Resources & Hours neededbySCGIS for 2017 v8
CONTENTS:
2017 IN-KIND Support Requested from ESRI for SCGIS
IN-KIND SUPPORT: MEMBERS & OTHER GROUPS TO SCGIS, included for context
2017 CASH SUPPORT Requested: Esri
CASH SUPPORT from SCGIS & OTHER SPONSORS
2017 IN-KIND SUPPORT: ESRI TO SCGIS
(ESRI sourcesin Green, SCGIS Sources, Sponsors & Personal in Blue)
ESRI requestsfor 2017 arein YELLOW, (total esri hours request = 2777 hours)
(historical ESRI hours for 2016, including Sasha’s hours, are in grey)
Hours request for SCGIS programelements that are IN ESRI MANAGED OPTIONare in PINK
For Comparision, hours donated by all SCGIS volunteers, committees and chapters to the scholars program and conference are detailed in blue at the end and total over 8000 hours, with only 50% of volunteers reporting.
SCGIS CONFERENCE SUPPORT from ESRI330hrs total (esri events)
Melisaa KralikEsri Events Group = 310 Hours Total over 12 months
Time Commitments occur in 3 basic period:
Advance commitment starting about 10 months prior to conference
Preconference: commitment about 5 months prior
Conference & Final: commitment about 3 months prior
Advance Phase: time totalMelissa140 hrsspread over 7 months Aug Feb
Tasks: Conf calls 2x/month for 7 months, 2 hour = 28 hrs .5 pre
marketing outreach announcements social media 80 hrs .5 pre
registration = All done by SCGIS Web team, so not more than 1 hour for coordination tasks
Preconference Phase: Melissa 160 hrs spread over 2 months Mar-Apr
Paper submission: Melissa coordination,
agenda coordination & publishing Melisssa
half size and limited printing quantities,
pdf publication options,
Signage Coordination and creation
scholars paper submissions coordination
Final Phase & Conference OnsiteMelissa 380 hrs over 3 months May-Jul
Agenda, Production, online and printed, Signage, Conf & Training Materials Production
For 2017: half size and limited printing quantities, pdf publication options
shipping coordination, conference AV equipment, Esri Computer Loans for Workshops & Conf
Scgis Tshirt production
Conference Onsite= 12hr days = Melissa 48 hrs over 4 days
Primary duties: Onsite registration support, Logistics support
SCGIS GRAPHICS SUPPORT from ESRI 25 hrs total(esri graphics/charles)
Scgis Annual Signage Design & Production: 5 hours
SCGIS Tshirt Graphic Design 20 hours
-Suzanne Hoyt & Graphic Artist Creative time: 15 hours.
-Charles/Sasha: Design Concept 3 hours
-3 meetings with Graphics: Initial Design Concept, Design Review, Final Refinements: 2 hrs
SCGIS TRAINING SUPPORT (CONF & SCHOLAR) from ESRI122 hrs Total (64 hrs exist+58 hrs new )
(Miriam Schmidts and Rina Kurnia)
Existing SCGIS Conference and Scholars Training: 3 trainers for Class in Redlands and Workshop at Asilomar 64 Hours
SCGIS Conference and Scholars ArcGIS Online and ArcGIS Pro Training: 64 hours total for (Miriam Schmidts and Rina Kurnia)
Delivery of 3-day Web Training and ArcGIS Pro workshop in Redlands: 3 days (24 hours)
Rina Kurnia’s time as Cloud teacher in Redlands (assuming approved for UC attendance): 24 hours
Travel to SCGIS conference and delivery of pre-conference workshop: 8 hours
SCGIS Pre-Conference Seminar Storymaps Training8 Hourstotal for David Asbury
(David Asbury, assumes travel from Redlands based on approved UC attendance)
NEW: SCGIS Core Training/Esri Conservation Training Enhancement/Tech Update Project. 58Hours for new project
Update the web-GIS training to ArcGIS 10.5 and the latest version of ArcGIS Online: 2 days (16 hours)
Enhance Esri Pro/Online course materials to use conservation workflows and data: 8 days (32 hours)
Create new “Working with Imagery” 1-day technical workshop Development and delivery: 10 hours)
Total 90 hours, Miriam Schmidtswill do the work.
SCGIS SCHOLARSHIP PROGRAM SUPPORT from ESRI, HISTORICAL-SASHA 2214 hrs
Total Historical Esri In-Kind support from Sasha and Charles Combined: = 2214 hours
Sasha Yumakev Operation & Management: 1654 hours in 2016
Scholarship Program annual planning, refine, announce: Aug-NovSasha .5 FTE 320 hrs over 4 mos
Scholarship Program Application & Review Management Dec-Feb Sasha .8 FTE 384 hrs over 3 mos
Scholarship Program Scholars Management, Financial & Onsite: Mar-July Sasha 1 FTE 800 hrs over 5 mos
Scholarship Program Annual Financial Report, Program reporting Sasha 70 hrs
International Committee coordination, Chapter support, Train the Trainer coordination: Sasha 80 hrs over 12 mos
Charles Convis Oversight/Support: 560 hours in 2016
International Committee coordination, Chapter support, communications, reporting
Scholarship Program annual planning, & review, Charles 40 hrs
Scholarship Program Application & Review Management Dec-Feb Charles 80 hrs
Scholarship Program Scholars Management Charles 40 hrs
Scholarship Program Onsite: Charles 40 hrs plus travel,
( included hours also listed under Scholar documentary below)
Scholarship Program Hardware Grants;Charles 40 hrs
Securing, managing, Transporting, DistributingRepairing hardware grants for the scholars
Scholarship AND Conference logistical support Charles 80 hrs (Included in Conf and Scholar ONSITE tasks)
assist with vans and transport, hauling equipment,
Scholarship Program Promotion/WebsiteCharles 160
Collect, Authorize, Design and Publish scholar biographies, maps, GIS apps and presentations SCGIS & conference/fundraising support
Scholarship Program & SCGIS Documentary/Proceedings/Film/Photo/Podcast Charles 160 hrs for onsite Scholar & Conference filming, plus Charles 200 hrs personal time donated for editing processing & publishing
NEW: SCGIS 1-weeks Cloud Training Program in Redlands 24 hrs requested
ESRI TRAINING week 4 24 hrs from Esri Staff
3 day ArcGIS Online and ArcGIS Pro training (Already listed in “training support” above
1 day Presentation skills workshop: 8 hours from any expert in presentations, assuming we already have some supporting the UC?
Redlands Forum Presentation Night: 16 hours from Events Group to help coordinate and organize
CRITICAL NOTE: The section below is the core replacement tasks for what Sasha did in 2016, and spent 1654 hours on. To argue that a team of professional internship managers can spend 500 hours and replace all of the work that a single person with 12 years experience achieved in 1654 hours seems to strain credulity, but this is the approach we were asked to take so here it is. This will definitely need to be reviewed by professional internship managers to see if these estimates and tasking are reasonable. It is not feasible to expect a team of volunteers, no matter how dedicated, to be able to pick up much slack, hence for the tasks here they are listed as advisors and collaborators. Note that the complete list of tasks involved in the scholars program includes another 6-7 tasking areas in outreach, application, international chapters, and review, not listed here as they did not have a critical dependence upon professional management leadership.
As a consequence of these uncertainties, Charles support time for the Esri-Managed option needs to be requested for at least 1200 hours. For example, he has already consumed half of this time due to the necessity to spend 600 hours already on full-time commitment to the Scholars Program from Sept thru Dec. There also needs to be an entry for the potential new outreach coordinator support role, which may or may not be available in time to contribute Most of these uncertainties and labor commitments needed would disappear in the “SCGIS Managed” option whereby $35k funding would pay for an experienced SCGIS Scholarship Coordinator to step in and take full responsibility under the management of Karen Beardsley at UC Davis .
SCGIS Scholars Professional Support from CHARLES CONVIS 1200 hrs requested
SCGIS Scholars Professional Support from new Outreach Coordinator 400 hrs requested
NEW: SCGIS SCHOLARS PROFESSIONAL SUPPORT FROM INTERNS TEAM? 516 hrs
FINANCE: Costing, expenses, cash management Team = Lead Cost Specialist, 80 Hrs
Support and Expertise for program cost estimates, Help set up & Manage the expenses and cash tracking systems, Help Create the program financial report before end of FY. SCGIS Advisor/Collaborator: Controller, Treasurer
SCHOLARS: Scholar Support Team =LeadCommunications Specialist 160 Hrs
single point of contact for scholar communications & questions, handles and schedules all the scholar prep mass emails,. visa support letters, communications and social media. Scgis Advisors, Mervyn Lotter and Diyan
TRAVELLogistics = LeadLogistics & Travel Specialist 80 Hrs total
Set up and book ground transport and air transport as needed for entire program, directly operate ground transport for Redlands program
SCGIS Collaborators / Advisors = Steve Blum
Davis, Steve Blum, Karen Beardsley
Airport pickup tasks: in Davis, support from BayGeo and Eric Sandoval, SCGIS: Karen & Leslie
Combined Group Lead for Redl-UC-Asilomar Conference Transport Steve Blum, Karen Beardsley
INSURANCE: ANYONE who can research Health Insurance 20 hrs
Set up, negotiate and purchace Health Insurance policy for entire group
Advise on any car rental insurance issues.
(Both are areas where SCGIS as a nonprofit does not have access to workable solutions)
HOMESTAYS: LeadHomestay Planner 20 hrs
Organize and manage homestays, homestay hosts, scholar housing assignment, coordinate transport
Davis: Scgis Leads = Steve and Karen,
RedlandsLead Homestay Planner
(includes combined group for weeks 3-4) Redlands Scgis Advisors = Lisa Pierce and Bettina McLeod
HOTELS: Esri Events Group/ Lead Lodging Specialist: 20 hrs
Negotiate and book Hotels at San Diego and Asilomar, help scholars onsite with checkin and checkout
San Diego: work with Site teams on transport & checkin
Asilomar Hotel reservations SCGIS Coordinator: Sandra
ONSITE : LeadProgram On Site coordinator: 100 hrs (4hrs/day for 5 weeks plus travel to San Diego )
Site-based support, Errands, Urgent care, lost & found, WILL NEED A CAR.
Davis: SCGIS Leads: Karen and Steve
Redlands Lead SCGIS Provisional Lead: Steve & volunteers
San Diego Lead: SCGIS Provisional Lead: Steve & volunteers
Asilomar: SCGIS Provisional Lead: Steve & volunteers
TRAINING: LeadTraining/Workshop coordinator 20 hrs
Trainers and training coordination, course & workshop setup and organization, rooms/facilities/equipment:
UC Davis: SCGIS Lead: Leslie, Karen, Carlitos, Diyan
Redlands: SCGIS Trainer - Mirjam SCGIS advisor & Backup = Charles
SOCIAL: LeadSocial Events Coordinator 8 hrs
Organize social events and field trips, coordinate social media, coordinate with transport.
Davis: Scgis Interim Lead: Karen & Steve, Potential program lead UCD Faculty Amber_____.
Redlands Lead: Coordinator Scgis Redlands Advisors = Lisa Pierce
CONFERENCE: Lead Coordinator working with Esri Events Group: 8 hrs
SCGIS: See above under“SCGIS CONFERENCE SUPPORT from ESRI”
Esri UC: Esri Events Group , Esri NGO, Intern Coordinator coordinate with esri UC/NGO team on scholar presentations at the UC, (they'll start by reserving a block of formal session to be filled Mid March)
SOFTWARE: LeadCoordinator working with Customer Service Licensing: 8 hrs
obtain PERMANENT esri commercial software licenses for scholars, get their international MLA forms signed and submitted, Esri Steve Beckwitt: SCGIS Advisor Charles backup Miriam
IN-KIND SUPPORT: MEMBERS & OTHER GROUPS TO SCGIS
SCGIS PERSONAL VOLUNTEER and OTHER INSTITUTIONS SUPPORT: 8510 hrs/year total
(1952 hrs/year total documented with only 20% of committees and volunteers responding)
COMMITTEES: INTERNATIONAL, CONFERENCE, MEMBERSHIP, WEB, COMMUNICATIONS
SCGIS BOARD OF DIRECTORS est 200 hrs per year volunteer commitment
Janet Nackoney, vice president, responded and devotes 2.5 hrs/month = 30/yr personal time to board duties, which includes prepping and running board meetings when president is unavailable. Don’t know if this is typical of the other 8 board members and 4 advisory council members who attend each meeting.
ECOTRUST SUPPORT TO Jocelyn Tutak for Board2hrs/mo, 24hrs/yr, plus CONF: 32hrs + 1317 travel expenses
Jocelyn Tutak Personal donation to Board: 4hrs/mo, 48hrs/yr
Kellee Koenig, CI, USA 1/5 hrs/month personal time 18 hrs/yr
Jason Winner, board & exec committee support 4hrs/mo, 48 hrs/yr
Eric Sandoval, (not current, for data check purposes: 100hrs/yr: “when I was President, Secretary, and Conference Co-Chair, I spent at least 2 hrs per week during the year. Just the communication, phone calls and meeting prep would take that much time. That's a solid 100 hrs per year from one person and I felt that was not enough time. 30 minutes now, just reviewing the PPT and writing an email. Seriously, it's a ton of work”
SCGIS FINANCE COMMITTEE est 80 hrs per year volunteer + controller commitment
Janet Nackoney, vice president, responded and devotes 2 hrs per month personal time to finance committee duties. Don’t know if this is typical of the other 4 finance committee members.
Jason Winner Treasurer role 4 hrs/mo: 48 hrs/yr
SCGIS MEMBERSHIP COMMITTEE SUPPORT: 156 hrs/year
Mirjam SchmidtsUSA,: 7 hours/month personal time.For SCGIS Membership manager, committee of one
Kellee Koenig, CI, USA 1/5 hrs/month personal time 18 hrs/yr Assume same for other members
SCGIS INTERNATIONAL COMMITTEE SUPPORT: 6364 hrs/year TOTAL across 3 international programs
International Chapter Operations/Support/Management: 3028 hrs/yr total
-Chapter Events, typically three major events each year: 1020 hrs total each
Example 3d annual SCGIS Europe International Conference
SCGIS Bulgaria & SCGIS SloveniaConf Organizing Hours Est: 1000hrsx Est. 3 events/year = 3,000 hrs
unknown percentage ofVolunteer personal hours versus support from Bulgaria Academy of Sciences
and other sponsors.(Their Conf committee was 17 members, Conf had over 100 attendees including numerous youth.)
SCGIS Int’l Support Hours for above event est: 28 (charles)
(Create New SCGIS Conference Presentation, Provide Conf Materials),
-Chapters Overall Organizational Support: 120 hrs (Charles, counted under esri category)
Create and Update new international Chapter Handbook: 120 hrs Charles
Handle email correspondence, problems, advice, mentorship to chapters: 8 hrs Charles
International Scholars Program Support2136 hrs/yr total
(for charles & sasha see under esri category above)
Meetings: roughly 1 hr monthly for 10 people
Document review and discussion: 1 hr monthly for 10 people
Mpumalama Tourism & ParksAssociation 10 hours/month = 120/yr for Scholars program & Committee
Mervyn Lotter, South Africa, PERSONAL: 20 hours/month = 240/yr Scholars Program & Committee
Karen Beardsley: TBD: Estimated will be 400 hrs/yr, half of which will be from UC Davis, Half personal
Steve Blum: Estimated will be 300 hours/yr
Abu Diyan: Estimated will be 40 hrs/yr
Leslie Backus Trainer: 360 hours for scholar and training support
Carlitos DeAngelo Trainer: 360 hours for scholar and training support
UC Davis Faculty time for Conservation Science Workshopsest 16 hrs
Kellee Koenig: Review Time for BNGO Applicants 10hrs each BNGO person x 10 BNGO applicants = 100 hrs
-Chapters Scholarship Program Outreach & Management: Est 10 hrs/reviewer x 20 reviewers = 200 hrs
Other SCGIS Chapters: This is a cumulative estimate across all chapters & mentors who participate each year
International Train-The-Trainer Program 1300 hrs/yr total
(Now owned by SCGIS and operated by Leslie Backus, Karen Beardsley and Carlos DeAngelo)
Annual Version Update cycle for all courses: = 180 hrs
Roughly 60 hrs research and edit time from each owner
Annual TTT Candidate selection, teacher training, and certification = 48 hrs
Candidates themselves is required to co-teach a minimum of 14 days of classes = 112 hrs/candidate.
TTT International Courses in other countries 960 hrs total/year
Trainers typically teach four 5-day classes per year, currently 6 trainers at this level, 2 more are added each year.
Actual training support provided by TTT Owners is listed under Scholars
SCGIS COMMUNICATIONS COMMITTEE SUPPORT 168 hrs/year
Communications Committee 6 people avg 2hrs each per month, 13 hrs/month
Includes 1 hr/month for Jocyelyn TutakLeader coordination tasks
For Monthly Meetings, Social Media support, Website authoring & updating
Ecotrust support: 2 hrs/mo, 24 hrs/yr
Jocelyn Tutak Personal Donated time: 8hr/mo, 96 hrs/yr
Charles ConvisSupport to the communications committees 4 hours/month/48/yr
Participate in Meetings, Create user and manager documentation, support authors
SCGIS WEBSITE COMMITTEE SUPPORT 88 hrs/year
Charles ConvisSupport as head of websitecommittees 2 hrs/month 24/yr
Technical evaluation, oversee and test improvement, research user needs, review contract
Leslie Backus: 5hrs/ month = 64/yr on web updates, membership, support.
SCGIS CONFERENCE COMMITTEE SUPPORT 1160 hrs /year TOTAL across 7 people
Information from Sandra Covenyand lumped across all 7 committee members:
Advance Phase Aug-November 40 hrs spread over 5 months
Tasks Conf Meetings 2x/month for 5 months = 2 hr =
Sandra CovenyCoordinator Task: 20 hrs
Preconference Phase Dec-May 480 hours spread over 6 months
Average of 20 hrs per week spread among whole committee of 7 people
Coordinator is about half of that workload, but starts lower and ends higher ie coordinator along can be 30 hrs/week toward the end of the precon phase
registration, agenda, asilomar, contract management, outreeach, speakers
advertising, Auction.
Final Phase, immediate precon June-July 360 hours spread over 6 weeks
180 hrs for coordinator alone spread over 6 weeks
Rest of committee average 180 hrs total spread among 6 people over 6 weeks
Actual Conference:260 hours over 1 week spread among 7 people.
Duties: Conference Operation, Setup, Coordination, Registration, Events, Lodging, Contracting
Auction Coordinator Task: 25 hours over prior 2 months
Conference Coordinator Task 60 hours spread over 1 week
Rest of Committee, ranges from 40-60 hrs per person over the week, such as
Charles ConvisProceedingsDocumentary = Charles 200 hrs personal time donated for editing processing & publishing
Post Conference: 20 hours
Sandra CovenyCoordinator 20 hours for Reporting. Accounting, End of fiscal year Conference bookkeeping.
PERSONAL CONTRIBUTIONS SHOULD BE TALLIED as a “PERSONAL IN-KIND CONTRIBUTION”, and there needs to have added additional columns for anyone from an institution who was able to use work hours in support of their SCGIS commitments, to represent in-kind contributions from that institution in addition to/instead of their own personal contributions. This needs to include but not be limited to TNC, Ecotrust, Natureserve, CI, WWF, WCS and University of California.