The status reporting process
Every Thursday at 8:30AM Alaska Time, there is a North Slope Operations conference call. It is hosted by Sandia and is normally led by one of Mark Ivey, Dan Lucero and Fred Helsel. The goal of the call is to quickly report status, identify items that need extra attention, and generally to keep the teams informed. The idea is not to necessarily solve all the problems, rather to identify where they are so they can be worked. We don't want to get bogged down in details on this call.
The UAF team generates the agenda for this call, sends it to Valerie Sparks (as well as Mark, Dan, Fred and Martin). Valerie adds notes she took from the previous week's call and sends the result out to call attendees. In order to give Valerie time to put her product together, we commit to sending this agenda to her no later than noon Alaska time on Wednesdays.
The content of the agenda includes all open DQPRs as well as CMs affecting instruments in Barrow or Oliktok. If a CM was opened since the last call, it should be noted in the agenda. Open DQPRs should be noted with a short update on their status. Facilities, communications, IOP plans, vacation schedules, environment and safety items are included too.
While all the open DQPRs and the relevant CMs should be noted in the agenda, it is a judgement call on whether they deserve bringing up on the actual call.
Steps for building the agenda
The agenda and notes are kept in the ARM Dropbox folder Dropbox/ARM_admin/ACRF-NSA_Ops. In that folder are past agendas and notes. Normal practice is to use the notes from the most recent call to build the next agenda. Notes are customarily titled ACRF-NSA_Ops-YYYY-MM-DD-Notes.docx and agendas are customarily titled ACRF-NSA_Ops-YYYY-MM-DD-Agenda.docx.
You can list the NSA (Barrow) site CM reports here: https://nanuna.gi.alaska.edu/cm/list/
You can list the AMF3 (Oliktok) site CM reports here: https://cmdb.arm.gov/amf3/
To get a list of the open DQPRs, go to this search site: https://www.db.arm.gov/cgi-bin/DQPR2/search/Criteria.pl . On that page, choose the site of interest (NSA or OLI). Then select the "Open - Requires Action", "In Progress - Assignments", "Open - Escalated to PRB Attention", "Waiting - For Spares" and "Waiting - For Site" visit status values. Then click "Get DQPRS".
At a minimum, DQPR and CM notes in a cell in the agenda table should include the date of last update, who made the update, and a link to the CM or DQPR. To insert a link in the document, use command-K (Mac) or CTRL-K (Win). For the display text, just use the CM or DQPR name ("CM-2015-NSA-UAF-3767" or "DQPR-4513"). Use the full URL for the link to/address.
To build the upcoming agenda follow these steps, understanding that some variation from this formula may be appropriate:
- Duplicate the most recent notes document, renaming it to the upcoming agenda date, replacing the "Notes" with "Agenda".
- Open the Agenda document in Word.
- Update the dates at the top of the document.
- Clear the attendance marks ("x"), if any.
- Check DPQRs in the report and remove associated text if the DQPRs are closed, or writing assignments (DQRs) are in progress or submitted.
- Update status of open DQPRs in the appropriate row and column. You will likely need to summarize the contents of the DQPR rather than simply cutting and pasting.
- Enter new information, if any, from CM reports opened since the previous call in the appropriate row and column. As with DQPRs, you might need to summarize the contents.
- If any text can be deleted because it was resolved, no longer applies, etc., remove it. Text colored blue (from the most recent call) should be changed to black if it is preserved in this document. Do not remove the row unless the instrument has been retired from service at both sites.
- If an instrument is not operational, color the text describing why red.
- Proofread the document.
- Email the document to Dari, Valerie, Mark, Dan, Fred, Martin . Clicking that link with create an email for which the date in the subject will need filled in. You may want to add more text if circumstances indicate that is appropriate. Once ready, send the email.
- Prior to the start of the call, duplicate the latest agenda renaming it to the notes form.
- Once on the call, make notes in the document to capture the key elements of the discussion. Color the text for this in blue so as to highlight the fact that these notes were from this week.
- At the end of the call, save the documents in the Dropbox directory.