Organizing a steering committee to elicit feedback for the development process

Organizing a steering committee to elicit feedback for the development process Samantha Schiano & Sophie Breitbart Contractors with ECS Federal in support of NOAA Fisheries October 30th, 2025 CSCCE Birdaro Lightning Talk ECS Federal in support of NOAA Fisheries October 2025 October 2025 ECS Federal in support of NOAA Fisheries Samantha Schiano Workflows team lead and developer ●An initial team member who brainstormed and began development of project ●Primarily works on package development ●Leads interactions with the client and steering committee Dr. Sophie Breitbart Workflows team developer Meet the workflows team! Sam was one of the initial members of our team who brainstormed and began development of the {asar} package. She primarily works on package development and leads interactions with the client and steering committee. ●Joined team when project was already underway ●Primarily works on package development October 2025 ECS Federal in support of NOAA Fisheries Raise your hand if your organization has a steering committee 👋 Project Overview ●NOAA Fisheries scientists evaluate multiple stocks. ○Output = “stock assessment report” ●Each stock’s workflow entails a lot of tedious work. ●During review, management bodies request more tests, figures, or changes ○These are time-sensitive and exhaustive October 2025 ECS Federal in support of NOAA Fisheries Stock = population Approach automating the stock assessment workflow of NOAA scientists by first focusing on the lowest-hanging fruit: reporting. October 2025 Our goal: ECS Federal in support of NOAA Fisheries Progression of the project through steering committee guidance ECS Federal in support of NOAA Fisheries October 2025 Identify the issue 1 NOAA scientists identified that many were struggling with an inefficient workflow December 2023 Progression of the project through steering committee guidance ECS Federal in support of NOAA Fisheries October 2025 Identify the issue Establish committee 12 NOAA scientists identified that many were struggling with an inefficient workflow A steering committee of stock assessment scientists formed, along with a hired contractor for additional help January 2024 December 2023 Progression of the project through steering committee guidance ECS Federal in support of NOAA Fisheries October 2025 Identify the issue Establish committee 12 NOAA scientists identified that many were struggling with an inefficient workflow A steering committee of stock assessment scientists formed, along with a hired contractor for additional help January 2024 December 2023 Steering committee members ●1-2 stock assessment scientists from each NOAA fisheries science center ●Contractors & federal employees from NOAA Office of Science & Technology Progression of the project through steering committee guidance ECS Federal in support of NOAA Fisheries October 2025 Identify the issue Establish committee 123 Determine the project NOAA scientists identified that many were struggling with an inefficient workflow A steering committee of stock assessment scientists formed, along with a hired contractor for additional help ●Steering committee and contractor establish a plan of action to streamline workflows by developing R packages ●Bring on 2 more contractors January 2024 April-September 2024 December 2023 1 October 2025 3. Maintain communication ●Use open communication channels to keep committee informed (e.g., email, google chat spaces) ●Utilize resources like GitHub discussions ●Send follow-ups if you said you would ●Hold office hours (2 hours/week) ECS Federal in support of NOAA Fisheries Reevaluate initial commitment ●Expected one-year responsibility ●About 1.5 years in, we offered them an off-ramp ●Options: ○Agree upon x year/month commitment ○If choose to leave, we’d need a replacement from their center ○Continue as-is Maintaining long-term engagement ECS Federal in support of NOAA Fisheries October 2025 They all opted to stay! Takeaways ECS Federal in support of NOAA Fisheries October 2025 1 Know your audience ●Be conscious of external responsibilities ●Welcome each member’s lived experience Takeaways ECS Federal in support of NOAA Fisheries October 2025 1 2 Know your audience ●Be conscious of external responsibilities ●Welcome each member’s lived experience Spark engagement ●Design interactive activities ●Tailor questions for feedback ●Create FOMO Takeaways ECS Federal in support of NOAA Fisheries October 2025 1 2 3 Know your audience ●Be conscious of external responsibilities ●Welcome each member’s lived experience Ensure homeostasis ●Maintain 2-way communication ●Foster a comfortable, active environment ●Encourage candid, non-judgemental feedback Spark engagement ●Design interactive activities ●Tailor questions for feedback ●Create FOMO October 2025 Thank you! Contact Us Sam Schiano [email protected] Sophie Breitbart [email protected] ECS Federal in support of NOAA Fisheries October 2025 ECS Federal in support of NOAA Fisheries If you have… been a subject matter expert on a steering committee or led a steering committee: What is one tip you would give from your respective position? October 2025 ECS Federal in support of NOAA Fisheries Questions