Department Heads Meeting
Steve Kahn & David MacFarlane
April 16, 2009
Apr 16, 2009
PPA Department Heads Mtng
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Agenda items
* News and updates
* Next steps for Work Planning and Control
– Identify training requirements and potential “yellow” or “red”
activities in PPA
* Reminder about vehicle safety and accident reporting
* Next steps on implementing R2A2s
– Need to complete PPA R2A2s by May 15
Apr 16, 2009
PPA Department Heads Mtng
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Budget and news from DOE
* Financial Plan for FY2009 updated received April 6th from DOE
following passage of the omnibus bill
– Overall HEP budget as expected ($87.5M + FACET); most B&R code
changes implemented as agreed at March 3 annual budget meeting
– Exceptions are $1M less for ATLAS (KA11), where planned increase is
partially implemented pending the proton research review, and $500k
for LSST (KA13); difference parked in detector operations
* Review of BABAR & PEP-II D&D plans was held on March 23-24
– BABAR D&D plans endorsed with recommendation to strengthen
project performance and budget controls
– Various scenarios were presented for PEP-II, but reviewers concluded
no urgent actions are required before end of 2010, pending resolution of
re-use opportunities
– Reviewers were impressed by progress and plans on relief from the
metals suspension
* Comparative reviews of programs at 5 DOE HEP labs
– June 8-12 for proton-accelerator based research, including Tevatron,
LHC (SLAC/ATLAS program), and accelerator-based neutrino programs
– July 10-12 for Detector R&D program
Apr 16, 2009
PPA Department Heads Mtng
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Budget and news from DOE
* Twelve requests submitted April 6th in response to OHEP
call for supplemental funding proposals
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
ATLAS CSC ROD support
Work on SuperB accelerator TDR
R&D for fast timing measurements
Supplement for pre-engineering development on LSST camera
Exploratory development of role on Super CDMS and GeODM
Red cluster replacement for computational cosmology
Renovations for Theory Group move to the ROB
TT60 collimator high radiation test facility
X-band rf source development
Bump-bonding machine for 3-d silicon sensor development
Development and construction of the End Station Test Beam (ESTB)
InSpires development
Apr 16, 2009
PPA Department Heads Mtng
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Other PPA news
* PPA and PPA Faculty are proceeding with implementing the staff
development plan
– First group of staff scientists was approached to provide material for
developing the case for promotion to senior or distinguished staff
scientist
– Three ad hoc promotion review committees have been gathering letters
of recommendation and first discussions of individual cases are
beginning
* FY2010 LDRD program call for proposals
– Funded by about 2.5% tax against lab budgets
– Proposals reviewed on yearly basis but can be funded for no more than
3 years
– Meant to support new ideas and strategic directions for the laboratory
– PPA proposals to be submitted to Debbie Tryforos by April 24th
* SPC meeting upcoming on May 1-2
– PPA presentations on accelerator strategy, ATLAS and Fermi science
Apr 16, 2009
PPA Department Heads Mtng
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Vehicle damage events
8
POV
Cart
7
GSA
3-mo avg
6
5
4
3
2
1
Apr 16, 2009
PPA Department Heads Mtng
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Mar-09
Feb-09
Jan-09
Dec-08
Nov-08
Oct-08
Sep-08
Aug-08
Jul-08
Jun-08
May-08
Apr-08
Mar-08
Feb-08
Jan-08
0
Breakdown of cause
Vehicle Accidents:
Jan '08 to Present
Runaway
Moving
forward into
object/overturn
, 9%
vehicle
(unattended),
4%
Object falling
on/into vehicle,
2%
Backing into
objects or
vehicles, 41%
Scraped
object or
another
vehicle,
20%
Parked & hit by
another
vehicle, 24%
Backing into objects or vehicles
Parked & hit by another vehicle
Scraped object or another vehicle
Moving forward into object/overturn
Runaway vehicle (unattended)
Object falling on/into vehicle
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Breakdown by Directorate
Vehicle Accidents by Directorate (2009)
Other, 6%
PPA, 0%
PSD, 0%
DIR, 0%
LCLS, 0%
SSRL, 18%
OPS, 53%
ETS, 23%
Apr 16, 2009
PPA Department Heads Mtng
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Actions in response
Action
Discuss the vehicle damage history with employees that persons
operating a government vehicle must:
– Have the skills to operate the vehicle
– Visually inspect vehicles to ensure safe operation and take
malfunctioning vehicles to Fleet Services for maintenance and repair
(already in policy)
– Visually inspect the exterior of the vehicle (360-degree inspection) for
any physical damage to the vehicle. If the damage is not already recorded
in the vehicle log, such damage must be reported to the vehicle custodian
prior to operation of the vehicle.
– Deliberately inspect surroundings for potential hazards prior to putting
the vehicle in motion, and at all times while operating a vehicle,
including stationary objects
– Notify management when vehicles require major repair or modification
– Immediately notify SLAC Site Security if a government-owned vehicle is
damaged or involved in an accident
Apr 16, 2009
PPA Department Heads Mtng
Who
When
ALDs
4/30/09
Page 9
Status of R2A2 implementation
* Completion of R2A2s is a SLAC-wide milestone built into
the PEMP for FY2009
– PPA has committed to complete all R2A2s by May 15
* We have been working towards the use of individual
R2A2s captured as a “Job Summary” and generic R2A2s
– Has the virtue of focusing in on the specific, thereby making the
preparation both a simpler and more manageable task
– Leads to greater uniformity in understanding the broad set of
R2A2 expectations
* Two example sets are now available
– Fermi ISOC as an organization, from Department Head to
individual staff level
– PPA Department Heads as a group (partially complete)
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Plan from now to May 15
* Extending these examples to the rest of PPA
– Departments Heads are requested to work down their
organizations to produce draft Job Summaries for all staff
• Exclude RAs and graduate students, who are reviewed as part of
the academic process
• Exclude PPA Faculty, except in their role as a line manager
– Due date for draft job summaries is Friday, May 1
– Division Heads will have at best a short period to review the
resulting department packages, provide feedback, and iterate for
final set of Job Summaries by the hard deadline of May 15
– Administrative support provided by Kathy Webb
* Performance reviews
– Format under discussion, but expect that the job summaries will
be the basis of future assessment
Apr 16, 2009
PPA Department Heads Mtng
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Available examples
* Department Heads
– See for example Rob Cameron (Fermi ISOC), Marty Breidenbach (EXO
& SiD), Blair Ratcliff (BABAR/SuperB)
* Supervisor
– See for example Ric Claus (Fermi ISOC/ATLAS)
* Staff scientist
– See for example Tom Glanzman (Fermi ISOC) or Jim Panetta (Fermi
ISOC/ATLAS)
* Cases involving multiple projects
– Job summary will have R2A2s related to different functions, that should
be worked up with the appropriate functional supervisors
– Administrative supervisor should take overall responsibility for
coordinating with functional supervisors; both administrative and
functional supervisors need to sign-off on job summary
https://www-internal.slac.stanford.edu/ppa/internalDocs/R2A2List.htm
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