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The Telescope System
Instrumentation Program (TSIP)
AWARD ADMINISTRATION AND PROGRAM OVERSIGHT
A. NOAO SYSTEM PROJECT OFFICE OVERSIGHT
Following NSF approval of the subawards, the NOAO contracts office will negotiate contracts with the selected proposers. These contracts will include the following elements:
- Description of instrumental capability or improvement to be provided
- Timeline, including milestones and payments
- Telescope time to be provided, together with contingencies and limitations
- Management plan
- Reporting and review schedule
NOAO's role is an oversight responsibility. The following activities are planned to fulfill this oversight role:
- Approval of management plan. The Technical Project Manager of the NOAO System Project Office will review and approve the management plan for the work. This is to ensure that sufficient project management is being provided by the proposing institution, that sufficient resources are identified to carry out the work, and that the budget and schedule are credible. A satisfactory management plan is required before a subaward can be recommended to NSF for approval.
- Regular periodic reports. During the design and/or construction of instruments, the instrument PI or Project Manager will be required to submit monthly reports to keep the System Project Office informed of progress and problems. These reports will summarize work completed, equipment or parts purchased, issues identified, and progress relative to the accepted management plan. All reports and review results will be publicly available on the NOAO System web site.
- Quarterly reviews for instrument projects. It is expected that instrument development projects will have formal management and will include regular reviews, typically every three months. These will be attended by the System Project Office Technical Project Manager and any associated technical personnel who might provide needed expertise. The review documentation and response to the review will be publicly available.
- Formal decision following CDR. Following the Critical Design Review at the end of Phase AB, a formal decision on continuation of TSIP funding through Phase CD is required. If the project is maintaining the cost and schedule in the original proposal within contingency, continuation will be automatic, subject to availability of NSF funds for TSIP. If there are projected cost overruns or schedule slips, the NOAO System Project Office will convene a panel to evaluate the project in context of other existing or proposed TSIP projects and determine if the project should be continued with a revised cost and schedule. A revised subaward would require NSF approval.
- Review of progress on improvement proposals. It is expected that infrastructure improvement projects will also have regular reviews, typically every six months, similar in nature to the quarterly reviews for instrument projects. Review materials and reports will be publicly available. The generic criteria to be used in annual evaluation for continuation of funding are successful completion of the work according to the original plan, and the improvement in performance of the facility described in the technical proposal. If improvements are not being made as proposed, the NOAO System Project Office will convene a panel to evaluate the project in context of other existing or proposed TSIP projects and determine whether the project should be continued. A revised subaward would require NSF approval.
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