[Pansophy] Rules for WCD signatory subs

[Ashley Mitchell]

Hi Valerie,

No it is not, but we’re trying to find a solution vs waiting 4 weeks for Justin to return (or 1 week for Peter in this case now).  The plan was to document this as a decision in the Pansophy Service request system (or however it makes sense for our records).

Should we wait until Peter returns to sign?

 I am open to other ideas if anyone else has any suggestions.



-Ashley
________________________________
From: Valerie Bookwalter <bookwalt at jlab.org>
Sent: Thursday, August 21, 2025 8:24:20 PM
To: Ashley Mitchell <ashleya at jlab.org>; Alex Castilla Loeza <acastill at jlab.org>; Kirk Davis <kdavis at jlab.org>
Cc: Tony Reilly <areilly at jlab.org>; pansophy <pansophy at jlab.org>; Naeem Huque <huque at jlab.org>
Subject: Re: Rules for WCD signatory subs

That is not in an approved procedure.

Sent from my Verizon, Samsung Galaxy smartphone
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________________________________
From: Pansophy <pansophy-bounces at jlab.org> on behalf of Ashley Mitchell via Pansophy <pansophy at jlab.org>
Sent: Thursday, August 21, 2025 8:06:19 PM
To: Alex Castilla Loeza <acastill at jlab.org>; Kirk Davis <kdavis at jlab.org>
Cc: Tony Reilly <areilly at jlab.org>; pansophy <pansophy at jlab.org>; Naeem Huque <huque at jlab.org>
Subject: Re: [Pansophy] Rules for WCD signatory subs

Hi Alex,

Thanks for the information. We can have Kirk sign instead. We some rules on who can sign that it would break by having Kirk sign based on the current approvals on the document  (I am on my phone but can provide the specific rules tomorrow, I believe reviewer 1 & 2 cannot be the same person and they would both be Kirk in this document).

We discussed this today and had an idea that if Kirk signed for Justin, that would be good enough to move forward with the document being approved and then when Justin returns, we will have him sign the document to satisfy our rules. This mimics the timesheet system the lab has in place where a supervisor can sign in an employee’s absence but the employee reviews and signs themselves when they return.

Does this seem like a satisfactory resolution to everyone? If you have an objections, please speak up asap otherwise, we will proceed with this plan.

-Ashley
________________________________
From: Alex Castilla Loeza <acastill at jlab.org>
Sent: Thursday, August 21, 2025 7:59:20 PM
To: Ashley Mitchell <ashleya at jlab.org>; Kirk Davis <kdavis at jlab.org>
Cc: Tony Reilly <areilly at jlab.org>; pansophy <pansophy at jlab.org>; Naeem Huque <huque at jlab.org>
Subject: Re: Rules for WCD signatory subs

Hi,

Yes that is correct! Peter is the owner of the document and Justin is just a signor. Alas! Peter is also off for a week so we are still left with the same conondrum and I also agree that a provision for supervisors to signs on behalf of an employee when not available sounds like a reasonable solution. Following the same logic as most of our other forms and documents in the lab.

So the original question remains: would Kirk be able to sign for Justin?

Thanks!

_________________________
Alejandro Castilla Loeza, PhD.
Accelerator Division, SRF S&T Dept.
Bldg. 58, room 2231-11
Tel. +1 (757) 269-6416

"The only thing necessary for the triumph of evil is that good people should do nothing." - C.F.A.
________________________________
From: Ashley Mitchell <ashleya at jlab.org>
Sent: Thursday, August 21, 2025 6:50 PM
To: Kirk Davis <kdavis at jlab.org>
Cc: Tony Reilly <areilly at jlab.org>; pansophy <pansophy at jlab.org>; Alex Castilla Loeza <acastill at jlab.org>; Naeem Huque <huque at jlab.org>
Subject: Re: Rules for WCD signatory subs

Hi,

I saw the WCD register and document this afternoon, I had meant to look sooner, but assumed Justin was the listed Document Owner.

Peter Owen is listed as the document owner in the current WCD Register and as the document owner on the header block. Justin is only in the signature block. I would suggest routing to Peter  instead as that matches the current WCD Register and doesn’t need any sort of exemption.

Please let me know if you have any problems with this, I may not be fully informed of all the details.

-Ashley
________________________________
From: Kirk Davis <kdavis at jlab.org>
Sent: Thursday, August 21, 2025 1:53:38 PM
To: Ashley Mitchell <ashleya at jlab.org>
Cc: Tony Reilly <areilly at jlab.org>; pansophy <pansophy at jlab.org>; Alex Castilla Loeza <acastill at jlab.org>; Naeem Huque <huque at jlab.org>
Subject: Re: Rules for WCD signatory subs

Half-days starting Monday, 9/15
Kirk

On Aug 21, 2025, at 1:32 PM, Ashley Mitchell <ashleya at jlab.org> wrote:


Hi,
I was going to submit the service request and had the same thought, I wanted to confirm from Kirk when he is returning so I could say until XX date.

Kirk - is Justin back on 9/15?

-Ashley
________________________________
From: Tony Reilly <areilly at jlab.org>
Sent: Thursday, August 21, 2025 11:13:01 AM
To: Ashley Mitchell <ashleya at jlab.org>; Kirk Davis <kdavis at jlab.org>; pansophy <pansophy at jlab.org>
Cc: Alex Castilla Loeza <acastill at jlab.org>; Naeem Huque <huque at jlab.org>
Subject: Re: Rules for WCD signatory subs

Hi Ashley and Kirk,

So that we don't pepper the P Team with a series of one-sees two-sees, and with the understanding that Justin is out for the next 4 weeks, can we get ahead of other document approvals or is this an isolated case?

Thanks,
Tony
________________________________
From: Ashley Mitchell <ashleya at jlab.org>
Sent: Thursday, August 21, 2025 10:42 AM
To: Kirk Davis <kdavis at jlab.org>; pansophy <pansophy at jlab.org>
Cc: Alex Castilla Loeza <acastill at jlab.org>; Naeem Huque <huque at jlab.org>; Tony Reilly <areilly at jlab.org>
Subject: Re: Rules for WCD signatory subs

Hi,

I don't believe this is written anywhere, but signature authority should default to the supervisor when an employee is out on leave or unavailable to sign in a reasonable time-frame.  Another option would be if he sent out a delegation of authority in his absence. I can't find one.  In this case, it would default to you, Kirk.  I have consulted with Tony on this and he is in agreement.

I've added Pansophy Team to this email so they can accommodate his absence with alternative document routing. I will also put this in a service request for our records.

Best,
- Ashley
________________________________
From: Kirk Davis <kdavis at jlab.org>
Sent: Wednesday, August 20, 2025 2:58 PM
To: Ashley Mitchell <ashleya at jlab.org>
Cc: Alex Castilla Loeza <acastill at jlab.org>; Naeem Huque <huque at jlab.org>
Subject: Rules for WCD signatory subs

Hi Ashley,
AUPCAV-PR-VTA-CAV-VTRF-R2.docx came to me today for approvals and I noticed that Justin (out for four weeks) is an approver.  What is required/allowed to get this document approved?
Thanks,

Kirk Davis
Cavity Processing Group Leader

Jefferson Lab
600 KELVIN DR STE 8
Newport News, VA 23606-4468

757-560-4232 mobile
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