ENE Memo: June 24, 2013
From the Head: 6/24
This week the American Society for Engineering Education (ASEE) Annual Conference and Exhibition is being held in Atlanta. The working title is "Engineering Education: Frankly, I do give a d*mn." While I don't expect Atlanta to burn, it will be rather hot.
Many of the ENE faculty and graduate students will be presenting their research at the conference (see full list of presentations here), while Lisa and Becky (with much appreciated help from faculty and student volunteers) will be staffing the ENE booth in the Exhibition Hall. Building on our initiative in 2012, the ENE display is part of a cluster of booths that we organize on behalf of the Engineering Education Research community and features many universities and programs.
Meanwhile the real "starring" roles contunue in Armstrong Hall - week 2.
The "From the Head" piece on metaphors last week may have been too subtle. While I embrace the power of the metaphor to give insights through changing perspective, I was also having some summer fun at my own expense by selecting web links to satirical or downright silly parodies for each metaphor (e.g. the workplace culture - Silicon Valley start-up style and the other Vooza clips). Satire is an Australian way to ensure you do not take yourself or the world too seriously while still caring deeply about the things that really matter. Here is how Aussie astronaut Andy Thomas used satire to get his message across about the deadening impact of NASA bureaucracy to exclude new thinking.
- June 17 - July 11: STAR (Student Transition, Advising and Registration)
- June 23 - 26: ASEE Conference, Atlanta
- Aug 13: ENE Faculty Advance
- Aug 14: BGR lunch
- Aug 14-16: ENE PhD orientation
- Aug 19: Classes Begin
- Sept 28: Homecoming & Family Weekend Celebrating 60 Years of FYE at Purdue
- Oct 20-22: ABET Site Visit (Mon + Tues; most likely in Oct or Nov)
- Oct 21-25: Green Week at Purdue (Think! No Impact)
- Nov 8: Engineering Education Industrial Advisory Council (E2IAC)
- Nov 9: ENE Friends at the Football
- Nov 14: Interdisciplinary Engineering Colloquium Celebrating a Century of Engineering Education Innovation at Purdue
- Feb 20: ENE Outstanding Alumni Awards Celebrating 45 Years of Interdisciplinary Engineering Excellence
- April 9: ENE Turns 10: Celebrating a Decade of ENE / Open House and Research Exhibition
- June 15-18: ASEE Conference, Indianapolis Engineering Education Futures
News and Information: 6/24
Book of Great Teachers - Nominations Requested
It is time to consider nominating past and present Purdue faculty for membership in The Book of Great Teachers.
This particular opportunity to recognize teaching excellence comes around just once every five years.
Editable mail-in nomination forms can be found online by following the link below. Please use the nomination form to honor a colleague who has distinguished himself/herself as an exceptional teacher. You may also access an electronic submission version at: http://www.purdue.edu/cie/teachingawards/Awards.html
Feel free to nominate more than one colleague – Purdue has a wealth of great teachers.
Send hard copy nominations to: The Book of Great Teachers Recognition Committee, Center for Instructional Excellence, Young Hall, room 730, by Friday, August 30, 2013. A selection committee will convene after that time to review nominations and make recommendations to Provost Tim Sands.
APPROVAL PROCESS FOR IT PURCHASES
To decrease University costs, an April 19, 2013 memo from the Office of the President (http://www.purdue.edu/newsroom/purduetoday/releases/2013/Q2/130419_MED-Memo-IT.pdf) set a goal of purchasing IT commodities in a manner that best takes advantage of existing or new bulk purchase agreements. The president charged the Office of the University CIO with responsibility for approving the purchase or acquisition of all IT commodities funded by general fund or auxiliary sources.
As a result, the Office of the University CIO inserted new steps into the IT purchase approval process. IT commodity approvers will look for opportunities to take advantage of University site licenses and strategic sourcing programs and will identify hidden costs and security risks in IT- related gifts. These additional steps are intended to be transparent and augment any existing practice related to IT purchases in departments and University procurement processes and policies. As in the past, it is recommended that all IT commodity purchases be discussed with your local IT support staff prior to submission of a requisition or contract.
The new process will impact all purchases of IT commodities made with general fund or auxiliary sources and potential beneficiaries of free IT software or services. Purchases made with sponsored program funds, while still subject to standard procurement processes, are not subject to the additional review, but staff and faculty may engage voluntarily to take advantage of potential cost savings.
IT commodities (goods and services) include all equipment, hardware, software, and services related to IT, including but not limited to:
- Computers and accessories (systems, displays, printers, etc.)
- Network equipment and components
- Data, voice or multimedia equipment
- Software licenses, data services
- Audio visual equipment
- Renewals, maintenance and support for any of the above named purchases
The information below highlights in bulleted form the new steps for obtaining approval for the purchase of IT commodities. Please note that these processes are subject to change and your suggestions and feedback are welcome to help make the processes work as efficiently and effectively as possible.
If you have questions or need assistance processing your IT order you can submit inquiries to email@example.com.
BIDS AND CONTRACTS
- The Procurement contracting or buying offices will seek approval from the IT commodity approvers prior to initiating bidding or contract review.
- To facilitate review, include the following information when submitting bids or contracts to Procurement:
-Business purpose for the purchase
-Notes/approvals from IT professionals engaged in advance of requisition
-New or replacement IT purchase
-Contact name and phone
SRM/ARIBA (OnePurdue Procurement Systems)
Requisitioners do not need to take any additional action for the IT commodity to be entered into
the work flow; this will be automated based upon the shopping cart data.
- An IT commodity approver role has been created for SRM and ARIBA requiring Office of the University CIO (or delegate’s) approval for all IT commodities greater than or equal to $2,500 on all funding sources except for sponsored research. Cost share expenditures will be included in the review.
- All orders requiring approval will be reviewed within 1 business day of order receipt into the approval inbox. If more time is needed before approval, the IT commodity approver will notify the requisitioner.
- If the cart contains IT purchases on both sponsored and non-sponsored funds, the entire cart will be routed for approval if the sum of the request is greater than $2,500.
- For any request that costs less than $2,500, the IT commodity approvers will serve a reviewing role but will not be required to approve. Orders will not be held awaiting review. However, the reviewer can determine that the purchase requires additional IT review and at that point will proceed with the appropriate approval path.
- The comment section of all orders, regardless of amount, should include the information below, as applicable:
-Business purpose for the purchase
-Notes/approvals from IT professionals engaged in advance of requisition
-New or replacement IT purchase
-Contact name and phone
- Any carts that require immediate attention must indicate the nature of the emergency in the comment box of the SRM/Ariba order.
- If a purchaser using sponsored program funds would like the purchase to be reviewed by IT commodity approvers, please discuss the purchase with local IT support before placing the order and insert the commodity approver “P_IT Approver” (only available in Ariba).
DIRECT INVOICE VOUCER (NON-PURCHASE ORDER PAYMENTS)
The Direct Invoice Voucher (DIV) process is not intended to avoid or bypass appropriate procurement or payment procedures, and every effort should be made to process IT purchases through the SRM. Personal purchase of IT-related items intended for Purdue reimbursement should be avoided except in emergency situations.
· The central IT organization will monitor spending on non-PO payments, which is currently in excess of $10M annually, to ensure that this process is being used appropriately.
· The IT commodity approver will contact the local IT support area to explore spending identified as potential deviations from the expectations.
The Purchasing Card Program is not intended to avoid or bypass appropriate procurement or
payment procedures and should be used for emergency purposes only when buying IT products or services. To ensure minimal disruption in business transactions, no additional prior approvals for IT commodities will be required when using a purchasing card; however, each area will be held responsible for operating within the requirement that using purchasing cards for IT commodities is for emergencies only.
According to the Purchasing Card Handbook (http://www.purdue.edu/business/procurement/pdf/pcardhbk.pdf), Orders for computers, tablets, and iPads and similar computer-type devices as well as orders for printers, copiers, multi-function, fax, and scanner units, are not allowed on the credit card. To obtain an exception, contact the Purchasing Department Help Desk. Purdue Purchasing has negotiated pricing discounts with the vendors listed in the link below and orders should be placed through the SRM system.
In addition, there are many other approved vendors for IT commodities in the SRM purchasing system. The vendors can be found at the link below by looking in Category ID’s beginning with 432XXXXX (Components for Information Technology or Broadcasting or Tel Group) and 8111XXXX (Computer Services Group). http://www.purdue.edu/business/procurement/xls/Vendor%20List.xls
If there is a vendor you use consistently for IT commodities that is not available to you through SRM, please contact someone in the related IT buying group as indicated in the directory listed in the link below. http://www.purdue.edu/business/procurement/General_Information/staffDirectory.html
- The central IT organization will monitor spending on procurement cards, which is currently in excess of $1M annually, to ensure that purchasing cards are being used appropriately.
- The IT commodity approver will contact the local IT support area to explore spending identified as potential deviations from the expectations.
ACCEPTANCE OF FREE AND LOANED PRODUCTS AND SERVICES
- Whenever free or loaned IT products or services are offered to the University, you must contact your local IT professional or firstname.lastname@example.org to discuss the nature of the gift or loan, any additional costs, and the IT security risks before accepting (this includes free software and cloud applications).
- The University Development Office will be looking for IT authorization prior to finalizing any gift-in-kind documentation and Contracting will be seeking approval from IT before accepting loaned products.
PHYSICAL FACILITIES WORK ORDERS AND PROJECT FUNDING AUTHORIZATIONS
- Any Physical Facilities work order that involves infrastructure to enable installment of IT-related products will require approval by the IT commodity approvers in advance of starting work.
- The IT commodity approvers will monitor work orders and project funding authorizations to ensure appropriate IT approval has been obtained in advance and will contact departments as necessary if further authorization is needed.
REMINDER: Preportable Outside Activities
Faculty and staff are reminded to disclose their Reportable Outside Activities for 2013-2014 fiscal year through the online disclosure system.
Once a member of the faculty or staff submits a form, the appropriate department head will receive an email message informing him or her that action is required. After the department head recommends approval or denial of the request, the Unit Head (or his or her designee) is notified and is able to review the submission and recommendation. Individuals may check the status of their form and will receive electronic notice of action taken by the Unit Head.
All exempt faculty and staff whether part-time or full-time, are required to submit a form before they engage in any Reportable Outside Activities. At the beginning of each fiscal year, employees also must report all activities in which they continue to participate, even if previous approval was granted. If an individual completed a form for activities in the 2012-2013 fiscal year, that information will prepopulate the 2013-2014 disclosure form and may be revised as necessary.
Faculty and staff report outside activities in accordance with the Conflicts of Commitment and Reportable Outside Activities (III.B.1) policy, which is available at www.purdue.edu/policies/ethics/iiib1.html
To assist faculty and staff in determining what needs to be reported, the Office of the Vice President for Ethics and Compliance provides a list of frequently asked questions at http://www.purdue.edu/ethics/coc_faqs.html
Funding Opportunities: 6/24
National Academies Fellowships
The National Research Council of the National Academies sponsors a number of awards for graduate, postdoctoral and senior researchers at participating federal laboratories and affiliated institutions. These awards include generous stipends ranging from $42,000 - $80,000 per year for recent Ph.D. recipients, and higher for additional experience. Graduate entry level stipends begin at $30,000. These awards provide the opportunity for recipients to do independent research in some of the best-equipped and staffed laboratories in the U.S. Research opportunities are open to U.S. citizens, permanent residents, and for some of the laboratories, foreign nationals.
Detailed program information, including online applications, instructions on how to apply and a list of participating laboratories, is available on the NRC Research Associateship Programs Website.
Questions should be directed to the NRC at 202-334-2760 (phone) or email@example.com.
There are four annual review cycles.
- Review Cycle: August; Opens June 1; Closes August 1
- Review Cycle: November; Opens September 1; Closes November 1
- Review Cycle: February; Opens December 1; Closes February 1
- Review Cycle: May; Opens March 1; Closes May 1
Applicants should contact prospective Adviser(s) at the lab(s) prior to the application deadline to discuss their research interests and funding opportunities.
Selected Funding Opportunities:
NSF Dear Colleague Letter: Assessing the Impacts of Recent and On-going Changes in Federal Science Policy The purpose of this Dear Colleague Letter is to advise researchers about funding opportunities for proposed research projects or workshops that will gather data on the implementation and impacts of recent science policy initiatives under the Science of Science and Innovation Policy Program (SciSIP). Deadline: September 9
DOD-IARPA Office of Incisive Analysis Office-Wide BAA The Office of Incisive Analysis focuses on maximizing insights from the massive, disparate, unreliable and dynamic data that are, or could be, available to analysts, in a timely manner. They are pursuing new sources of information from existing and novel data, and developing innovative techniques that can be utilized in the processes of analysis. Proposals accepted on a continuing basis through January 31
Letters of intent, preproposals, and rankings to the OVPR should be e-mailed to OVPRlimited@purdue.edu. Purdue's open limited submission competitions, limited submission policy, and template for letters of intent may be found at http://www.purdue.edu/research/vpr/rschdev/lsid1.php. For any case in which the number of internal letters of intent received is no more than the number of proposals allowed by the sponsor, the OVPR will notify the PI that an internal preproposal will be unnecessary.
The OVPR website includes a link entitled Funding Resources. This link includes sections containing Internal and External Funding Resources. Additionally, there is a link for Search Tools and Alerts. Those who would like assistance in setting up their Pivot E-mail funding alerts may want to take advantage of our tutorial, which may be found on the Search Tools and Alerts link.
The newest issues of Research Development and Grantwriting News are available at: http://www.purdue.edu/research/vpr/rschdev/external.php.
Another resource for corporate and foundation funding opportunities is the University Development Office. UDO lists funding opportunities here.
The June issue of Research Development and Grantwriting News is now available here.
Please contact Sue Grimes (firstname.lastname@example.org), Kristyn Jewell (email@example.com), or Perry Kirkham (firstname.lastname@example.org) with any questions or comments related to this e-mail.