Scientific Administration

CHEN GangOct. 24, 2013

1

Matrix

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Coordinate the activities of

constructing large facilities

Coordinate the activities of

constructing large facilities

Department of Research & Planning (DRP)

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Department of Research & Planning (DRP)

• 13 staff in total – Director: ZHAO Jingwei

– Deputy Directors: • DENG Hu, (project and funding in general)

• LI Yufeng, (funding and project impl.)

• LU Feng, (strategy planning, int’l collab., outreach)

• ~70% with Master or Doctoral degrees

• ~61% younger than 40

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Strategy Planning

• DRP work with the Science Committee to set up and review the strategic plan of the institute. – organize the annual strategic forums to make

suggestions of disciplinary development directions. – Review and evaluating the research projects

• Evaluate and analyze the status of project and finance and report to the Executive Meeting– The important guideline of the Institute

• Communicate with policy makersto facilitate the project establishments.

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Project Management• The kernel responsibility of DRP is to conduct the management of

projects. DRP is involved in the whole life cycle the projects:– Liaison with the funding agencies (CAS, NSFC and MoST ) to organize

IHEP involved project prophase work and formal application paper work. • This boosts the success rate to win grants.

– Responsible to monitor, evaluate the implementation of projects. Comprehensive regulations were formulated to assure the completion of projects.

– Set up pre-financing scheme to support ‘Seed’ projects so that help the projects become mature before they are supported by funding agencies.

– Coordinating meeting with Depart. of financial affairs for any problems of funding management.

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Scientific base & platform support

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中科院纳米科学大型仪器区域中心Beijing Regional Center of Nanoscience Instruments

Funding Management

• Responsible for making an integrated plan for the allocation of funding resources.

• Correspondent to monitor and analyze the budget status and report to Executive Meeting.

• Special support for promising interdisciplinary subjects, the growing subjects, and even new scientific fields. – Example: Nano safety research

• Strong supports are given to the development of key technologies which may have decisive influence over the long-run of IHEP. – superconducting accelerator technology– detector technology – platforms for multidisciplinary researches

• Set up Xie-Jialin Program to support IHEP young scientists’ innovative projects. About 1 million RMB are granted every year.

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Intellectual property & Quality Control• Task force dedicated to intellectual property issues

– Establish comprehensive regulations and scheme for intellectual property protection.

– Facilitate and guide the patent applications• Activities is carried out to assure the sustainable

improvement of the quality control– Regular Internal audit and continuously Surveillance– Quality management training– Quality management review– Increasing the approval rate of the research projects– Improving the overall quality of our research projects

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International Collaboration

• Support jobs of international collaboration.– Communicate with international collaborators, – Review the MoU, agreements. – Organize and coordinate meetings.

• Organize annual China-US HEP collaboration meetings for more than 30 years.

• More other collaborations of CERN, KEK, INFN, CNRS, EU, Brazil, …

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Outreach & Dissemination

• DRP is in charge of organizing the science popularization events. – Open days– Group visits by request, year round– Participate major science and technology exhibitions

(11 times in last five years)• Great helpful to make public understand

what IHEP is doing.

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Center for Large Facility Management(CLFM)

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Center for Large Facility Management(CLFM)

• Number of large facilities , BEPCII, Daya Bay,

CSNS, ADS, and LHAASO etc. are constructed at

the same time.

• The Institute decided to establish the CLFM by

merging the five project offices in 2009, to

improve the resource and experience sharing.

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Center for Large Facility Management

• Total 17 people– Director: XI Jiwei LUO Xiaoan

– Deputy directors: • CHEN Yanwei, in charge of CSNS

• LIU Libing, in charge of BEPCII, Daya Bay, JUNO, LHAASO

• ~62% with Master or Doctoral degrees

• ~76% younger than 40

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Planning & Scheduling• Two facilities, BEPCII and Daya Bay, have been completed the constructions. CLFM

is responsible to the operations of the facilities. – Facility operation, maintenance, budget control, …

– Coordinate operation and management meetings.

– Project reviews.

• For the facilities under-constructed, CLFM is in charge of project organization and management. – Engineering plans and implementation, budget control, safety and emergence, documentation and

archives, …

– The status of the construction are closely watched according to the schedule so that the progresses are guaranteed or well adjusted.

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Technical Coordination and Quality Control

• CLFM manage the whole process of facility construction and operation, etc. Interventions are applied to every phase of the project. – Design, civil construction, installation and test,

acceptance check, commissioning, … • Quality control on the construction processes,

cooperating with DRP.

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Project Organization

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Procurement

• CLFM is in charge of all procurements of the Institute.

• Procurements regulations and procedures were established. All cases of

procurement, direct purchases and call for tenders, are processed strictly

according to the regulations.

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网上竞价由国资处负责操作，其他采购方法由大装置中心操作；确定成交供应商

政府集中采购目录外的采购项目

预算内项目

填“预算外采购申请单”

竞争性谈判 单一来源 询 价 邀请招标 公开招标

采购人调研，推荐供应商，填写“采购审批单”审批

5万≤ 估价 30万 估价 ≥ 30万

采购人初步调研，选择采购方式，填写“采购审批单”审批

估价 5万

采购人调研，推荐供应商，填写“采购审批单”审批

一般采购方式

采购人编制合同，填写“合同审批单”，提交审批

网上竞价重新调研认可推荐

大装置中心审查采购文件，加盖合同章

Engineering Archives• Engineering archives management is implemented in whole process of

facility construction and operation, with the cooperation of Institute Archives.

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External Collaboration

• Organization of Collaboration Meetings/ Workshops, International Reviews, etc.

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Challenges and Solutions

• Scientific Administration is the most complicated and heavy duty work in the institute. Dealing with all projects and budgets needs more manpower.

• Off-site constructions causes reduced efficiency but increased cost.

• Well trained young staff should be recruited. • New measures should be investigated and applied to

optimize the administrative scheme.

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Thanks for attention!

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