National High Magnetic Field Laboratory
Corporate Management in an
Academic Work Environment
Brian P. Fairhurst
Associate Director for
Management & Administration
National High Magnetic Field Laboratory
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
1
National High Magnetic Field Laboratory
Agenda
„
„
„
„
„
„
„
„
Overview of National High Magnetic Field
Laboratory (NHMFL)
NHMFL management needs and challenges
identified in 2001
Profile of Operations Manager, Magnet Science
and Technology, NHMFL
Initial results in response to NHMFL needs
Basic Business Functions and Governance
Ongoing cultural challenges
Lessons learned and ideas to secure a long-term
future
Summary
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
2
National High Magnetic Field Laboratory
Agenda
„
„
„
„
„
„
„
„
Overview of National High Magnetic Field
Laboratory (NHMFL)
NHMFL management needs and challenges
identified in 2001
Profile of Operations Manager, Magnet Science
and Technology, NHMFL
Initial results in response to NHMFL needs
Basic Business Functions and Governance
Ongoing cultural challenges
Lessons learned and ideas to secure a long-term
future
Summary
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
3
National High Magnetic Field Laboratory
A brief history…
„
„
„
ƒ
August, 1990: NSF awards National
High Magnetic Field Laboratory to
Florida State University
1990-1994: Lab’s main campus – a
330,000-square-foot complex –
constructed in Tallahassee
October, 1994: Magnet Lab
dedicated; Vice President Al Gore is
the keynote speaker
2000: Al Gore returns to Tallahassee
under very different circumstances!
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
4
National High Magnetic Field Laboratory
Florida State University
45T Hybrid
DC Magnet
Los Alamos National Laboratory
University of Florida
Advanced Magnetic
Resonance Imaging
and Spectroscopy Facility
89T Pulse Magnet
15mm bore
11.4T MRI Magnet
400mm warm bore
High B/T Facility
17T, 6weeks at 1mK
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
900MHz, 105mm bore
NMR Magnet
5
National High Magnetic Field Laboratory
NSF Charge:
„
To provide the highest magnetic fields and necessary
services for scientific research conducted by users from
a wide range of disciplines, including physics, chemistry,
materials science, engineering, biology, and geology
„
To advance magnet technology and U.S. competitiveness
„
To enhance science education at all levels
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
6
National High Magnetic Field Laboratory
Number of Users
Magnet Lab Users
1400
1144
Number of Users
1200
1019
1000
903
800
600
894
985
962
Total Users
Total Female
667
547
400
200
126
66
147
164
165
193
174
70
0
2001
2002
2003
2004
2005
2006
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
2007
2008
7
National High Magnetic Field Laboratory
Publications
Peer-Reviewed Publications
Significant Publications
Total Publications
600
Number of Publications
500
480
467
452
443
418
400
385
400
313
294
300
200
193
214
56%
243
236
55%
51%
244
229
246
197
100
62%
378
47%
61%
54%
57%
65%
2007
2008
0
2000
2001
2002
2003
2004
2005
2006
Year
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
8
National High Magnetic Field Laboratory
Personnel and Budget
„
„
Employ more than 400
faculty, staff and students at FSU branch
– 78 graduate students
– 43 postdoctoral associates
– 38 undergraduate students
International work force
„
$26.5 M “Core Grant” from the NSF
„
~ $10 M funded by the State of Florida
„
$10-15 M from individual investigator grants
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
9
National High Magnetic Field Laboratory
Agenda
„
„
„
„
„
„
„
„
Overview of National High Magnetic Field
Laboratory (NHMFL)
NHMFL management needs and challenges
identified in 2001
Profile of Operations Manager, Magnet Science
and Technology, NHMFL
Initial results in response to NHMFL needs
Basic Business Functions and Governance
Ongoing cultural challenges
Lessons learned and ideas to secure a long-term
future
Summary
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
10
National High Magnetic Field Laboratory
Management Needs and Challenges
identified in 2001
„
NSF Site Review Committee….
Major magnet project(s) behind schedule
and over budget….Need to recruit
appropriate staff to resolve issues
associated with completion of major
magnet projects….
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
11
National High Magnetic Field Laboratory
Agenda
„
„
„
„
„
„
„
„
Overview of National High Magnetic Field
Laboratory (NHMFL)
NHMFL management needs and challenges
identified in 2001
Profile of Operations Manager, Magnet Science
and Technology, NHMFL
Initial results in response to NHMFL needs
Basic Business Functions and Governance
Ongoing cultural challenges
Lessons learned and ideas to secure a long-term
future
Summary
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
12
National High Magnetic Field Laboratory
Profile of Operations Manager,
Magnet Science and Technology
„
Hired April 1, 2001
„
More than 30 years national and international experience
with Fortune 100 companies
„
Certified Professional Manager (CPM)
„
Presided over restructuring and turnaround operations that
required plant closings and personnel reassignments
„
Direct responsibility for overall management of strategic
planning, marketing, sales, program management, R&D,
engineering, contracts, purchasing, subcontracts and
administrative activities
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
13
National High Magnetic Field Laboratory
Agenda
„
„
„
„
„
„
„
„
Overview of National High Magnetic Field
Laboratory (NHMFL)
NHMFL management needs and challenges
identified in 2001
Profile of Operations Manager, Magnet Science
and Technology, NHMFL
Initial actions and results in response to NHMFL
needs
Basic Business Functions and Governance
Ongoing cultural challenges
Lessons learned and ideas to secure a long-term
future
Summary
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
14
National High Magnetic Field Laboratory
Initial results in response to
NHMFL needs
„
Actions…
– Assumed authority over Magnet Science &
Technology (MS&T) resources
– Provided monthly status reports to the
Program Manager at NSF
– Requested monthly status reports for all MS&T
projects
– Terminated a major subcontract for default
– Rigorously monitored use of all resources
– Re-assigned staff to highest priority project
„
Results…
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
15
National High Magnetic Field Laboratory
Initial results….
MAGNET LAB SITE VISIT REPORT, MAY 13-15, 2002
“... Managing this mix of projects will put a premium on improved business and
management practices. The Laboratory has taken a major first step in this
direction with the hiring of an “operations manager” having business
management experience in the aerospace industry. The Committee was
impressed with the new procedures being introduced for initiating and
tracking magnet construction projects.
Recommendations
„ We strongly endorse the new focus on project planning. We also support the
management decision to bring the 900 MHz project to closure whatever the
outcome of the forthcoming tests.
The New Management Plan (for Project Management)
„ The Committee was pleased with the recent implementation of “Best
Practices” management tools. Dividing the project into pre-conceptual,
conceptual, engineering and fabrication stages will allow for assessment of
risk and contingency, monitoring progress and adjusting budget and
schedule priorities during the course of the project…..”
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
16
National High Magnetic Field Laboratory
Agenda
„
„
„
„
„
„
„
„
Overview of National High Magnetic Field
Laboratory (NHMFL)
NHMFL management needs and challenges
identified in 2001
Profile of Operations Manager, Magnet Science
and Technology, NHMFL
Initial actions and results in response to NHMFL
needs
Basic Business Functions and Governance
Ongoing cultural challenges
Lessons learned and ideas to secure a long-term
future
Summary
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
17
National High Magnetic Field Laboratory
Basic Business Functions
and Governance
Ongoing improvements since late 2002…
„
„
„
„
„
„
„
„
„
„
Develop a Strategic Plan (Director and Scientific Staff)
Develop a Management and Administration Plan
Develop an Organization Chart
Create internal and external communication channels
Organize the management and administration of human
resources
Organize the management and administration of financial
resources
Organize purchasing and logistics services
Organize facilities and site management
Organize EH&S
Organize other general services
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
18
National High Magnetic Field Laboratory
Basic Business Functions
and Governance
Ongoing improvements since late 2002…
„
„
„
„
„
„
„
„
„
„
Develop a Strategic Plan (Director and Scientific Staff)
Develop a Management and Administration Plan
Develop an Organization Chart
Create internal and external communication channels
Organize the management and administration of human
resources
Organize the management and administration of financial
resources
Organize purchasing and logistics services
Organize facilities and site management
Organize EH&S
Organize other general services
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
19
National High Magnetic Field Laboratory
Develop a Management and
Administration Plan
„
Focus on Charge from the NSF
– enhanced services from Management and
Administration
„
„
Keep it simple
Must be convertible into a flow chart that
shows how the work gets done
– NSF, FSU, sub-awardees and subcontractors
„
Used to review operational effectiveness
– Results rather than activity, organizational vs.
individual indicators…in the eyes of our
“customers”
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
20
National High Magnetic Field Laboratory
External
External Advisory
Advisory Committee
Committee
Executive
Executive Committee
Committee
Management
Management and
and Administration
Administration
Brian
Brian Fairhurst
Fairhurst
Interim
Interim Deputy
Deputy Director
Director
Institutional
Institutional Oversight
Oversight Committee
Committee
Principal
Principal Investigator
Investigator
Jack
Jack Crow,
Crow, Director
Director
Co-Principal
Co-Principal Investigators
Investigators
Greg
Greg Boebinger,
Boebinger, LANL
LANL
Alan
Alan Marshall,
Marshall, FSU
FSU
J.
J. R.
R. Schrieffer,
Schrieffer, Chief
Chief Scientist
Scientist
Neil
Neil S.
S. Sullivan
Sullivan -- UF
UF
Chief
Chief Administrative
Administrative Officer
Officer
Clyde
Clyde Rea
Rea
ICR
ICR
Alan
Alan Marshall,
Marshall,
Director
Director
DC
DC Field
Field Facilities
Facilities
Bruce
Bruce Brandt,
Brandt,
Director
Director
NMR/MRI
NMR/MRI
Tim
Tim Cross,
Cross,
Director
Director
High
High B/T
B/T
Jian-sheng
Jian-sheng Xia
Xia
EMR
EMR
Louis-Claude
Louis-Claude
Brunel,
Brunel, Director
Director
Facilities
Facilities &
&
Safety
Safety Program
Program
Government
Government and
and
Public
Public Relations
Relations
Janet
Janet Patten,
Patten,
Director
Director
CIRL
CIRL
Pat
Pat Dixon,
Dixon, Director
Director
John
John Kynoch
Kynoch
Director
Director
Information
Information
Services
Services
Magnet
Magnet Development
Development
Program
Program
Users’
Users’ Program
Program
CIMAR
CIMAR
Users
Users Committee
Committee
Director
Director
Jack
Jack E.
E. Crow
Crow
Deputy
Deputy Director
Director
Vacant
Vacant
Chief
Chief Scientist
Scientist
J.
J. Robert
Robert Schrieffer
Schrieffer
Chief
Chief Technical
Technical Officer
Officer
H.J.
H.J. Schneider-Muntau
Schneider-Muntau
Chief
Chief Budget
Budget Officer
Officer
Jenny
Jenny Kinsey
Kinsey
Continuous
Continuous Fields
Fields
User
User Facilities
Facilities
Vice
Vice Presidents
Presidents of
of Research
Research
Florida
Florida State
State University
University
University
University of
of Florida
Florida
Pulsed
Pulsed Field
Field User
User
Facilities
Facilities
Alex
Alex Lacerda
Lacerda
Director
Director
Magnet
Magnet Science
Science and
and Technology
Technology
Steven
Steven Van
Van Sciver,
Sciver, Director
Director
Brian
Brian Fairhurst,
Fairhurst, Operations
Operations Mgr.
Mgr.
Magnet
Magnet
Development
Development
Corporate
Corporate Liaison
Liaison
Educational
Educational Media
Media
Research
Research Program
Program
Condensed
Condensed Matter
Matter Theory
Theory
Lev
Lev Gor’kov,
Gor’kov, Director
Director
Materials
Materials
Development
Development
In-House
In-House Research
Research Program
Program
John
John Eyler,
Eyler, Director
Director
Magnet
Magnet Science
Science
Mag Lab Organizational Chart 2002
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
21
National High Magnetic Field Laboratory
External
External Advisory
Advisory
Committee
Committee
Institutional
Institutional Oversight
Oversight Committee
Committee
Principal
Principal Investigator
Investigator
T.K.
T.K. Wetherell,
Wetherell, President,
President, FSU,
FSU, Chair
Chair
J.
J. B.
B. Machen,
Machen, President,
President, UF
UF
G.P.
G.P. Nanos,
Nanos, Jr
Jr ,, Director,
Director, LANL
LANL
Greg
Greg Boebinger,
Boebinger, FSU
FSU and
and UF
UF
Co-Principal
Co-Principal Investigators
Investigators
Bob
Bob Schrieffer,
Schrieffer, FSU,
FSU, Chief
Chief Scientist
Scientist
Alex
Alex Lacerda,
Lacerda, LANL
LANL
Alan
Alan G.
G. Marshall,
Marshall, FSU
FSU
Neil
Neil Sullivan,
Sullivan, UF
UF
Institutional
Institutional Representatives
Representatives
Kirby
KirbyKemper,
Kemper, FSU
FSU VP
VP for
for Research
Research
Win
Win Phillips,
Phillips, UF
UF VP
VP for
forResearch
Research
Micheline
Micheline Devaurs,
Devaurs, Assoc
Assoc Lab
Lab Director
Director ,, LANL
LANL
Executive
Executive Committee
Committee
Alex Lacerda
Reza
Reza Abbaschian
Abbaschian
Greg
Greg Boebinger
Boebinger
Bruce
Bruce Brandt
Brandt
Tim
TimCross
Cross
Jack
Jack Crow
Crow
Art
Art Edison
Edison
John
John Eyler
Eyler
Brian
Brian Fairhurst
Fairhurst
Users’
Users’ Committee
Committee
NHMFL
NHMFL Director
Director
Greg
Greg Boebinger
Boebinger
NHMFL
NHMFL Associate
Associate Director
Director
User
User Programs
Programs
Chief
Chief Scientist
Scientist
Bob
Bob Schrieffer
Schrieffer
Condensed
Condensed
Matter
Matter
Experiment
Experiment
Nuclear
Nuclear Resonance
Resonance
Tim
Tim Cross
Cross
Brian
Brian Fairhurst
Fairhurst
Magnet
Magnet Science
Science
and
and Technology
Technology
DC
DCField
FieldFacility
Facility
Bruce
Bruce Brandt
Brandt
John
John Miller
Miller
Magnetic
Magnetic Resonance
Resonance
Imaging
Imaging Facility
Facility (AMRIS)
(AMRIS)
Art
Art Edison
Edison
Pulsed
PulsedField
FieldFacility
Facility
Chuck
Chuck Mielke
Mielke
Functional
Functional Group
Group
Leaders
Leaders
Ion
Ion Cyclotron
Cyclotron Resonance
Resonance
Alan
Alan Marshall
Marshall
High
High B/T
B/T Facility
Facility
Yasu
Yasu Takano
Takano
Project Leaders
Leaders
Project
In-House
In-House
Research
Research
Program
Program
John
John Eyler
Eyler
NHMFL
NHMFL Associate
Associate Director
Director
Management
Management &
& Administration
Administration
Alex
Alex Lacerda
Lacerda
CIMAR
Condensed
Condensed
Matter
Matter
Theory
Theory
Lev
Lev Gor’kov
Gor’kov
Electron Magnetic Resonance
Electron Magnetic Resonance
Louis-Claude Brunel
Louis-Claude Brunel
Alan Marshall
Chuck Mielke
John Miller
Hans Schneider
Bob Schrieffer
Neil Sullivan
Yasu Takano
Geochemistry
Geochemistry
Vince
Vince Salters
Salters
Matrix
Matrix of
of
Powered,
Powered,
Pulsed,
Pulsed,
Persistent
Persistent
Magnet
Magnet
Projects
Projects
Condensed
Condensed Matter
Matter NMR
NMR
Arneil
Arneil Reyes
Reyes
LANL
LANL Magnet
MagnetTeam
Team
Jim
Jim Sims
Sims
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
Government
Government
and
and Public
Public
Relations
Relations
Vacant
Vacant
Center
Centerfor
for
Integrating
Integrating
Research
Research and
and
Learning
Learning
Pat
Pat Dixon
Dixon
Web
Web Outreach
Outreach
Mike
Mike Davidson
Davidson
Computer
Computer
Support
Support
Pete
Pete Jensen
Jensen
Chief
ChiefBudget
Budget
Officer
Officer
Terrie
Terrie Price
Price
Chief
Chief
Administrative
Administrative
Officer
Officer
Clyde
ClydeRea
Rea
Human
Human
Resources
Resources
Administrator
Administrator
Bettina
Bettina Roberson
Roberson
Facilities
Facilities and
and
Safety
Safety
John
John Kynoch
Kynoch
Mag Lab Org Chart 2004
22
National High Magnetic Field Laboratory
Validation of the Management and
Administration Plan
May 2004 email to Brian Fairhurst from NSF Program
Officer for oversight of the NHMFL
“I am especially grateful to you for the badly needed
management expertise you have brought to the Lab
and for the very collegial way you have gone about
reforming the entire suite of management activities.
I very much doubt that the 900 MHz magnet would be
undergoing commissioning now if it had not been for
the discipline you brought to this project.”
Hugh Van Horn
NSF Program Officer
(Retired May 2004)
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
23
National High Magnetic Field Laboratory
Analysis of Basic Business
Functions and Governance
Ongoing improvements since late 2002…
„
„
„
„
„
„
„
„
„
„
Develop a Strategic Plan (Director and Scientific Staff)
Develop a Management and Administration Plan
Develop an Organization Chart
Create internal and external communication channels
Organize the management and administration of human
resources
Organize the management and administration of
financial resources
Organize purchasing and logistics services
Organize facilities and site management
Organize EH&S
Organize other general services
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
24
National High Magnetic Field Laboratory
Create internal and external
communications channels
„
Recommended “All-hands” meetings, FSU Staff Meetings, “Random Employee
Lunches” and “From the Director’s Desk” emails to new Director
„
Recommended monthly telephone call between Director, Associate Director and
NSF Program Officer
„
Developed and introduced “MagNet”
„
Enhanced Educational Programming
„
Overhaul of NHMFL website – internet and intranet
„
Active leadership of outreach activities – Open House, lab tours w/VIP’s,
newspaper editorial board, Leadership Tallahassee, Economic Development
Council, Issues in Education TV Program, American Cancer Society Relay for Life
„
Bi-weekly 1-on-1 meetings with my direct reports
„
Birthday lunches with all direct reports
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
National High Magnetic Field Laboratory
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
26
National High Magnetic Field Laboratory
Flux Magazine
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
27
National High Magnetic Field Laboratory
New Website - Internet
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
28
National High Magnetic Field Laboratory
New Website - Intranet
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
29
National High Magnetic Field Laboratory
American Cancer Society
Relay for Life
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
30
National High Magnetic Field Laboratory
Media Backdrop and “Branding”
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
31
National High Magnetic Field Laboratory
Education & Outreach
„
Work with more than 7,000 K-12
students in both classrooms and the
Magnet Lab
„
Research experiences for
undergraduates
„
Research experiences for teachers
„
Teacher Workshops
„
Research – papers presented at national
conferences, workshops and meetings
„
Creation and use of a National Advisory
Board
„
Sci- Girls
„
New publications
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
32
National High Magnetic Field Laboratory
Education & Outreach
„
Magnet academy: Open
admissions policy. No pop
quizzes!
„
Science for English majors!
„
Java tutorials: from alternating
current to mass spectra…
„
Fact or fiction: Answers to the
sometimes silly questions
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
33
National High Magnetic Field Laboratory
Website statistics
Comparison with Other Labs
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
34
National High Magnetic Field Laboratory
Website statistics
NHMFL Website
Google Analytics Report
May 1, 2008 – April 7, 2009
During this timeframe, the NHMFL website hosted 290,108 individual users who visited
the site a total of 386,099 times. These visitors downloaded 1,085,692 pages.
Website Section
Page Views
Traffic %
Education
Online Tutorials/Articles
Student Activities
Open House/Community
REU Program
Teacher Activities
RET Program
666,015
553,165
33,933
18,109
15,521
12,266
9,617
61.34%
50.95%
3.13%
1.67%
1.43%
1.13%
0.89%
Search Engine
Personnel
Website
Publications
120,705
68,498
51,082
1,047
11.12%
6.31%
4.71%
0.10%
Home Page
90,400
8.33%
Users Hub
62,382
5.75%
Scientific Divisions
Publications
Travel
Proposals
35,958
11,536
3,683
1,851
3.31%
1.06%
0.34%
0.17%
Media Center
Features
News
Fact Sheets
Slide Shows
Publications
57,381
15,749
9,025
8,014
7,214
6,434
5.29%
1.45%
0.83%
0.74%
0.66%
0.59%
Magnet Technology
About the Magnet Lab
In-house Research
40,577
19,925
16,907
3.74%
1.84%
1.56%
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
35
National High Magnetic Field Laboratory
Annual Open House
„
„
More than 5,500 attendees from
the Southeast in 2009!
Outreach directed at
underrepresented groups past
two years has increased
attendance by more than 1,000
„
Demonstrations
„
Hands-on activities
„
Geared toward all ages
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
36
National High Magnetic Field Laboratory
Economic Impact
„
„
„
For every $1 the state
invests in lab, $5.50 is
generated in the Florida
economy
Lab brings between 800
and 1,000 visiting
scientists from around
the world to Tallahassee
each year; 20 percent
international
Accounted for more than
3,000 hotel room nights
in 2008; many visitors
stay for more than a
week
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
37
National High Magnetic Field Laboratory
Analysis of Basic Business
Functions and Governance
Ongoing improvements since late 2002…
„
„
„
„
„
„
„
„
„
„
Develop a Strategic Plan (Director and Scientific Staff)
Develop a Management and Administration Plan
Develop an Organization Chart
Create internal and external communication channels
Organize the management and administration of human
resources
Organize the management and administration of
financial resources
Organize purchasing and logistics services
Organize facilities and site management
Organize EH&S
Organize other general services
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
38
National High Magnetic Field Laboratory
Organize the Management and
Administration of Human Resources
„
„
„
„
„
„
„
„
Establish high performance standards via comprehensive
performance evaluations
Measure and reward employees based on their evaluations
Delegate authority, responsibility, decision-making, control,
accountability and VISIBILITY as far down the organization
as practical.
Simplify and standardize whenever possible…search for
more productive ways of doing things
Conspicuous posting of office hours
Be alert for unused or underutilized resources
Don’t ignore low producers and deadwood…at all levels and
in all organizations
Be willing to work harder than everyone else on your team!
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
39
National High Magnetic Field Laboratory
Cost Reduction
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
40
National High Magnetic Field Laboratory
Conspicuous Posting of Office Hours
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
41
National High Magnetic Field Laboratory
Analysis of Basic Business
Functions and Governance
Ongoing improvements since late 2002…
„
„
„
„
„
„
„
„
„
„
Develop a Strategic Plan (Director and Scientific Staff)
Develop a Management and Administration Plan
Develop an Organization Chart (Primarily Director and
Scientific Staff)
Create internal and external communication channels
Organize the management and administration of human
resources
Organize the management and administration of
financial resources
Organize purchasing and logistics services
Organize facilities and site management
Organize EH&S
Organize other general services
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
42
National High Magnetic Field Laboratory
Organize the Management and
Administration of Financial Resources
„
„
Diversification of funding sources to maintain critical
resources. Cash flow is everything!
Appropriate use of a local shadow system for financial
management with links to budgets, personnel and
purchasing – particularly for multiple projects and
multiple funding sources
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
43
National High Magnetic Field Laboratory
Organize the Management and
Administration of Financial Resources
Intranet Demo..
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
National High Magnetic Field Laboratory
Analysis of Basic Business
Functions and Governance
„
„
„
„
„
„
„
„
„
„
„
Ongoing improvements since late 2002…
Develop a Strategic Plan (Director and Scientific Staff)
Develop a Management and Administration Plan
Develop an Organization Chart
Create internal and external communication channels
Organize the management and administration of human
resources
Organize the management and administration of
financial resources
Organize purchasing and logistics services
Organize facilities and site management
Organize EH&S
Organize other general services
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
45
National High Magnetic Field Laboratory
Organize Facilities and Site
Management
„
Develop positive relationships with other stakeholders
– University - formal review and prioritization of major and
minor projects
– Major Suppliers – contingency plans that will prevent or
minimize the loss of scientific productivity
„
„
Employee turnover happens! Develop and maintain
procedures and other information
Maintain an awareness of the many unsung heroes and
recognize them!
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
46
National High Magnetic Field Laboratory
About electricity…
„
„
Monthly electric bill runs between $300,000 and
$590,000 a month! During peak usage, Mag Lab
consumes 7% of the City of Tallahassee’s electricity
Work with city to balance consumption
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
47
National High Magnetic Field Laboratory
Energy Reduction
Annual MagLab
Building Electrical Cost
MagLab Buildings Usage
Non-Magnet Related
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
$4
00
fro k (
m 14
2 0 %)
06 re
to du
20 cti
08 on
48
National High Magnetic Field Laboratory
Energy Reduction – Recent Actions
– Installed variable speed air compressors in utility
plant during 2009
– Replaced an oversized, malfunctioning vacuum
pump with a smaller more efficient unit during 2009
„ Old : 40hp, Ran Constantly
– ( Annual Electrical Cost $26,280)
„ New: 5 Hp, only 170 hrs in 2 months
– ( Annual Electric Cost $377)
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
49
National High Magnetic Field Laboratory
Recycling at the NHMFL
„
„
„
Started in July 2006
Existing recycling program had failed because we could
not consistently get the materials to a location for FSU
recycling to pick it up
2 staff members 1.5 hours/week to collect paper,
plastic, glass, aluminum, cardboard, scrap metal
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
50
National High Magnetic Field Laboratory
Recycling at the NHMFL
Totals
2006-2008
„
„
„
„
„
PAPER
43,588 LBS
PLASTIC, GLASS, ALUMINUM
4,657 LBS
MAGAZINES
5,078 LBS
SCRAP METAL
23,498 LBS
CARDBOARD
17,926 LBS
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
51
National High Magnetic Field Laboratory
Recycling – Lessons Learned
„
„
„
Need a champion
Don’t give up!
– It sometimes takes several attempts to
get a lower energy solution to work
Local knowledge and communication can
make the difference
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
52
National High Magnetic Field Laboratory
Analysis of Basic Business
Functions and Governance
„
„
„
„
„
„
„
„
„
„
„
Ongoing improvements since late 2002…
Develop a Strategic Plan (Director and Scientific Staff)
Develop a Management and Administration Plan
Develop an Organization Chart
Create internal and external communication channels
Organize the management and administration of human
resources
Organize the management and administration of
financial resources
Organize purchasing and logistics services
Organize facilities and site management
Organize EH&S
Organize other general services
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
53
National High Magnetic Field Laboratory
Organize EH&S
„
Employee Safety and Security is #1 concern
– Introduced ID/building access system for employees,
users, contractors and visitors
– Introduced Incident Reports
– Changed all interior locks
– Expanded video surveillance
– Frequent lab inspections … and follow-up
– Safety focus – monthly
– Annual Safety Awards and Safety Partners
– Capture and report good news and best practices
– Breathe Easy Zones
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
54
National High Magnetic Field Laboratory
Employee Safety & Security
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
55
National High Magnetic Field Laboratory
Magnet Lab Eight-Year Injury Data
Includes all injuries requiring any outside medical attention
NUMBER of INJURIES
TYPE of INJURIES
8 Year Injury Data
Hit With or By Object
5 (13%)
4 (11%)
Electrical
12
1 (3%)
10
No. Injuries
Ergonomic
8
Chemical
6
Strain/Sprain
4 (11%)
9 (24%)
4
2
0
2001
2002
2003
2004
2005
2006
2007*
Year
2008
Cut/Scrape/Scratch
11 (29%)
Slip/Trip/Fall
4 (11%)
* Two of the 2007 injuries did not occur at the NHMFL
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
56
National High Magnetic Field Laboratory
2007 Recordable Injury Rates
The Magnet Lab maintains an injury rate
consistent with or below the average for scientific
research facilities and universities
„
Magnet Lab
1.8
„
Scientific Research and Development
1.8
„
College and University
2.6
2007 data from US Department of Labor, Bureau of Labor and Statistics
(based on 660,000 total work hours per year)
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
57
National High Magnetic Field Laboratory
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
58
National High Magnetic Field Laboratory
Analysis of Basic Business
Functions and Governance
„
„
„
„
„
„
„
„
„
„
„
Ongoing improvements since late 2002…
Develop a Strategic Plan (Director and Scientific Staff)
Develop a Management and Administration Plan
Develop an Organization Chart
Create internal and external communication channels
Organize the management and administration of human
resources
Organize the management and administration of
financial resources
Organize purchasing and logistics services
Organize facilities and site management
Organize EH&S
Organize other general services
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
59
National High Magnetic Field Laboratory
Organize Other General Services
„
„
Implement long-term plan for new computer support
requirements: hardware, storage, Cybersecurity and
24/7 network and server monitoring, wireless access
points
Migrate to Sharepoint for information technology….
enterprise information portal
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
60
National High Magnetic Field Laboratory
Agenda
„
„
„
„
„
„
„
„
Overview of National High Magnetic Field Laboratory
(NHMFL)
NHMFL management needs and challenges
identified in 2001
Profile of Operations Manager, Magnet Science
and Technology, NHMFL
Initial actions and results in response to NHMFL
needs
Analysis of Basic Business Functions and
Governance
Ongoing cultural challenges
Lessons learned and ideas to secure a long-term
future
Summary
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
61
National High Magnetic Field Laboratory
Ongoing Cultural Challenges
„
„
„
Perceptions of administration at a Research Lab
– An unavoidable nuisance
– Scientific/technical staff don’t want to hear about it but, …
any problems in this area must be resolved immediately!
Administration is the one area where everyone else is an
expert
Administrative management is not currently considered a
component of the management structure/project governance
in NSF Cooperative Agreement/Programmatic Terms and
Conditions.
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
62
Principal Investigator
National High Magnetic Field
Laboratory
Greg Boebinger, FSU and UF
External Advisory Committee
Bill Halperin, Chair
Nat Fortune, Chair Users Cmte. ex officio
Meigan Aronson
Peter Littlewood
David Awschalom Alexis Malozemoff
Dimitri Basov
Cynthia McIntyre
Paul Chaikin
Tadeusz Molinski
David Embury
Stanley Opella
Jack Freed
Doug Osheroff
Jean Futrell
Philip Phillips
Stephen Gourlay
Ravinder Reddy
Robert Griffin
Ronald Scanlan
Phil Heitzenroeder Mansour Shayegan
Richard Hoagland Alex Smirnov
Steve Julian
Nai-Chang Yeh
Alan Koretsky
Institutional
Institutional Oversight
Oversight Committee
Committee
Co-Principal Investigators
T.K.
T.K. Wetherell,
Wetherell, President,
President, FSU,
FSU, Chair
Chair
J.
J. B.
B. Machen,
Machen, President,
President, UF
UF
M.
M. Anastasio,
Anastasio, Director,
Director, LANL
LANL
Tim Cross, FSU
Art Edison, UF
Alex Lacerda, LANL
Alan G. Marshall, FSU
Neil Sullivan, UF
Institutional
Institutional Representatives
Representatives
K.
K. Kemper,
Kemper, FSU
FSU VP
VP for
for Research
Research
W.
W. Phillips,
Phillips, UF
UF VP
VP for
for Research
Research
T.
T. Wallace,
Wallace, Jr.,
Jr., LANL
LANL Principal
Principal Assoc.
Assoc. Director
Director for
for
Science,
Science, Technology
Technology and
and Engineering
Engineering
Executive Committee
Greg Boebinger, Chair
Science
Science Council
Council
Lab
Lab Director
Director
Albert
Albert Migliori,
Migliori, Chair
Chair
Greg
Greg Boebinger
Boebinger
Users
Users Executive
Executive Committee
Committee
Diversity
Diversity Committee
Committee
Nat
NatFortune,
Fortune,Chair
Chair
DC/Pulse/High
DC/Pulse/High B/T
B/T Ion
Ion Cyclotron
Cyclotron Res.
Res.
NMR/MRI
Electron
NMR/MRI
Electron Magnetic
Magnetic Res.
Res.
Dragana
Dragana Popovic,
Popovic, Chair
Chair
Director
Director of
of Chem/Bio
Chem/Bio
Art
Art Edison
Edison
Center for Interdisciplinary
Magnetic Resonance
User
User Collaboration
Collaboration Grants
Grants Program
Program
Lloyd
Lloyd Engel
Engel
Nuclear
Nuclear Magnetic
Magnetic
Resonance
Resonance
Tim
Tim Cross
Cross
Magnetic
Magnetic Resonance
Resonance
Imaging
ImagingFacility
Facility(AMRIS)
(AMRIS)
Joanna
Joanna Long
Long
Ion
Ion Cyclotron
Cyclotron Resonance
Resonance
Alan
Alan Marshall
Marshall
Electron
Electron Magnetic
Magnetic Resonance
Resonance
Stephen
Stephen Hill
Hill
Affiliated
AffiliatedResearch
Research Programs:
Programs:
Microscopy,
Microscopy, Mike
Mike Davidson
Davidson
Geochemistry,
Geochemistry, Vincent
Vincent Salters
Salters
Cryogenics,
Cryogenics, Steve
Steve Van
Van Sciver
Sciver
Crystal
Crystal Growth,
Growth, Chris
Chris Wiebe
Wiebe
Condensed
Condensed Matter
Matter
Science
Science
Jim
Jim Brooks,
Brooks, Experiment
Experiment
Vlad
VladDobrosavljevic,
Dobrosavljevic,
Theory
Theory
Applied
Applied
Superconductivity
Superconductivity
Center
Center Director
Director
David
David Larbalestier
Larbalestier
DC
DCMagnets
Magnets –– Instrumentation
Instrumentation and
and
Operations
Operations
Scott
Scott Hannahs
Hannahs
DC
DC Magnets
Magnets -- User
User Program
Program
Eric
Eric Palm
Palm
Condensed
Condensed Matter
Matter NMR
NMR
Arneil
Arneil Reyes
Reyes
Pulsed
PulsedMagnet
Magnet Facility
Facility
Alex
Alex Lacerda,
Lacerda, Director
Director
Marcelo
Marcelo Jaime,
Jaime, Deputy
Deputy
Pulsed
PulsedMagnet
Magnet
User
User Program
Program
Chuck
Chuck Mielke
Mielke
Magnet
Magnet Science
Science
and
and Technology
Technology
Director
Director
Mark
Mark Bird
Bird
Group
Group Leaders
Leaders
Analysis,
Analysis,CICC
CICC
Mark
Mark Bird
Bird
Resistive
Resistive
Jingping
Jingping Chen
Chen
HTS,
HTS, Systems
Systems
Denis
Denis Markiewicz
Markiewicz
Materials
Materials
Ke
KeHan
Han
Design
Design
Scott
Scott Bole
Bole
Fabrication
Fabrication
Lee
Lee Marks
Marks
Program
Program Admin
Admin
Kevin
Kevin Smith
Smith
Pulsed
PulsedMagnet
Magnet
Engineering
Engineering
Chuck
Chuck Swenson
Swenson
Condensed
Matter
Mag
Science
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
High
HighB/T
B/TMagnet
Magnet
Facility
Facility
Neil
Neil Sullivan
Sullivan
Associate
Associate Lab
Lab Director
Director
Management
&
Management & Administration
Administration
Brian
Brian Fairhurst
Fairhurst
Public
Public
Affairs
Affairs
Susan
Susan Ray
Ray
Executive
Executive Assistant
Assistant
Judy
JudyMcEachern
McEachern
Center
Center for
for
Integrating
Integrating
Research
Research and
and
Learning
Learning
Pat
Pat Dixon
Dixon
Chief
Chief
Administrative
Administrative
Officer
Officer
Clyde
ClydeRea
Rea
Visual
VisualMedia
Media
Mike
Mike Davidson
Davidson
Chief
ChiefBudget
Budget Officer
Officer
Terrie
Terrie Price
Price
Web
Web Applications
Applications
Bo
BoFlynn
Flynn
Human
Human Resources
Resources
Bettina
Bettina Roberson
Roberson
Computer
Computer
Support
Support
Pete
Pete Jensen
Jensen
Facilities
Facilities
John
John Kynoch
Kynoch
EH&
EH& Safety
Safety
Angela
Angela Sutton
Sutton
Lab Organizational Chart
March, 2009
National High Magnetic Field Laboratory
Agenda
„
„
„
„
„
„
„
„
Overview of National High Magnetic Field
Laboratory (NHMFL)
NHMFL management needs and challenges
identified in 2001
Profile of Operations Manager, Magnet Science
and Technology, NHMFL
Initial actions and results in response to NHMFL
needs
Analysis of Basic Business Functions and
Governance
Ongoing cultural challenges
Lessons learned and ideas to secure a long-term
future
Summary
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
64
National High Magnetic Field Laboratory
Lessons Learned and ideas to secure
a sustainable long-term future
„
„
„
„
„
A comprehensive strategic plan is important for all
stakeholders – where you’re going, options considered,
competitors and how you’ll get there
Position titles can inflate or distort lines of authority and
responsibility
Organizational charts should be convertible to flow charts
and should show how the work gets done…and used to
evaluate operational effectiveness
Too many levels of management can be counterproductive
The learning of leadership requires more than formal
instruction or teaching. But, managerial skills must be
learned before you can be an effective leader.
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
65
National High Magnetic Field Laboratory
Lessons Learned and ideas to secure
a sustainable long-term future
„
Safe, secure and efficient operations are
integral to the NHMFL’s User, Magnet
Technology and Outreach Programs. They make
possible the scientific accomplishments and
sustain trust in the lab by our funding agencies
and the general public
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
66
National High Magnetic Field Laboratory
Agenda
„
„
„
„
„
„
„
„
Overview of National High Magnetic Field Laboratory
(NHMFL)
NHMFL management needs and challenges
identified in 2001
Profile of Operations Manager, Magnet Science
and Technology, NHMFL
Initial actions and results in response to NHMFL
needs
Analysis of Basic Business Functions and
Governance
Ongoing cultural challenges
Lessons learned and ideas to secure a long-term
future
Summary
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
67
National High Magnetic Field Laboratory
Summary
„
„
We’ve come a long way!
Focus the recognition and rewards
on the individuals who perform the
work
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
National High Magnetic Field Laboratory
The Management and Administration Team
…assisted by the Associate Lab Director
Center for Integrating
Research and Learning
Pat Dixon
Facilities
Administration
John Kynoch
Clyde Rea
Computer Support
Web Outreach
Pete Jensen
Mike Davidson
Budget
2003
Terrie Price
Web Applications
Human Resources
Safety
Bo Flynn
Bettina Roberson
Angela Sutton
Coordinator
Admin. Services
Public
Affairs
Judy McEachern
Susan Ray
2004
2005
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
69
National High Magnetic Field Laboratory
Check us out online!
www.magnet.fsu.edu
NSF Large Facilities Workshop, Tucson, AZ
April 1616-17, 2009
70