[Pansophy] AFR Template

Tue Apr 29 18:05:02 EDT 2025

Allen,

I provided comments earlier in this email thread already. I defer to the document owner, John, or Valerie as Documents Management for further questions.

I’m on vacation and will return Tuesday.

-Ashley
________________________________
From: John Buttles <buttles at jlab.org>
Sent: Tuesday, April 29, 2025 5:19:31 PM
To: Allen Samuels <samuels at jlab.org>; Ashley Mitchell <ashleya at jlab.org>
Cc: pansophy <pansophy at jlab.org>
Subject: RE: AFR Template

Allen,

I’m completely unaware of what I can do to help on this – please let me know what’s up and how I can help.

John

From: Allen Samuels <samuels at jlab.org>
Sent: Tuesday, April 29, 2025 4:41 PM
To: Ashley Mitchell <ashleya at jlab.org>; Allen Samuels <samuels at jlab.org>
Cc: pansophy <pansophy at jlab.org>; John Buttles <buttles at jlab.org>
Subject: Re: AFR Template

Ashley and John,

Have you had a chance to look at this? It's been about a week, and I can't find any responses since then.

Allen

________________________________

From: Pansophy <pansophy-bounces at jlab.org<mailto:pansophy-bounces at jlab.org>> on behalf of Allen Samuels via Pansophy <pansophy at jlab.org<mailto:pansophy at jlab.org>>
Sent: Wednesday, April 23, 2025 5:03 PM
To: Ashley Mitchell <ashleya at jlab.org<mailto:ashleya at jlab.org>>
Cc: pansophy <pansophy at jlab.org<mailto:pansophy at jlab.org>>; John Buttles <buttles at jlab.org<mailto:buttles at jlab.org>>
Subject: Re: [Pansophy] AFR Template

Ashley and John,

How's this? Not sure on the actual form approval names, but otherwise I think I have it down. Ignore the highlighted date areas, those are for me when I upload to DocuShare so I don't forget to update them.

Allen

________________________________

From: Ashley Mitchell <ashleya at jlab.org<mailto:ashleya at jlab.org>>
Sent: Wednesday, April 23, 2025 4:47 PM
To: Allen Samuels <samuels at jlab.org<mailto:samuels at jlab.org>>
Cc: pansophy <pansophy at jlab.org<mailto:pansophy at jlab.org>>; John Buttles <buttles at jlab.org<mailto:buttles at jlab.org>>
Subject: Re: AFR Template

Yes but he needs to make some changes too, can you convert to what the PDF is and then send it back to him to edit?

-Ashley

________________________________

From: Allen Samuels <samuels at jlab.org<mailto:samuels at jlab.org>>
Sent: Wednesday, April 23, 2025 4:46:30 PM
To: Ashley Mitchell <ashleya at jlab.org<mailto:ashleya at jlab.org>>
Cc: pansophy <pansophy at jlab.org<mailto:pansophy at jlab.org>>; John Buttles <buttles at jlab.org<mailto:buttles at jlab.org>>
Subject: Re: AFR Template

Ok so your instructions are still alright, but Adam's HE AFR needs to stop routing, be converted to what the PDF is, and then rerouted.

Allen

________________________________

From: Ashley Mitchell <ashleya at jlab.org<mailto:ashleya at jlab.org>>
Sent: Wednesday, April 23, 2025 4:44 PM
To: Allen Samuels <samuels at jlab.org<mailto:samuels at jlab.org>>
Cc: pansophy <pansophy at jlab.org<mailto:pansophy at jlab.org>>; John Buttles <buttles at jlab.org<mailto:buttles at jlab.org>>
Subject: Re: AFR Template

Allen,

No.

For Adam's doc: convert the PDF to word and use that R1 to route the doc for approval (after Adam makes changes to the dates in my rejection).  This way we're using the right/approved  template to route the document and it will be on the correct revision at the time of routing.

For AFR Template R2: combine elements of each doc into R2.

use:

      From the PDF Version:

·         the Instructions at the top

·         text and table in the PDF under section 2.

      From the Word Doc

·         Approvers (Project Coordinator, QE, and SRF Dept Head)

The PDF isn't on the right word template, it's missing the uncontrolled stamp.

I think we started adding a header to the last page form instructions too? (Valerie confirm?)

OR convert the PDF to word and upload that word doc for use as R1 and let it be for another year until it has to be reviewed.  An admin edit could be made to put it on the right word template (with the uncontrolled footer)

- Ashley

________________________________

From: Allen Samuels <samuels at jlab.org<mailto:samuels at jlab.org>>
Sent: Wednesday, April 23, 2025 4:15 PM
To: Ashley Mitchell <ashleya at jlab.org<mailto:ashleya at jlab.org>>
Cc: pansophy <pansophy at jlab.org<mailto:pansophy at jlab.org>>; John Buttles <buttles at jlab.org<mailto:buttles at jlab.org>>
Subject: Re: AFR Template

Ashley,

So to be clear, rather than pulling from both the PDF and word doc, I need to just convert the PDF into an R2 and put out for approvals. Do I understand correctly?

Allen

________________________________

From: Ashley Mitchell <ashleya at jlab.org<mailto:ashleya at jlab.org>>
Sent: Wednesday, April 23, 2025 3:57 PM
To: Allen Samuels <samuels at jlab.org<mailto:samuels at jlab.org>>
Cc: pansophy <pansophy at jlab.org<mailto:pansophy at jlab.org>>; John Buttles <buttles at jlab.org<mailto:buttles at jlab.org>>
Subject: Re: AFR Template

Hi,

Sorry to do this, after thinking on it, the AFR should be on the approved template so it should match the PDF version with signatures.  We already had an audit finding for using the wrong template, so we should use the right one.  I'm rejecting the AFR anyway because the dates are wrong, so I'll also add to move to the PDF version of the template.

Sorry for going back on what I said earlier.

- Ashley

________________________________

From: Allen Samuels <samuels at jlab.org<mailto:samuels at jlab.org>>
Sent: Wednesday, April 23, 2025 2:37 PM
To: Ashley Mitchell <ashleya at jlab.org<mailto:ashleya at jlab.org>>
Cc: pansophy <pansophy at jlab.org<mailto:pansophy at jlab.org>>; John Buttles <buttles at jlab.org<mailto:buttles at jlab.org>>
Subject: Re: AFR Template

Thanks, Ashley. I will go ahead and send out Adam's AFR. I'll also create a preliminary R2 with your recommended changes when I have a moment today, incase John comes back with no objections.

John, let me know if there's any deviations from what Ashley recommended that you want. I'll drop it in the in progress folder for you to review when I'm done. If everything looks good, throw it in the QMS Ready for Approvals folder<https://jlabdoc.jlab.org/docushare/dsweb/View/Collection-57464> and I'll go from there.

Allen

________________________________

From: Ashley Mitchell <ashleya at jlab.org<mailto:ashleya at jlab.org>>
Sent: Wednesday, April 23, 2025 2:10 PM
To: Allen Samuels <samuels at jlab.org<mailto:samuels at jlab.org>>
Cc: pansophy <pansophy at jlab.org<mailto:pansophy at jlab.org>>; John Buttles <buttles at jlab.org<mailto:buttles at jlab.org>>
Subject: Re: AFR Template

Allen,

Great catch!

Please go ahead and route Adam's AFR for L2HE J-27.

I tried to find the word version in Tiffany's files, but this seems to be Ed's, I can't find it.

John Buttles now owns this document as part of his process, but here's my suggestion and he can reply if he doesn't agree:

Lets make a R2 of the AFR template and use:

      PDF Version:

·         the Instructions at the top

·         text and table in the PDF under section 2.

      Word Doc

·         Approvers (Project Coordinator, QE, and SRF Dept Head)

      The PDF isn't on the right word template, it's missing the uncontrolled stamp.

I think we started adding a header to the last page form instructions too? (Valerie?)

Thanks Allen!

- Ashley

________________________________

From: Allen Samuels <samuels at jlab.org<mailto:samuels at jlab.org>>
Sent: Wednesday, April 23, 2025 1:10 PM
To: Ashley Mitchell <ashleya at jlab.org<mailto:ashleya at jlab.org>>
Cc: pansophy <pansophy at jlab.org<mailto:pansophy at jlab.org>>
Subject: AFR Template

Ashley,

I was reviewing an L2HE AFR when I noticed that there's discrepancies between the two documents in the SRF-11-FM-004 Authorization for Release Form<https://jlabdoc.jlab.org/docushare/dsweb/View/Collection-57457> folder. The form instructions are different, the text underneath section 2 is different, the footer is different, and the approvals area has a different number of approvals. It seems that when the documents were uploaded back in 2023, different versions got uploaded for the word doc and the pdf. Do you remember which of these is the correct version? If we can figure that out, we can create an R2 that overwrites both of them and gives us a single version.

Also regarding the L2HE AFR, since Adam used the template version that is identical to the word doc version, I will go ahead and route it if you have no objection. Despite the discrepancy, he did use the version in the TravelerTemplate folder of M:Drive.

Allen
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