SOLAR SPLASH® "Handbook"
The three Handbook Chapters contain information from various Solar Splash newsletters and form a "handbook" for teams preparing to enter SOLAR SPLASH for the first time or for those getting ready for their next SPLASH.
Handbook Chapter 2 - Managing the sun
Handbook Chapter 3 - Getting the most from the sun
Chapter 1 - So you want to enter the SOLAR SPLASH...
It doesn't matter if this will be your first year or your fifth, most of the following relates to the creation of a team, and that has to take place, often from scratch, each year.
THE BASICS
What do I need from the outside world to get started?
- Visit the Home Page (you already made it here!) as it contains numerous details: www.solarsplash.com
- Get a copy of the Rules from Headquarters. They are on thia website but play it safe, get an official copy.
A Team
Although you may have a group of people who are interested in participating, you need more. The purpose of this write-up is not to intimidate you but to pass on experience we have gained over many years of participating in and running events of this type. Keep reading and many details will follow.
ADVERTISE - Make up an announcement banner to mount on the poster to let people know the date and time of your organizing meetings and who to get in touch with and how, if someone is interested but can't attend.
Don't get ahead of yourselves, no matter how much experience you have, be sure to get through each step which is outlined in this write-up. They all add up to success.
Faculty Advisors
Just like students, faculty advisors come in all "shapes and colors". Some Advisors are very active in the program and want to remain actively involved. Others are willing to sign the Entry form and then prefer to step aside and leave the project to the students. What works best? There is no magic formula, but there are some potential pitfalls. If a Faculty Advisor holds the reins too tightly, the students may lose interest. If the students are without an Advisor, the lack of experience may hurt. Many years ago, just before leaving for Florida to put on the first Sunrayce, I (George Ettenheim) got a call from one of the Team Leaders that they had started testing and caught the car on fire. They had grossly undersized the wires which go from the controller to the motor. Perhaps, a faculty advisor might have caught this before it became a problem.
In a perfect world, having more than one advisor gives you more resources to turn to if you need them.
FORMULA FOR SUCCESS
What should we try to accomplish in our Initial Meeting?
Getting to know one another is the first and most important step. Start with each attendee. Have them introduce themselves and be sure they talk about their interests, past experience, and why they are there. Some members will have to be flexible enough to plug the holes which are bound to exist.
Socialize, have a pizza, or whatever. Team building is not just an idea, it is practiced in most work places whether in the public or private sectors.
What roles need to be filled to have a successful team?
The following is a list of "skills" and functions. One person may do several or several people may do one.
Leadership - There is a great tendency to break up the team into groups, such as Hull, Drive train, etc., and have a leader for each. This is satisfactory if each of these people is part of a Leadership group. In recent years, we have seen that although a strong inspirational leader is needed, a great deal of success can be achieved with a facilitator who strives to reach consensus.
System Engineering - It is very important to get everyone's ideas but there comes a time to make decisions. These need to be system driven, rather than component by component. I once visited a university that was teaming with another as the second had considerable experience with solar arrays. Through the process of asking a variety of questions, it was learned that the array group was designing for a system voltage of 120 volts while the lead team was assuming they would have 135 volts.
In the case of a boat, System Engineering is critical because the hull, motor, prop, and available energy must be very well matched. We have seen several instances where this was done but the simplest task, steering, did not get enough attention. Without good handling, there is not much value in having a good boat.
Mechanical Engineers - It is not unusual for ME's to see the project as a mechanical one with some help needed from EE's, or vice versa. The reality is it is neither. It is a systems problem. ME's are needed, but so are fabricators. Hands-on experience for many of the team members is very important. In the process of pursuing the project, ME's will gain a better understanding of the problems of others, such as the EE's, and then the team aspect really starts to work.
Electrical Engineers - The tasks for the EE's are many. A solar array must be designed and built. The output from the array and power from the batteries must be regulated and controllable. Motor(s) must be selected and matched to the system.
Technical Specialties - An aerodynamicist once compared himself to a father saying he was only around for the start. There are design aspects which must be done early on, and a fluid dynamics person may not be needed throughout the project. Although some participants have a School of Naval Architecture, they may get delayed in making design decisions because there are too many ideas.
P.O.C. - It is not necessary that the Team Leader serves as the Point of Contact, but one person needs to have this responsibility. This task is a two way street. Questions from the team need to be passed on to Headquarters and responses communicated back to the team. The POC is the person who should be distributing copies of the News to everyone, copies of the Rules, etc. This person may serve as the interface with others on campus and even the outside world including the media.
Business Majors - Quite a number of business majors have gotten some very good experience raising money for the team and finding "in kind" contributions. The project is an ideal way to get out into the local business community and become known. There is also a need for financial backing, and this should be right up their alley.
If you can get a communications major, it can be very helpful to get a story on local radio or TV. It should be a part of the overall Public Relations aspect of the team representing your University.
Do we really need Meetings and what kind?
It has been our experience that Weekly meetings are mandatory. They are a vital part of the Team concept. This is the time to have each person report on progress and, more importantly, find out where needs exist.
One common theme which is vital is the schedule. The Time Line needs to be updated and, if it is done as a group, everyone can easily understand their interdependence.
Hold meetings in the same place at the same time. In this way, everyone always knows where they need to be and when. Have an agenda. It can be the same one, but have a list of topics which get covered each meeting and don't let the meeting stray too far from the agenda.
End all meetings with action items. Be very clear as to who will do what by when!
Why do we have difficulty staying on Schedule?
There are many reasons but here are three strategies which may help you do better.
- Create an initial schedule and include contingencies for delays.
- Make decisions and stick to them. Often, there are things you would like to do but everyone has to be realistic. Maybe some things get saved for "next year".
- Maximize the available time.
How can this be accomplished? First, set an absolute deadline of Christmas break to fix the design. In order to do this, many decisions must be made. These milestones need to be defined and met. This is where team members need to have time to present their ideas but must also be willing to accept the fact that there are not sufficient resources in time, labor, or money, to have a reasonable chance of success this year.
Next, when are most team members available? Evenings, weekends, vacations? Although the temptation may be great to take the entire Christmas/semester break off, it is probably the longest time with the fewest other commitments in the entire school year.
Finally, be sure to have contingency plans. Don't get hung up on one input or part. Keep an active list of projects that need to be tackled in a prominent location so if someone has some time, they can go to the list and choose something. The list of projects should include an estimate of how long each might take and enough details to make the assignment clear.
Where should all of this happen?
Ideally, you should have a space which is used exclusively for the Splash project where fabrication or assembly can take place. It is best if it includes a phone and bulletin board as the minimum.
What else do we need?
- Computer access to contact the Hotline and team members, and to access the website.
- The support of the Department. This may be your Faculty Advisor, Department Head or the Dean. Who can be of the most help? Maybe all of them.
- Commitment, Commitment, Commitment!