Username

Password

To look up your password, please enter your email address. You will receive an email containing your user information.

What is an Ad hoc Project?

An Ad hoc Project involves work that requires less than three FTE months to complete and has immediate benefits. The work may involve frequent discussions between client (requester) and CPHST scientist. Ad hoc Projects address issues where the science is mature and technology can be transferred to operations/ programs with little modification. Examples of Ad hoc Projects include answering a specific question of limited scope, developing an operational protocol and fine tuning off-the-shelf technology. Ad hoc Projects involve in-house work only; Ad hoc Project requests are not intended to support projects beyond the expertise of CPHST scientists or scope-of-work undertaken within CPHST.

Who may apply for an Ad Hoc Project and what is involved?

State Plant Health Directors (SPHDs), Regional and Riverdale Program Managers and PPQ Executive Team members may apply for projects directly. State Plant Regulatory Officers (SPROs) are encouraged to consult with their counterparts (SPHDs) to develop work requests. Work requests are made in the form of a short, simple, self-directed web-based electronic application available through this website. The application is completed electronically on-line and serves as a brief summary that explains the project, defines its requirements and lists its “deliverables.” The application is automatically routed to authorizing CPHST officials and appropriate supervisors. Requests by SPHDs and Regional Program Managers are automatically routed through the Assistant Regional Directors (ARDs) for comment and oversight. Work requests by Riverdale PHP managers are routed through the Associate Director of Plant Health Programs. Decisions on applications are made in consultation between management of CPHST and the requesting organization.

    Critical points in shaping the decision include:
  1. Project relevance to the agency’s mission
  2. Project feasibility (how easily can this be done?)
  3. Project utility (how many people can use the deliverable)
  4. Project cost.

Ad hoc work requests can be made at any time; requests are not subject to a formal, competitive process or deadline. Requests do not require an extensive workplan. However, these work requests do require a clear, concise explanation of project concept and expected outcome. The applicant should think carefully about the request and ensure that all questions are answered completely. Each application is given a Tracking Number. Each successful application becomes a project that is given a Job Ticket. The Job Ticket is used administratively for work management and financial accountability. By accessing CPHST’s website, applicants can monitor the status of their requests and managers can monitor the progress of projects.

How does CPHST administer Ad Hoc Projects?

Ad hoc work requests are electronically transmitted to the Associate Director of CPHST who logs the request into a CPHST password-protected project database. The AD assigns the project to a National Science Program Leader (NSPL) who reviews the request for completeness, confirms estimates of project duration and selects a CPHST scientist for the project. The NSPL contacts the supervisory Lab Director, scientist and client. As a group, they review the project description, create a timeframe for completion and establish timeliness for project deliverables. Open communication concerning Ad hoc work and progress is encouraged. The NSPL is responsible for certifying project completion, summarizing results to the CPHST AD for record keeping, and providing the ARD/ ADPHP/ PNPB and client(s) with information for implementation. We acknowledge the inevitability of “slippage” and understand that some projects designed for three months may require more time.

What should CPHST scientists know about Ad hoc Projects?

These projects serve as an important component of work, and may involve up to 25% of annualized work. Much of the work captured in the concept of Ad hoc projects has been fulfilled informally and without credit given to the scientist for work completed. Nevertheless, with the Ad hoc process, CPHST scientists are automatically given credit for time worked on assigned Ad hoc Projects when their time contributions are tabulated each year. When Ad hoc Projects are assigned, other work may be delayed or temporarily suspended. This is understandable, accountable and will not adversely affect the evaluation of scientists. Work on Ad hoc Projects is reported in the Peer Review Case submitted by CPHST scientists in their three-year review cycle. We hope that this new process for engaging CPHST support will be useful to our clients, and improve our effectiveness at servicing science and technology needs for the Agency. For questions about potential projects, please contact a CPHST NSPL (see our website for names, addresses and areas of responsibility). For questions or comments about process, please contact Dr. Philip Berger. If you are having difficulty logging into the site or would like to request access please contact Talitha Price.