STIP Managers Teleconference
Wednesday, February 18, 2009

Teleconference Participants: Kevin Schmidt (SRS), Mimi Legan (CHO), Gayla Bratton (HNF), Scott Gibson (ORAU), Dave Hamrin (ORNL), Tony DeMeo (PPPL), Jessica Shaffer-Gant (SNL), Alison Easter (AMES), Mary Petersen (BNL), Heath O’Connell (Fermilab), Dale Claflin (INL), Mary Hale (ANL), Kim Johnson (ANL), Theresa Connaughton (LANL), Isom Harrison (LLNL), Nancy Doran (PNNL), Dennis Gound (ORNLSO), Cathy Wright (NETL-Albany), Nicole Carson (S-N), Michael Angelo (PNSO), Kim Kindrew (JLAB), Mary Donahue (NREL), Betty Robinette (Y-12), Debbie Caver (SRO), Mona Higgins (NSTec), Sierra Corey (NSTec), Sharon Jordan (OSTI), Kathy Waldrop (OSTI), Judy Gilmore (OSTI), Patty Simmons (OSTI), Jannean Elliott (OSTI), Dave Bellis (OSTI), and Daphne Evans (OSTI)

2009 STIP Working Meeting (Kathy Waldrop) – The 2009 STIP Working Meeting is only 2 ½ months away. To receive the negotiated rate of $129.00 per night (plus tax) you will need to reference the STIP Working Meeting when you make hotel reservations at the Doubletree Hotel Atlanta-Buckhead. The deadline to reserve your room is March 27. The phone number is 1-800-222-8733. The details regarding the hotel are posted on the STIP Home Page.

The STIP Working Meeting schedule will begin on Tuesday morning, April 21, with a half day STIP Orientation for new STI Program participants or others that need a refresher. On Tuesday afternoon, there will be two simultaneous meetings and they are the DOE Only and DOE Major Contractor Only meetings. The STIP Working Meeting itself will be two full days beginning Wednesday morning, April 22 and ending the afternoon of Thursday, April 23. Be sure to check the STIP Home Page for times and meeting room updates before you leave on travel.

We are working on a draft agenda so we can post it on the STIP Home Page. As of now we only have broad topics we would like addressed by STIP Working Meeting Attendees. The broad subject areas identified thus far are:

• STIP Accomplishments and Future Goals (Site specific)
• Contributing to the “Energy” Vision of the New Administration (Site Plans)
• STI: From Research and Development to Information Output (Results of R&D from generation to output)
• Evolving Information Technology and STI Program
• STI Digitization Initiatives (Status or New Procedure)
• Managing Multi-media STI (How your site is dealing with/managing multi-media STI in terms of electronic storage/accessibility and submission/making available to OSTI)
• Ensuring Consistency of Announcement/Metadata Data and Document Marking of STI Documents at OSTI and Originating Site (Sites that have either implemented a solution or are struggling with this process)
• Identifying STI that Eludes the STI Process (STI documents that are posted on a site’s Web page, presented at a conference, or published externally that have not been submitted through Site’s STI Process)
• Visibility of DOE’s STI Program (Steps taken to improve the visibility of the site’s STI Program)

Revision to DOE Order 241.1A (Sharon Jordan) – OSTI is still working on this effort; it's very close to being finished. Although the DOE O 241.1A is an existing directive, there is a new procedure at Headquarters requiring a justification memo for the revision approval process. The memo is currently in the concurrence stage. It is likely that Sharon and Walt Warnick will have to present changes to a Directives Review Board before the directive will be submitted for review via RevCom. The changes in the revision process have slowed down theprocess, but OSTI has used this time to polish up the document (clarify/plainer language to reflect transparency in Government). OSTI hopes to be far enough along in the process to have a formal draft to distribute at the upcoming STIP Working Meeting. In the meantime, if questions arise regarding expiration date of DOE O 241.1A please reference the caveat listed on the http://www.directives.doe.gov/ “All Directives listed in the Current Directives section of the Portal are in effect regardless of the expiration date.”

OSTI Strategic Plan Status (Sharon Jordan) – Thanks to those of you who provided comments to the draft strategic plan via the Online Decision-Tool. OSTI has assembled stats on the goals and strategies in the order of importance and to show the high to low ratings. The ratings help to determine areas of the plan needing revision. The results will be used to discuss potential revisions with Jeff Salmon, SC-4 next week.

CRADA Submissions (Judy Gilmore) – September 2008, the IG conducted an audit of CRADAs which revealed some CRADA final reports were not being submitted to OSTI. At the IG’s request, OSTI provided some information to the IG. OSTI doesn’t have the latest status of the audits and is unaware of the identity of all sites audited.

OSTI is planning a data cleanup effort of CRADA documents in the OSTI repository for FY 2009. The cleanup will target CRADA documents with the sunset date of 5 or more years past the publication date. OSTI will provide site-specific lists to each site (similar to the process of the Patent data cleanup project). OSTI will coordinate with sites before changing access limitations from CRADA or are posted to Energy Citations Database or Information Bridge.

Federal R&D Project Summaries (Sharon Jordan) – The Federal R&D Project Summaries website was refreshed before the AAAS Meeting that was held last week in Chicago. The website now contains R&D project summaries from 9 different agencies.

Science.gov (Sharon Jordan) – The Department of Transportation (DOT) now has information available via Science.gov. This makes 14 Federal Agencies to participate in the Science.gov Alliance.

R&D Data Call (Sharon Jordan) - A formal R&D Data Call memo was not sent out to the labs this year; however, all major labs contributed data to OSTI. Although there is no longer a RADIUS database where this information resides the information is still required for the Department’s share of Federal R&D Project Summaries.

Software License (Sharon Jordan) - NASA wants to include its software developed for them at DOE labs available via the ESTSC. Individuals are working with the attorneys to revise the Software License to satisfy requirements of NASA agreements.

Next STIP Managers Teleconference (Kathy Waldrop) - Since we will be meeting face-to-face in Atlanta in April we will not have an April STIP Managers teleconference. The next STIP Managers teleconference will be in June. See you in April!