# Presentation: 125899

## Collaborative Management Environment:Merging R&D Tracking and Electronic Proposal Submission

**R&D Council Meeting**
**March 12, 1999**
**Dr. Thomas E. Potok**

## Three Stages of Evolution

- 1) Prototype: Data supplied, demonstrate financial management (Complete) (Late summer 96-6/97)
- 2) Pilot: Data gathered from selected lab databases (Complete) (7/97-9/98)
- 3) Extended Pilot: Data to be gathered from multiple labs (In progress) (10/98- on going)

## Prototype Demonstration

- Based on hand formatted real data from ORNL and Ames
- Demonstrated
- To R&D Council
- Searchable FWP description information
- Comparison for requested, allocated, and cost information for one or a series of FWPs
- Collaborated with Ames
- If the data is available, then a robust management system over DOE is feasible

## CME Pilot Goals

- Plan to develop a pilot based on FWP data from three labs
- ORNL
- LANL
- FNL
- Gathering lab data
- Different formats
- Very limited resources from the labs
- Initial software commitment problems
- Lab feedback
- We want the capability of CME, _however_...they have “been burned before...”
- We will be unable to provide data in needed format due to lack of resource.

**Notes:**
We have had to over come some hurdles to get here....

About a year ago we had the CME workshop where we shifted focus to develop an FWP system

## New Approach

- Data model developed with LANL, FNL, ORNL, and OSTI
- Reviewed by business systems experts as well as technical experts
- Pioneered use of XML as a means of storing, querying, and presenting FWP information.
- Simple distributed data storage technology
- Very low costs to the labs, integration work done by CME team
- Very well received article at XML’98
- Web access using commercial Infoseek’s spider

## Gathering Data from the Labs

- Original Lab FWP

- Lab XML Formats

- Common
- XML
- Format

- Lab
- HTML
- Format

- Common
- SQL
- Format

- Infoseek HTML Registry

- Keyword and Schema Search

- LANL

- ORNL

- CME

- Title

- PI

- Date

## Key Pilot Milestones

- 1998 ORNL and LANL data in CME Pilot
- Distributed information using XML
- Low-cost participation by ORNL and LANL, (only 2 person-days from the lab is required!)
- Lab information presented in lab FWP format
- Capable of adding a new lab in 1 month or less
- Very strong interest in CME, limit lab resources
- Fermi participation delayed
- Berkeley is very interested
- PPPL will participate in the future

**Notes:**
We have accomplished quite a bit in the last year. 
We have a fully operational system that contains current data from ORNL and LANL. You can perform keyword searchs or schema searches over the FWPs, from the search results produce reports and graphs. 

## Pilot Demo

## Keyword Search

## Another Keyword Search

## Extended Pilot Overview

## Extended Pilot Goals

- Add three labs to the CME system
- Strive for a wide representation over the DOE laboratory system
- Add OSTI to the development team
- Begin transition to production through training, and development of key database components
- Begin merger of CME and R&D Tracking data models
- Prototype CME and R&D Tracking interaction

## Pilot Findings

- Not all labs have data in database format,
- Full databases (ORNL, SNL)
- Partial databases (LANL)
- MS Word template (LBNL, PNNL, LANL)
- Scanned images (PNNL)
- General situation
- First page of the FWP created from a word processing package by the PI, then printed. The source file is lost.
- Financial data is manually entered into a financial database

## Extended Pilot participant labs

- Currently we are working closely with:
- ORNL
- LANL
- Sandia
- PNNL
- Have contacts with: LBNL, Fermi, PPPL, and, SLAC
- These labs represent a broad range of differing formats, and approaches to FWPs
- The lab representatives are very supportive of the extended pilot approach!
**Major issue are business related rather than technical**

## Summary of CME Background

- Prototype demonstrated the management of financial data for two labs
- Pilot demonstrated the gathering of FWP data from two labs
- Extended Pilot to add three labs to the CME system
- Supporting all lab FWP formats
- Partnering with OSTI
- Merging with R&D Tracking Database
- Estimated annual savings to $1M
- Poised for a successful deployment of CME

## R&D Council 

- Approval to proceed
- Endorse lab collaboration (lab representatives)
- Need representatives from each program to form a team to resolve the business issues, and help insure a successful implementation for next year’s unicall