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Milestones for WTEC International Studies H


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									Milestones for WTEC
International Studies

•   Preliminary Phase
•   Study Tour Planning Phase
•   Study Tour Phase
•   Working Reports Phase
•   Final Report Phase

…and over 400 expert panelists, thousands of foreign hosts
Milestones for WTEC International Studies
            Preliminary Phase
• Fund raising – solicit resources necessary for the study, WTEC
  contacts program officers in the field of study to invite them to project
• Sponsors’ meeting – potential sponsors discuss scope and
  Statement of Work (SOW) for project, determine if there is enough funding
  available to begin a study, and nominate panelists and panel chair
• Chair’s meeting – study chair presents benefits of study to
  potential sponsors, including draft scope of project, names of panelists and
  of other potential sponsors (sometimes addressed at Sponsor’s meeting)
• Kickoff meeting – introduce study panelists, update draft scope,
  assign technical topics to panelists, provide preliminary bibliometric study,
  decide if U.S. baseline workshop is necessary (if so, schedule workshop and
  speakers), choose U.S. research to be presented to foreign hosts, schedule
  foreign study tour and workshop dates, and define process for preparing a
  list of questions for foreign hosts; WTEC engages advance contractor(s),
  creates public and private websites for information exchange, and schedules
  monthly conference calls with panelists; study chair defines structure of
  final report; WTEC project manager assumes responsibilities, including
  serving as a general point of contact (POC)
Milestones for WTEC International Studies
        Study Tour Planning Phase
• Baseline workshop – study panelists (an approximately ten selected
  U.S. researchers) present the state of art in the U.S. or North America; draft
  report of proceedings is delivered at the workshop and updated to serve as a
  quid pro quo for foreign hosts; WTEC reimburses speakers for travel and
• Advance work – bibliometric study identifies sites with significant
  number of publications to supplement expert panel knowledge; panelists
  and sponsors introduce advance contractor to as many hosts as possible;
  advance contractor sends panelist bios and lists of questions to foreign
  hosts, schedules itinerary, and arranges travel and lodging (one or more
  conference calls provide coordination); advance contractor provides
  detailed itinerary one-week before departure; panelists make their own
  travel reservations from their own travel reservations from their home
  across the Atlantic or Pacific, but advance contractor makes arrangements
  in foreign locations
• Literature survey – in parallel with advance work, panelists survey
  recent literature, especially papers and websites of the sites to be visited;
  WTEC and advance contractor help provide information; to attract
  audience for the final workshop, WTEC publicizes workshop via online
  calendars and sends postcards to memebers of targeted professional society
Milestones for WTEC International Studies
             Study Tour Phase
• Study tour week – panelists fly to a common arrival location (e.g.,
  Frankfurt to Tokyo) on Friday/Saturday; on Sunday, panelists meet with
  advance contractor to receive final itineraries; panelists usually divide into two
  groups; each group selects a head of delegation and a scribe for each site to be
  visited; head of delegation presents to foreign hosts the purpose of study, U.S.
  baseline information, and a brief bios of panelists; each site’s scribe records
  minutes of meeting, collects handout materials provided by hosts, and copies
  host’s electronic presentations on a memory stick; each group will be issued an
  international cell phone and a digital voice recorder; most delegations meet for
  breakfast daily to compare notes; the schedule is intense (panelists will be
  stressed but they will learn a lot)
• Closing meeting - after a week on tour, the panel reassembles on Friday
  evening at the departure airport hotel; a closing meeting is scheduled on
  Saturday morning:
    1. Scribes present as 5-minute review of main points of interests at each site
       (takes 1-2 hours)
    2. Panelists list the most interesting preliminary findings of the week
    3. A schedule is determined for delivery of site reports to other panelists via
       project manager
    4. Any changes to the workshop or report assignments are considered
  Panelists may depart for home on Saturday afternoon or Sunday
Milestones for WTEC International Studies
         Working Reports Phase
• Site reports drafted and distributed – two weeks after the end
  of the study tour; these reports serve as data for panelist to write about sites
  that they did no visit; a bonus is paid to scribes for timely delivery; WTEC
  final reports have standard site report formats that include : site visited,
  data of visit, names of U.S. visitors, names of host participants, background,
  funding sources and commercialization, R&D activities, and summary and
  conclusions; WTEC edits and sends site reports to individual hosts for
  review; as an interim product, WTEC usually points a bound booklet of
  draft site reports for sponsors
• Final workshop – approximately two months after the last site visits,
  a one day public meeting with a webcast that will be publicly broadcast is
  held at NSF from 8am -4pm. Panelists will come the evening before for a
  working dinner to review consensus findings for the chair's exec summary
  presentation. Panelists will send a power point presentation a week before
  for the webcast files; WTEC will compile them into a conference
  proceedings and posts proceedings on public Web site (Missing
  presentations will be shown with a blank page with that person's
  name;) panelists can change their .ppt slides, as long as they don't insert
  additional ones. WTEC director of Publications assumes project
  responsibilities as POC for editing final report
Milestones for WTEC International Studies
            Final Report Phase
• Each panelist drafts a chapter – technical chapters are due
  one month after the final workshop; study chair writes an executive
  summary and introductory chapter on the study process; each
  panelist writes an analytical chapter on a subtopic of the field (the
  page quota is 10 pages, including figures and references); previous
  WTEC reports serve as style guides; figures should have source
  citations, usually from host presentations captures on memory
  sticks; panelists receive a bonus for timely delivery of chapters
• Draft analytical report completed – site reports are
  included in an appendix; WTEC edits and sends draft reports to
  sponsors and hosts, sometimes to peer reviewers; study chair
  receives a bonus if the overall manuscript is compiled in a timely
  manner; WTEC posts the draft report on the private website for
  review and prints a paper draft for sponsors.
• Final report – WTEC edits to academic specifications, prints 100
  paper copies, and posts report in PDF format on public Web site; if
  resources are available, WTEC will seek publication of final report
  by a commercial publisher
           WTEC Project Management

• Frank Huband, Vice President for Operations,
  fhuband@scienceus.org, 202-290-5230, fax 703-527-4805
• Hassan Ali, Project Manager, hali@scienceus.org, office 301-
  461-2109. Hassan should be copied on all emails and should
  be able to give a status check on the project at any time
• Faith Wang, Panelist Contracts, fwang@scienceus.org,
  717-299-7130, fax 717-299-7131
             Travel Arrangements
From/To US
 Panelists may make their own travel arrangements with
 Travelocity.com (or the like) and WTEC will reimburse them. If they
 use our agents, airline tickets are charged directly to WTEC. Our
 agents are: Kristin Friant, Frosch Travel: kristin.friant@frosch.com,
 410-433-9300, and Joan Porte, Joan’s Travel Partners:
 Joanstravel@verizon.net, 703-533-2210 Coach class only
Travel In Europe
 Dr. Grant Lewison, Advance Contractor:
 grantlewison@aol.co.uk, 44-20-8878-5646. Grant usually
 performs bibliometric studies to provide metrics on which
 countries are ahead in the field; Grant helps identify the best
 people and places to visit abroad.
Travel in Asia
 Dr. David Kahaner, Advance contractor: kahaner@atip.or.jp
           Travel Reimbursement
Reimbursement Form

For timely reimbursement, please download form and submit the
completed form via mail, fax, or email to:

      WTEC, Inc.
      Att: Christopher McGee, cmcgee@scienceus.org
      1653 Lititz Pike #417
      Lancaster, PA 17601
      717-299-7131 (fax)

Travel Reimbursement Policies
See http://www.wtec.org/travel/

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