From lserna at aoc.nrao.edu Wed Apr 27 08:49:09 2005 From: lserna at aoc.nrao.edu (Lew Serna) Date: Wed, 27 Apr 2005 06:49:09 -0600 Subject: [Escoordminutes] ES Div. Coordination Minutes.. April Message-ID: <426F8A45.8010401@aoc.nrao.edu> Minutes for the ES Division Coordination Meeting held on Tuesday, April 26, 2005, at 10 am, in the LL CB conference room. Attending were Melcolm Peralta, Lew Serna, Pat Lewis, Mark McKinnon, Guy Stanzione, Bob Broilo, James Sullivan, Jim Ruff, Tom Frost, Brent Avery, Gene Cole and Jon Thunborg. BUDGET Serna? Efforts to compensate for a flat budget and eliminate the need for involuntary layoffs have been successful. No budget numbers yet, but will arrive by next week. New budget numbers will be issued to Supervisors via the next monthly budget report VLBA Trips for 2005(targeted) ? The SC trip is complete; MK maintenance visit will occur in year 2006; The HN visit scheduled for FY 2005 may be canceled due to the expense of a long SC trip. The LA visit should occur in the latter two weeks of July. It is unclear how the LA visit for the different groups will occur. AZ Bearings. Parts from the bearings removed from antennas are needed for measuring and fitting of new parts and should be stored until they are scheduled to be shipped to Rotek for repair. There are 3 spare bearings on hand. One spare bearing should be maintained at all times. Antenna 14?s, & 16?s bearing will be shipped to Rotek for possible refurbishment, at the rate of one per year, when the budget permits. Antennas 18, 20 and 26 have bad bearings that will eventually need to be replaced. An estimated three weeks in the AAB are required before a bearing change can occur. Antenna 18 will enter the AAB on April 28 for EVLA outfitting and bearing change. Priority work on the antenna is given to the bearing change so it can occur on schedule (week of May 23). It may be possible to change the bearing sooner but no changes in plans will be made until we can be sure. A future date for a meeting to make this decision will be announced when necessary. Antenna 20 bearing replacement will be scheduled for later in the summer this year, possibly September. NEW PROJECTS: AZ bearing pocket mill- The AZ Bearing Pocket Mill is used to machine the antenna azimuth bearing pocket. At best the mill will currently achieve an accuracy of around .008 inches or .009 inches of tolerance. The spec calls for less than a .012 inch tolerance. The use of a different bearing on the mill would achieve a higher degree of accuracy for milling the pocket. This project is complete. The cut is much cleaner and we will test the mill on antenna 28 if it?s bearing pocket is out of spec or marginal. ACU Modification. A new ACU that replaces the ACU in its entirety is desirable. The new ACU would hopefully improve the position loop response, improve reliability and replace the obsolete components. A PLC (Programmable Logic Controller) based upgrade would cost around $3K per antenna. EVLA has funded the prototype and design work is in progress. No funding commitments are made for retrofitting. Control Building Stairways. After repeated unsuccessful attempts to stop the corrosion on the Control Building Stairways we are forced to replace the stairways with an improved design conforming to ADA. Estimated cost to do this for both stairways is $12K. A kick plate on the northwest staircase has fallen off due to corrosion and the stairway has been closed to the public. In order to open the stairway to the public, modification to the stairways, to conform to ADA (American Disabilities Act) standards will be necessary. Repairs to the damaged stairway are being made and estimated time of repair is 4-5 weeks. Remaining stairway repairs will be made at a later date. EVLA STATUS AAB ANTENNA POWER Source ?EVLA antenna loads have exceeded the Transformer circuit and wiring capacity. Work to increase the size of the Circuit breaker and associated wiring is in progress. Relocation of the transformer will be necessary to reduce cost and ease of installation. Correlator Room .. Floor has been removed. And the room is being prepared. Correlator power requirements will allow us to tap off of the existing 1200A buss at 480V and no additional transformer will be required. Carpenters are wrapping up miscellaneous work. RFI Chamber bid has been awarded to Universal Shielding. EVLA Antennas: Antenna 16 is being moved to E14 on the east arm. Antenna 18 will arrive in the AAB on April 28. Antenna 18 will receive a bearing change and a complete EVLA upgrade. SAFETY REPORT... James Sullivan Accident/Incidents Report: One (1) new accident to report this month. There have been a total of six (6) Accidents/Incidents reported this year. There have been three (3) accident/incidents attributed to the ES Division. The following is a breakdown by division: Electronics --3, ES -- 3, Monthly All Hands Safety Meeting: Last meeting was held on Feb-17-2005. There were a total of 27 employees in attendance. Defensive Driving was the topic. Next Monthly All Hands Safety Meeting: The next all hands safety meeting will be held on April 28, 2005 @ 3:30pm in the VLA Cafe. Aerial platform operator training will be the topic. All employees that use an aerial platform or manlift should attend this meeting. On May 19 the all hands safety meeting will be a split topic, for both work and home. The topic will be a Stroke presentation by Greg Hendley. Greg is an EMT-I and a stroke education trainer. Up coming training: Forklift refresher training is due for most employees on site. I will start setting up the training be group as was done in 2003, I was able to conduct the training in 2003 by group and was able to complete it within a short time frame. EPA: Employees still drop items off at the haz-waste area with out notifying the safety officer of what it is and where it came from. James needs this information so he can determine what should be done with the material. Supervisors need to inform employees that James must be notified when anything goes to the Haz-waste area. Notification can be via e-mail or a phone call. OTHER: On Line Requisition Training?The on line requisition system will go-live in Socorro on 5/16 which coincides with the Charlottesville and Green Bank. Key points regarding the go-live you should be aware of are: ? Users will not be allowed onto the production environment starting 5/16 until they have taken (and passed) Web Based Training or taken the assigned classroom training based upon their role (Power User Training or Approver Training). Please be aware that training manuals are also available and are an essential supplement to Web Based Training. They provided detailed step by step instructions for key processes. We are in the process of incorporating access to those manuals on the NRAO intranet. Until then, you may request copies of the manuals from your site coordinator. ? Realizing the busy schedule you have, we have incorporated a ?grace period? until July 15 to allow requisitioners to take the Web Based Training and transition onto the Web Based Procurement application. After July 15, paper requisitions should no longer be used. ? This grace period will smooth the transitions for individuals using the new application as well as allow the NRAO implementation team to handle the support from 05/15 ? 07/15. VLA Site On Line Requisition Training Coordinators are Selfa Lucero, Pat Lewis & Lewis Serna. Manuals can be issued by Selfa. HOLIDAY SCHEDULE; An informal poll shows that only 3 persons are interested in working 8 hr days during Holiday weeks at the VLA. All other persons prefer to work the 10/2v schedule and the 10/4v schedule. A proposal has been submitted to management for approval. In order to accommodate the new schedule, the buses arrive at the VLA at 6:30 a.m. and leave at 4:30 p.m. The scheduled hours of work for employees NOT working the new schedule will be from 8:30 a.m. ? 4:30 p.m. Since the bus would be supporting a 6:30 a.m. to 4:30 p.m. schedule, employees not scheduled to work this schedule will have to make arrangements for other transportation. Employees scheduled to arrive at the VLA at 8:30 a.m. will make arrangements to ride on the 7:30 a.m. shuttle. Shops responsible for responding to problems affecting data and groups that directly support these shops are required to maintain coverage on all normal scheduled workdays during the holiday week. In ES division, shops requiring complete coverage are: Electricians, HVAC, Servo, Antenna Mechanics, Auto Shop, Machine Shop, Division Head and Administration. If personnel from these shops work the 10 hr Holiday Schedule, they must coordinate their schedules so at least two employees are available during the normal work period wherever possible. Supervisors should not allow LWOP instead of vacation. 1. The10 hour/day work schedule for a single day holiday week is three 10 hour days and 2 hours of vacation for the week. 2. The10 hour/day work schedule for a double day holiday week is two 10 hour days and 4 hours vacation. 3. Employees not scheduled for the 10 hour work schedule will work 8 hour days, from 0830 to 1630. 3. An employee must choose which holiday schedule he prefers and must adhere to this schedule unless approved otherwise. Approval of work schedules is contingent upon the needs of the Observatory. ANNOUNCEMENTS: PEP?s May 1- Due date for employees to return the self appraisal forms to supervisors. June 1- Supervisor reviews completed performance appraisal forms with division head and receives approval. Supervisor begins scheduling and holding evaluation meetings with employees. June 30- Due date for all evaluation meetings to be concluded and appraisal forms signed by the employee. July 5? All of the original completed and signed appraisal forms must be forwarded to the appropriate HR office with a copy to employee. CHANGE IN AOC-VLA SHUTTLE SCHEDULE- Monday through Friday, AOC mid-morning shuttle would leave at 0930 instead of 0900. This shuttle will depart from VLA at noon (no change). Monday through Friday, AOC early morning shuttle would leave at 0730 (no change). This shuttle vehicle is available for mid-afternoon returns from VLA at 1430 (self-driven). Morning riders departing VLA at 1630 ride the bus back. Beginning May 9, the 1430 shuttle vehicle is unavailable as it is needed to provide transportation for Prescilla, Monday-Thursday, who works until 1830 those days. This schedule ends on August 11, and the vehicle will then be available for the 1430 shuttle. Skip would like to implement these schedule changes to encourage riders from Electronics & other divisions to pool rides using the shuttle schedule and provide them a way back during mid afternoon. Occasionally, when Clifford does not drive the shuttle, and the van does not make it out to the VLA because no one will volunteer to drive it, we invoke the 0730 shuttle vehicle to return passengers to Magdalena & Socorro. This makes it unavailable for a 1430 VLA to AOC shuttle. SERVICE AWARDS: CONGRATULATIONS! 2005 NRAONM Service awards; - 10-Year Recipients - Thomas Briscoe, Bryan Butler, Garry Morris, Richard Murillo, Betty Ragan, Kevin Ryan, Stephan Witz - 20-Year Recipients - Kelly Gatlin, Stella Gutierrez, Theresa McBride, Robert Peralta, Robert Smith, Mack Stephenson - 30-Year Recipients - Skip Lagoyda, Patrick Lewis - 40-Year Recipients - Barry Clark