we know it worked?– Establish metrics– DLF recommendations– Recommendations from sub-

divisions

STScI Organization

ScienceBranch Chief 1

MissionsBranch Chief 2

SoftwareBranch Chief 3

DirectorDeputy Director

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New STScI Organization

Admin. & Facility

Services

Admin. & Facility

Services

ComputingInformation & NetworkServices

ComputingInformation & NetworkServices

NGSTMissionNGST

Mission

HubbleMissionHubbleMission

Engineering& Software

ServicesDivision

Engineering& Software

ServicesDivision

Data Pipeline

& ArchiveDivision

Data Pipeline

& ArchiveDivision

ScienceDivisionScienceDivision

Science PoliciesDivision

Science PoliciesDivision

Head of Program Manage.

Head of Program Manage.

Chief Information

Officer

Chief Information

Officer

Head of Admini- stration

Head of Admini- stration

Public OutreachDivision

Public OutreachDivision

Deputy Director Deputy Director

Innovation &

Technology

Innovation &

Technology

DO Special Staff

DO Special Staff

DirectorDirector

Associate Director

for Science

Associate Director

for Science

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Intial Staffing

Admin. & Facility

Services

Admin. & Facility

Services

ComputingInformation& Network Services

ComputingInformation& Network Services

NGSTDivisionNGST

Division

HubbleDivisionHubbleDivision

Engineering& Software

Services

Engineering& Software

Services

Data Pipeline& Archive

Data Pipeline& Archive

Head of Program Manage.

Head of Program Manage.

Chief Information

Officer

Chief Information

Officer

Head of Admini- stration

Head of Admini- stration

Public OutreachDivision

Public OutreachDivision

Deputy Director Deputy Director

Innovation & Technology

Innovation & Technology

DirectorDirector

Associate Director

for Science

Associate Director

for Science

DoxseyBladesStanley

Whitmore

DoxseyBladesStanley

Whitmore

StockmanHunter

StockmanHunter

Head of PM

Lutterbie

Head of PM

Lutterbie

Chief Information

OfficerOpen

Chief Information

OfficerOpen

Head of Admin.Curran

Head of Admin.Curran

Deputy DirectorHauser

Deputy DirectorHauser

Director

Beckwith

Director

Beckwith

FraherHanischFraher

Hanisch

BaumOpen Pollizzi Open (Open)

BaumOpen Pollizzi Open (Open)

Innovation &

TechnologyChristian

Innovation &

TechnologyChristian

Acting AD for Science

Williams

Acting AD for Science

Williams

BrownBrown

Public Outreach Division

Open

Public Outreach Division

Open

SchreierSchreier

Science PoliciesDivision

Science PoliciesDivision

Sci. Policies Division

Macchetto

Sci. Policies Division

Macchetto

InstituteScienceDivision

InstituteScienceDivision

Institute Sci. Division

Open

Institute Sci. Division

Open

ESA

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Elements of HST and ESS Divisions

WFPC2

Spectrometers

OSG

NICMOS

Mission Planning

Mission Scheduling

Flight Operations

COS

WF3

SMOV

ACS

HST Includes: SSD, SMO, FOT, PCT, LRP, SPG, SPST

Draft assignments to ESS:PST, SST, DPT, PASS, AT, DBSA, ET, CMD, SE, SSG

Hubble Division

Engineering & Software Services Division

Doxsey3 yr Renewable

Doxsey3 yr Renewable

Whitmore2 yr. openWhitmore2 yr. open

Stanley2 yr Renewable

Stanley2 yr Renewable

Blades2 yr Renewable

Blades2 yr Renewable

ACS

Special Projects

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Open2 yr Renewable

Open2 yr Renewable

Archive + PipelineSoftware

Archive + PipelineSoftware

Baum3 yr Renewable

Baum3 yr Renewable

EngineeringEngineering

Operations SoftwareOperations Software

Science SoftwareScience Software

Schedule SoftwareSchedule Software

Software ToolsSoftware Tools

Pollizzi2 yr Renewable

Pollizzi2 yr Renewable

Open2 yr Renewable

Open2 yr Renewable

(Open)2 yr Renewable

(Open)2 yr Renewable

136

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The Science Division

Institute Science Division

OpenFunc. Assign, Sci.

Hiring & Eval., RPO

Institute Science Division

OpenFunc. Assign, Sci.

Hiring & Eval., RPO

Science Policies Division

MacchettoSPSO, Metrics,

Committee inter.

Science Policies Division

MacchettoSPSO, Metrics,

Committee inter.

Public OutreachOpen

Organized as now

Public OutreachOpen

Organized as now

Acting AD for Science Williams

Acting AD for Science WilliamsMissions

Policies, OPO

Committees

Community

Library ServicesLibrary Services

Lab ServicesLab Services

110

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Computing, Information, & Network services

CINS within the STScI organization– CIO reports to Director

– has authority to implement strategic initiatives– allows Institute wide perspective

– Include selected software engineers (possibly rotate)

– to understand ESS needs– for technology evaluation

Interface between CINS and Divisions– close interaction to achieve best balance

TechnologyEvaluation

Operations ToolStandardization

Chief Information Officer 59

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Work assignments & Matrixing: Scientists

Assigned to specific groups as today– Full time within a team (e.g. SSD)– Contracts for fixed period: 2 years– Contracts may be renewed with consent of:

– The Scientist– The functional manager– The Director’s Office

Science Staff

Science Staff

Public Outreach

Public Outreach

Hubble DivisionHubble Division

NGST DivisionNGST

Division

Archive DivisionArchive Division AssignAssign

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Work assignments & Matrixing: Engineers

Use team assignments or contracts as appropriate– Contract standard products (GATOR I)

– Most work done by software groups– Regular user/developer meetings

Engineering & SoftwareEngineering & Software

Hubble DivisionHubble Division

NGST DivisionNGST

Division

Archive DivisionArchive Division

Administration &

Facility Services

Administration &

Facility Services

Contract

– Build developer/user teams for special development projects

– User interface software (APT)– New algorithms (GATOR II)

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5th Column: DAs, PCs & Archive Specialists

It is beneficial to STScI to think of PCs, DAs and ArSps as one category of people residing in the SD, to:– normalize hiring and training opportunities– normalize pay scales and career development– allow them to rotate between three tasks, acquire

new skills– allow them to spend a fraction of time doing

science support– facilitate their participation in new missions (e.g.

NGST) Recommendation:

– consider merging PCs, DAs and ArSPs in one group of mission support and science support staff, within the Science Division, matrixed to the missions

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DAs, PCs & Archive Specialists: Implementation

DAs, PCs, & ArSp reside in natural locations at outset– DAs & PCs in Hubble Division– ArSp in Archive Division

Goals of 5th Column managed by Hubble Division– Coordinated dialog with DAs & PCs– Cross divisional dialog to include

ArSp after PC/DA issues resolved

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Coordinate the Administrative Support Staff

Goal: to coordinate administrative support staff across the Institute– Response to varying workloads– Optimal use of different skills– Opportunities to use special skills

Proposal: – Staff Division offices with one fixed and

several flexible positions– Central coordinator in ADM to assess

work loads and skill needs– Coordination allows normalization of pay

grades and promotional opportunities

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STScI Support Staff Organization

Missions Administrator Missions Administrator

CINS Administrator CINS Administrator DO Administrator DO Administrator

Sci. Administrator Sci. Administrator

Technical Support

Support Team Members

(in Divisions)

Events Coordinator

Business Support Manager (in

ADM)

Business Support Manager (in

ADM)

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Benefits of the Plan

Assist management to normalize work allocation

Define career paths across the Institute

Normalize promotion criteria

Cultivate unique staff talent to benefit all: expertise in tools or programs, foreign language skills, design ability

Provide visibility and recognition, consistent training and career opportunities

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Proposed Management Training Schedule

Course SessionTechnical Leadership 1 Session February - 1 Session MarchBuilding Support For Your Ideas 1 Session April - 1 Session MayPersonal Development Process Pilot Program - Dates To Be AnnouncedManagement Skills for New May Supervisors

Project Management SeptemberEffective Meetings 6 Sessions held between February and

JuneTechnical Presentations 3 Sessions held February thru May

Effective Employment Practices - on an as needed basis throughout the year as new supervisors are named - beginning in January- Presented by Human Resources Staff

Finance Office Practices - on an as needed basis throughout the year as new new supervisors are named - beginning in February - Presented by Finance Staff

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Evaluation processes for Staff

Science Staff– Promotion/tenure as today– Annual performance appraisals by SD

– Science by Institute Science Division– Functional input from functional managers

Engineering Staff– Annual performance appraisals

– Group manager with external input from “customers”

General Staff– Annual appraisals by functional

managers– External input from “customers” where

appropriate

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Implementation Schedule

8 – 12 November 1999– Final design– Managers identified– Director meets with current divisions

November - December 1999– Director meets with new divisions

20 December 1999– New OBS reporting structure– New WBS structure

1 January 2000– Implement new organization

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Challenges to Reorganization

New Managers– Selection for open positions– Training

Links across divisions– Communication

Culture– New groups, new barriers– Developer vs. customer

Performance– Evaluation & metrics– Implementation of lessons learned