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Technical Advisory Groups

Operational Guidance for ESRF Technical Advisory Groups

Technical Advisory Groups (TAGs) assist with defining the terms of reference for specific studies approved for funding by the ESRF Management Board and ensuring the outcomes of those studies are scientifically defensible.

Not all studies funded require the formation of a TAG. When a TAG is formed it is a small working group comprised of members with scientific and technical expertise relevant to the research topic. The TAG is chaired by a TAG Lead who is responsible for coordination of the TAG and reporting on its recommendations and conclusions to the ESRF Secretariat’s Regional Research Manager and the Management Board member accountable for the project.

TAGs, through the TAG Lead, maintain close liaison with the Regional Research Manager and vice-versa. Once the terms of reference are set and the contract or MOU awarded the operational management of the study is carried out by the Regional Research Manager. The Regional Research Manager is responsible to consult with the TAG should scientific or technical issues arise in the conduct of the study that may compromise the study terms of reference. The TAG is responsible to respond to issues raised by the Regional Research Manager in a timely manner. Should issues arise that could potentially compromise the scientific or technical integrity or the timely completion of the study the TAG Lead and the Regional Research Manager with meet with the accountable Management Board member to resolve the issue(s).

TAG members may be from government, industry, academia, the public or the consulting industry. However, members of a TAG are excluded from bidding on any RFPs that may be issued for the project under consideration. Management Board members may choose to participate in TAGs as regular members to contribute their subject area expertise.

At Meeting 54 (Feb. 2008), the Management Board made the following decision to clarify expectation regarding TAG membership:

  • MB Members should not serve as TAG leads, unless alternates are not available
  • MB Members can serve on a TAG when the TAG will benefit from their expertise but must support the accountable MB Member in their role
  • TAGs provide technical expertise, not project management
  • Principal Investigators cannot be part of a TAG
  • Some projects require a MB Member “champion” to help ensure strategic alignment and profile of the project in MB discussions

Contractors may attend TAG meetings as subject matter experts, to report on project progress or issues, however, for discussions that materially address the management of the study (e.g. decisions on terms of reference, funding, project management issues) the TAG Lead who chairs the meeting will require the Contractor to withdraw from the meeting.

The TAG Lead will:

  • Call meetings and coordinate the work of the TAG
  • Be the prime contact with the ESRF Secretariat Regional Research Manager and the Management Board member accountable for the project
  • With the input of TAG members ensure that research projects are technically and scientifically defensible
  • Provide the TAG’s technical advice to the Regional Research Manager when requested
  • With the Regional Research Manager provide TAG comments to the successful contractor
  • With the Regional Research Manager debrief unsuccessful bidders when requested

TAG members will be involved in the following tasks:

  • Development of the Terms of Reference for a specific research project that will form the scientific, technical, of logistical content of a Request for Proposal for a competitive bidding process or, in the case of a government agency selected by the Management Board to execute a project due to its special expertise, a Memorandum of Understanding
  • Review bids received in response to an RFP and provide a written evaluation of each bid on a standard form. Comments provided during the evaluation may be provided to the winning bidder to enhance the proposed work
  • Review completed draft reports submitted by a contractor, as part of the ESRF peer review process, and provide comments to be conveyed to that contractor through the Regional Research Manager in order to ensure the technical and scientific quality of the document before recommending it for acceptance and publication to the Management Board. [Note: as necessary outside peer reviewers may be engaged for specific studies as well.]
  • maintain the confidentiality of:
    • information contained in an RFP until the project is released for bid,
    • information contained in bid packages: and,
    • draft reports until they are final, accepted by the Management Board and ready for publication

 

This Operational Guideline has been reviewed by the ESRF Management Board and approved for use.

 


R. Steedman, Chairman, ESRF Management Board

 


May 2008