From jbauer at nrao.edu Wed Sep 1 09:21:21 2004 From: jbauer at nrao.edu (Janet Bauer) Date: Wed, 1 Sep 2004 09:21:21 -0400 Subject: [Alma_na] Computing Construction FTE-y - Email from Dr. Lo, Please read! Message-ID: Dear Brian, I am finding with some concern about the lack of proper process within the Executives to exert control over cost and scope increase. The proposed changes in your email you sent the JAO should have first been discussed and approved within the NA ALMA Project Office. To decide on a scope increase in the process of discussion with the PMCS is entirely inappropriate. The CDR or PDR are also inappropriate vehicles for scope increase. The Executives are carrying out the tasks and responsible for the cost. The JAO, while overeeing the entire project programmatically, has no responsbility, and therefore incentive, towards controlling cost, and surprisingly sofar also scope. Furthermore, I am finding that each IPT has no responsibility or accountability towards controlling cost either. Things are done and decisions are made, and somehow funding is expected to be available. I am using your email as an example, without meaning to single you out. We have a generic issue to address. This process will be part of the discussion at the Friday DHs' videoconference. Cheers, KYL On Mon, 30 Aug 2004, Brian Glendenning wrote: > Date: Mon, 30 Aug 2004 14:36:28 -0600 > From: Brian Glendenning > To: 'Joint ALMA Office' > Cc: 'Gianni Raffi' > Subject: [Jao] Computing construction FTE-y > > Dear Management IPT: > > The changes that will be proposed to the CIPT construction software > development budget fall into the following categories: > > 1. 41 FTE-y: for future work on baseline scope as presented at CDR2. > This is caused by a mixture of mis-estimation and unanticipated operations impact. > > 2. 8 FTE-y: Operations software (new scope). We had assumed and > proposed that this be funded entirely in interim operations, but at > the PMCS meetings (and with the input of Silva) it was decided that > until 2008 it should instead be a construction funded activity. > > 3. 16 FTE-y: Calendar normalization. NA charged 2002 to the > construction budget but not Europe, nevertheless the work is > inter-related and must conclude at the same time. This is a worst case > figure, R. Simon has an action to determine more exact historical > staffing, but Glendenning notes that on 2002-06-01 he had 10 staff and > on 2002-12-01 he had 11, so ~10 FTE-y should be closer, and if the > charging started at 2006.5 there might be an additional factor of 2 reduction. > > 4. 16 FTE-y: Recognition of current and past overstaffing. Caused by > fractional personnel planning vs. actual whole persons hired, and > additional personnel supplied by executives to maintain baseline > scope. Glendenning believes that at least on the NA side this will > also prove to be an over-estimate. > > This does not include costs proposed to be on interim operations, ARC > items, nor IT items not specific to Computing. It also does not > include a non-shared NA ALMA contribution to AIPS++ which was > back-charged to 1 October 2003 and which as I understand it is > anticipated to conclude 30 Sept > 2005 (~4 FTE-y = 2 FTE/y for 2 years). > > I should note that I have sent this in without further consultation, > and (at > least) Raffi, Beckers, or Simon might have some corrections to the above. > > Cheers, > Brian > > _______________________________________________ > Jao mailing list > Jao at listmgr.cv.nrao.edu > http://listmgr.cv.nrao.edu/mailman/listinfo/jao > -------------- next part -------------- An HTML attachment was scrubbed... URL: From flo at cv.nrao.edu Wed Sep 1 12:13:12 2004 From: flo at cv.nrao.edu (Fred K. Y. Lo) Date: Wed, 1 Sep 2004 12:13:12 -0400 (EDT) Subject: [Alma_na] (no subject) In-Reply-To: Message-ID: Dear colleagues, There will be a number of issues to address and clarify on Friday's DHs' videoconference. So, expect a long one. It will be very important that all DH's take part, so we can clarify the ambiguities and uncertainties in the NA ALMA Project Team, and in the relationship between the Executives and the JAO. JAO does not have the final word on everything. Fundamentally, the success of the ALMA and therefore the NRAO's future is at stake. Certainly, I intend to make sure our own house is in order, and then deal with the larger issues of overall ALMA organization and division of work when needed. Cheers, KYL Fred K. Y. Lo _____________________________________________________________________________ Director and Senior Scientist National Radio Astronomy Observatory 520 Edgemont Road Charlottesville Phone: 434 296 0221 VA 22903 Fax: 434 296 0385 U. S. A. Web: www.nrao.edu From jbauer at nrao.edu Thu Sep 2 15:50:54 2004 From: jbauer at nrao.edu (Janet Bauer) Date: Thu, 2 Sep 2004 15:50:54 -0400 Subject: [Alma_na] Agenda for ALMA NA DH Videoconference on Friday, 3rd September Message-ID: Everyone, Tomorrow (Friday, 3rd September) is the ALMA NA Division Heads Videoconference. It will take place at 12:00 noon ET, 16:00 UTC. Room locations are CV-311, TUC-N505, SOC-280 and GB-241. Chile will be teleconferencing in. Sep 3 12 p.m. ET 16:00 UTC ALMA NA DH Videoconference Calendar: multiple cals Audio/Video/Both/Local: Audio/Video Video hub: CV-311 Details: CV311/TUCN505/SOC280/GB241 AGENDA: 1. Summary of NSF Presentation and Feedback from NSF 2. NA ALMA Project Organization a. IPM - Lo b. DPM - Rafal c. BM - Porter d. IC - Hubbard 3. Relationship with JAO a. Clarifying role of Richard Simon, JAO Controller b. David Hubbard 4. IPT Lines of Communication a. Between NA IPT and NA PM and NA Executive b. Between NA IPT and EU IPT c. Between NA IPT and JAO d. Between NA Executive and JAO 5. PMCS Role in ALMA, Access by JAO and Executives 6. IPT Leader - Budget Ownership and Accountability a. Hiring of Schedulers to assist IPT Management of Cost and Schedule 7. Areas of Responsibility (Shipping & Clearing Customs example provided by John Payne) I note that for the first shipment of cryogenic "stuff" from RAL to NRAO the following people were involved. Mark Harman, Antonio Perfetto, John Effland, myself, Denis Urbain and maybe John Delgado. This is ok on a first shipment but in future I think it would be preferable just to have one person on each side involved. I thought that for NRAO that was John. If this is correct then we should make sure everyone knows about this. Charlottesville Folks - since this meeting is being held during lunch time, pizza will be provided. Please bring your own liquid refreshment. Regards, Janet Janet Bauer NRAO - ALMA North American Project Office 2496 Old Ivy Road, Suite 226 Charlottesville, VA 22903 434.296.0296 (phone) 434.296.0255 (fax) jbauer at nrao.edu (E-mail) -------------- next part -------------- An HTML attachment was scrubbed... URL: From brodrigu at nrao.edu Thu Sep 2 18:21:42 2004 From: brodrigu at nrao.edu (Billie Rodriguez) Date: Thu, 02 Sep 2004 18:21:42 -0400 Subject: [Alma_na] Please distribute as Dr. Lo requests. Message-ID: <41379CF6.30700@nrao.edu> Dear Marc, Please compile a list of all such issues within the NA ALMA Project so we can resolve them ASAP. KYL -------- Original Message -------- Subject: Cryostat Interlock Date: Thu, 2 Sep 2004 11:22:16 -0400 From: Marc D. Rafal Organization: NRAO To: 'Fred K. Y. Lo' , 'David Hubbard' , 'Bill Porter' Dear Fred, I want to make sure you understand that the issue of the interlock is not a clear cut Scope Increase. While it was left out of the SOW for RAL, that is an ESO issue. ESO is responsible for providing to the project a working and usable cryostat. The interlock is a required part of the cryostat. In my opinion, we should not agree with labeling this a scope increase for which we will pay half. Had this omission been discovered earlier, there would have been no discussion of us paying for it. Just because it was found late does not make it partially our responsibility. Recall that the SOW to RAL only covers the first eight cryostats. The SOW for the remaining cryostats has not been drafted. If we agree to this as a precedent, then there are a number of similar issues on our side that could be "shared." For example, a number of the requirements for the Back End modules have changed and require redesign or increased production costs. Do we declare these as scope increases and charge ESO for half of the increased costs? We should talk about this. Regards, Marc From flo at cv.nrao.edu Sat Sep 4 11:38:50 2004 From: flo at cv.nrao.edu (Fred K. Y. Lo) Date: Sat, 4 Sep 2004 11:38:50 -0400 (EDT) Subject: [Alma_na] New NA ALMA project manager In-Reply-To: Message-ID: Dear colleagues, I mentioned the name of our ne NA ALMA PM at the DHs' meeting to give a sense that we are making progress in reorganizing the NA ALMA team. However, the details are not finalized, and so please do not broadcast the name of the new NA ALMA PM yet. Thank you for your cooperation. Cheers, KYL Fred K. Y. Lo _____________________________________________________________________________ Director and Senior Scientist National Radio Astronomy Observatory 520 Edgemont Road Charlottesville Phone: 434 296 0221 VA 22903 Fax: 434 296 0385 U. S. A. Web: www.nrao.edu From flo at nrao.edu Tue Sep 7 12:09:46 2004 From: flo at nrao.edu (Fred Lo) Date: Tue, 07 Sep 2004 12:09:46 -0400 Subject: [Alma_na] Agenda for ALMA NA DH Videoconference today? In-Reply-To: References: Message-ID: <413DDD4A.8080904@nrao.edu> I just wanted to confirm that there will not be an ALMA NA Division Heads meeting today, even though it appears on the ALMA Meetings calendar. The next one is currently scheduled for 10:30 a.m. EDT on Monday, September 20. Billie From jbauer at nrao.edu Wed Sep 8 09:58:49 2004 From: jbauer at nrao.edu (Janet Bauer) Date: Wed, 8 Sep 2004 09:58:49 -0400 Subject: [Alma_na] Email from Dr. Lo - Regarding Work Elements - Please Read. Message-ID: Dear colleagues, In the DHs' meeting last Friday, I emphasized the important step of sending the revised Work Element sheets to the Project Manager first for review, discussions and decisions on the final revision, before sending to Richard Simon, the JAO controller who is charged currently for implementing the PMCS and therefore the loading of the work element sheets into the PMCS. I would like to explain why, in case you think I was just insisting on protocol, just for protocol's sake. The problem in the past was the lack of sufficient coordination and management at the project level within the NA ALMA team. First of all, it should be clear that cost, schedule and scope changes cannot be made independently by the various IPTs without the coordination and management and approval by the Project Manager, as the inter-IPT dependencies must be coordinated. Second of all, the project controller is primarily a keeper of budget, and maybe in this case also of work element sheets, but the Project Manager has the responsibility to manage the cost and schedule of the project, not the JAO controller, nor the Triad consultants. They may have helped the IPT leads to analyze the past and may suggest changes for the future and may help to fill out the work element sheets, but none of them should make any decisions on scope or cost changes, i.e. in the final work element sheets. The problem of filling out the work element sheets, without proper review of the Project manager, leads to revised schedule and cost that is out of control. Relying on the project controller for the coordination of budget and schedule at the project level in the past was clearly incorrect and may have led to some problems. As you may know, the work elements form the basis of formulating in the WBS and milestones, etc, and have to be carefully and properly composed. The example of BE IPT having only two milestones in the current plan is a result of improper composition of the work element sheets in the past. My insistence on having the Project Office review with all of you the revised work element sheets is essential to assuring the work break down structure and milestones and resulting schedule of activities will be self-consistent over the entire project and compatible with the level 1 milestones and the overall project budget and schedule. This will take some effort and is a very important exercise. As I mentioned, we will hold a couple of sessions to go over the proper procedure and process of filling out the work element sheets shortly, so that we will finalize the revised work element sheets in the coming weeks. Clearly, for many work element sheets, coordination with our European partners will be necessary. I hope you will bear with me in this period of reorganization of ourselves. I am convinced that we will all be better off at the end of this process. Cheers, KYL Fred K. Y. Lo ________________________________________________________________________ _____ Director and Senior Scientist National Radio Astronomy Observatory 520 Edgemont Road Charlottesville Phone: 434 296 0221 VA 22903 Fax: 434 296 0385 U. S. A. Web: www.nrao.edu Janet Bauer NRAO - ALMA North American Project Office 2496 Old Ivy Road, Suite 226 Charlottesville, VA 22903 434.296.0296 (phone) 434.296.0255 (fax) jbauer at nrao.edu (E-mail) -------------- next part -------------- An HTML attachment was scrubbed... URL: From jbauer at nrao.edu Thu Sep 9 15:33:52 2004 From: jbauer at nrao.edu (Janet Bauer) Date: Thu, 9 Sep 2004 15:33:52 -0400 Subject: [Alma_na] Minutes from Friday, 3rd September Videoconference Message-ID: attached Janet Bauer NRAO - ALMA North American Project Office 2496 Old Ivy Road, Suite 226 Charlottesville, VA 22903 434.296.0296 (phone) 434.296.0255 (fax) jbauer at nrao.edu (E-mail) -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: Meeting Minutes 3rd September.doc Type: application/msword Size: 51712 bytes Desc: Meeting Minutes 3rd September.doc URL: From jbauer at nrao.edu Fri Sep 10 09:32:01 2004 From: jbauer at nrao.edu (Janet Bauer) Date: Fri, 10 Sep 2004 09:32:01 -0400 Subject: [Alma_na] Revised Minutes from NA DH Videoconference Message-ID: Janet Bauer NRAO - ALMA North American Project Office 2496 Old Ivy Road, Suite 226 Charlottesville, VA 22903 434.296.0296 (phone) 434.296.0255 (fax) jbauer at nrao.edu (E-mail) -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: Meeting Minutes 3rd September.doc Type: application/msword Size: 51712 bytes Desc: Meeting Minutes 3rd September.doc URL: From jbauer at nrao.edu Fri Sep 10 10:48:17 2004 From: jbauer at nrao.edu (Janet Bauer) Date: Fri, 10 Sep 2004 10:48:17 -0400 Subject: [Alma_na] Reminder regarding WE Sheets from Dr. Lo Message-ID: Everyone, If you are planning to submit revised WE sheets (even if you are still awaiting European inputs), please send them to David Hubbard ASAP so the Project Office can review them sooner rather than later. Cheers, KYL Janet Bauer NRAO - ALMA North American Project Office 2496 Old Ivy Road, Suite 226 Charlottesville, VA 22903 434.296.0296 (phone) 434.296.0255 (fax) jbauer at nrao.edu (E-mail) -------------- next part -------------- An HTML attachment was scrubbed... URL: From jbauer at nrao.edu Fri Sep 17 15:21:57 2004 From: jbauer at nrao.edu (Janet Bauer) Date: Fri, 17 Sep 2004 15:21:57 -0400 Subject: [Alma_na] ALMA NA DH Videoconference on Monday, 20th September Message-ID: Everyone, The next NA DH Videoconference will take place on Monday, 20th September beginning at 10:30 am ET, 14:30 UTC in CV-311. The Chilean office will need to teleconference in at 434.296.7082. Dial in information is below: Sep 20 10:30 a.m. ET 14:30 UTC ALMA NA DH Videoconference Calendar: multiple cals Audio/Video/Both/Local: Audio/Video - 434.296.7082 Video hub: CV Conf Details: CV311/SOC280/GB241/TUCN505 Agenda Items: 1. Reporting Relationships 2. Rebaselining of Cost & Schedule a. Baseline 0 b. Baseline 1 Schedule Alignment with Budget Please let me know if you cannot attend. Have a good weekend, Janet Janet Bauer NRAO - ALMA North American Project Office 2496 Old Ivy Road, Suite 226 Charlottesville, VA 22903 434.296.0296 (phone) 434.296.0255 (fax) jbauer at nrao.edu (E-mail) -------------- next part -------------- An HTML attachment was scrubbed... URL: From jbauer at nrao.edu Mon Sep 20 09:19:21 2004 From: jbauer at nrao.edu (Janet Bauer) Date: Mon, 20 Sep 2004 09:19:21 -0400 Subject: [Alma_na] Forward from Dr. Lo, please read Message-ID: Dear John, As a matter of ALMA project management process, such decisions should at the least be coordinated by the Project Managers if not decided by the Project Managers. The correlator IPT has been functioning very well, but there has to be much better project-wide coordination, especially within the NA team. I would like to establish this practice even before the new NA ALMA Project manager is in place. Cheers, KYL ---------- Forwarded message ---------- Date: Wed, 15 Sep 2004 14:36:17 -0400 From: Fred Lo To: Fred K. Lo Subject: FYI - from Webber - [Fwd: [Almaipt] Tunable Filter Bank PDR] -------- Original Message -------- Subject: [Almaipt] Tunable Filter Bank PDR Date: Wed, 15 Sep 2004 13:21:36 -0400 From: John Webber To: almaipt at cv.nrao.edu The Correlator IPT will hold a PDR for the Tunable Filter Bank card on 18-19 October 2004 in Bordeaux. The meeting will continue on October 20 as a working session concerning primarily software. The proposed attendance so far is as follows: Webber Escoffier Broadwell Pisano Amestica Baudry Comoretto Quertier Cais Gunst Other IPTs wishing to send representatives to this meeting should send e-mail to Webber and Baudry. John Webber _______________________________________________ Almaipt mailing list Almaipt at listmgr.cv.nrao.edu http://listmgr.cv.nrao.edu/mailman/listinfo/almaipt Janet Bauer NRAO - ALMA North American Project Office 2496 Old Ivy Road, Suite 226 Charlottesville, VA 22903 434.296.0296 (phone) 434.296.0255 (fax) jbauer at nrao.edu (E-mail) -------------- next part -------------- An HTML attachment was scrubbed... URL: From jbauer at nrao.edu Mon Sep 20 16:13:01 2004 From: jbauer at nrao.edu (Janet Bauer) Date: Mon, 20 Sep 2004 16:13:01 -0400 Subject: [Alma_na] NA DH Videoconference Prep for ALMA IPT Meeting Message-ID: Everyone, There will be an ALMA NA DH Videoconference on Friday. 24th September beginning at 11:00 am ET, 15:00 UTC. Rooms are noted below. Please note that offices other than those listed will need to teleconference in to number 434.296.7082. Sep 24 11 a.m. ET 15:00 UTC ALMA IPT Review Calendar: multiple cals Audio/Video/Both/Local: Video Video hub: CV-conf Details: CV311/GB241/SOC317/N505 Meeting Organizer Janet Bauer/Lo Please let me know if you cannot attend, Thanks, Janet Janet Bauer NRAO - ALMA North American Project Office 2496 Old Ivy Road, Suite 226 Charlottesville, VA 22903 434.296.0296 (phone) 434.296.0255 (fax) jbauer at nrao.edu (E-mail) -------------- next part -------------- An HTML attachment was scrubbed... URL: From jbauer at nrao.edu Thu Sep 23 18:05:38 2004 From: jbauer at nrao.edu (Janet Bauer) Date: Thu, 23 Sep 2004 18:05:38 -0400 Subject: [Alma_na] Minutes from Monday'sVideocon, Reminder for Tomorrow's Videoconference Message-ID: Sep 24 11 a.m. ET 15:00 UTC ALMA IPT Review Calendar: multiple cals Audio/Video/Both/Local: Video Video hub: CV-conf Details: CV311/GB241/SOC317/N505 Meeting Organizer Janet Bauer/Lo Janet Bauer NRAO - ALMA North American Project Office 2496 Old Ivy Road, Suite 226 Charlottesville, VA 22903 434.296.0296 (phone) 434.296.0255 (fax) jbauer at nrao.edu (E-mail) -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: Meeting Minutes 20th September.doc Type: application/msword Size: 66048 bytes Desc: Meeting Minutes 20th September.doc URL: From jbauer at nrao.edu Fri Sep 24 16:43:08 2004 From: jbauer at nrao.edu (Janet Bauer) Date: Fri, 24 Sep 2004 16:43:08 -0400 Subject: [Alma_na] Email from Dr. Lo - Please Read Message-ID: Dear colleagues, I would like to clarify the process for the revision of NA ALMA task scope, budget, schedule etc that we will have to go through. All such changes will have to be reviewed and approved by the NA ALMA Project Manager, but the process of arriving at these changes may need to involve discussions with the key personnel in the Project Office including Marc Rafal, David Hubbard and Bill Porter on the relevant issues. Clearly, I should not be the bottle-neck. Thanks for your cooperation. Cheers, KYL Fred K. Y. Lo ________________________________________________________________________ _____ Director and Senior Scientist National Radio Astronomy Observatory 520 Edgemont Road Charlottesville Phone: 434 296 0221 VA 22903 Fax: 434 296 0385 U. S. A. Web: www.nrao.edu -------------- next part -------------- An HTML attachment was scrubbed... URL: