[Pansophy] AUPCAV Documents - drawings and revisions are needed
Allen Samuels
samuels at jlab.org
Wed Aug 27 11:27:28 EDT 2025
Alex,
That is correct. I would like to get something written from Kirk I can screenshot along with the other approvals and the letter delegating signature authority. I have the other two, I just need the screenshot of Kirk approving. I'll work with him to get it.
Allen
________________________________
From: Alex Castilla Loeza <acastill at jlab.org>
Sent: Wednesday, August 27, 2025 10:12 AM
To: Allen Samuels <samuels at jlab.org>; Valerie Bookwalter <bookwalt at jlab.org>
Cc: Naeem Huque <huque at jlab.org>; pansophy <pansophy at jlab.org>; Tony Reilly <areilly at jlab.org>; Peter Owen <powen at jlab.org>; Alex Wildeson <wildeson at jlab.org>; Ashley Mitchell <ashleya at jlab.org>; John Buttles <buttles at jlab.org>; Kirk Davis <kdavis at jlab.org>; Danny Forehand <forehand at jlab.org>; John Fischer <fischer at jlab.org>
Subject: Re: AUPCAV Documents - drawings and revisions are needed
Morning Allen,
Terrific! Thank you for your prompt response. Those are the documents I also have on my list. Having Tony agreed for Kirk to sign on Justin's behalf during his leave, do I understand correctly, and Item #3 is also only missing Kirk's signature?
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: Allen Samuels <samuels at jlab.org>
Sent: Wednesday, August 27, 2025 9:51 AM
To: Valerie Bookwalter <bookwalt at jlab.org>; Alex Castilla Loeza <acastill at jlab.org>
Cc: Naeem Huque <huque at jlab.org>; pansophy <pansophy at jlab.org>; Tony Reilly <areilly at jlab.org>; Peter Owen <powen at jlab.org>; Alex Wildeson <wildeson at jlab.org>; Ashley Mitchell <ashleya at jlab.org>; John Buttles <buttles at jlab.org>; Kirk Davis <kdavis at jlab.org>; Danny Forehand <forehand at jlab.org>; John Fischer <fischer at jlab.org>
Subject: Re: AUPCAV Documents - drawings and revisions are needed
Alex,
Below is a list of the AUP documents currently out for approvals and who they're waiting on. There are currently no documents in either ready for approvals folders, so any that are not listed are either not yet submitted to us yet, or are already approved.
Allen
Item #
Traveler / Procedure / Register
Required Approval
Item #1
AUPCAV-PEP-R2
A. Reilly
Item #2
AUPCAV-VTA-CAV-PREP-DRSDC-R1
K. Davis
Item #3
AUPCAV-PR-VTA-CAV-VTRF-R2
J. Kent
Item #4
AUPCAV-PR-CLNRM-CAV-ASSY-DRSDC-R2
D. Forehand, K. Davis
Item #5
AUPCAV-VTA-CAV-VTRF-R2
K. Davis
Item #6
AUPCAV-VTA-CAV-VTRF-DRSDC-R1
K. Davis
Item #7
AUPPS-PR-CMA-PRESS-HHOM-R1
J. Fischer
Item #8
AUPPS-PEP-R2
A. Reilly
________________________________
From: Pansophy <pansophy-bounces at jlab.org> on behalf of Alex Castilla Loeza via Pansophy <pansophy at jlab.org>
Sent: Wednesday, August 27, 2025 9:36 AM
To: Valerie Bookwalter <bookwalt at jlab.org>
Cc: Naeem Huque <huque at jlab.org>; pansophy <pansophy at jlab.org>; Tony Reilly <areilly at jlab.org>; Peter Owen <powen at jlab.org>; Alex Wildeson <wildeson at jlab.org>; Ashley Mitchell <ashleya at jlab.org>; John Buttles <buttles at jlab.org>
Subject: Re: [Pansophy] AUPCAV Documents - drawings and revisions are needed
Good morning Valerie,
I hope you’re doing well. I just wanted to check on the AUP documents, the ones I have access to seem to be fully approved now. We are already under some pressure from the project, but trying to do our best, of course the release of these documents would really help us avoid higher impact on downstream activities.
I truly appreciate the effort the Pansophy team have been putting into this project, and I know it hasn’t been easy with everything on your many plates. If there’s anything I can do from our side to help move the release along, please let me know.
Thanks again for your support,
_________________________
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: Valerie Bookwalter <bookwalt at jlab.org>
Sent: Tuesday, August 19, 2025 3:06 PM
To: Alex Castilla Loeza <acastill at jlab.org>
Cc: Naeem Huque <huque at jlab.org>; pansophy <pansophy at jlab.org>; Tony Reilly <areilly at jlab.org>; Peter Owen <powen at jlab.org>; Alex Wildeson <wildeson at jlab.org>; Ashley Mitchell <ashleya at jlab.org>; John Buttles <buttles at jlab.org>
Subject: Re: AUPCAV Documents - drawings and revisions are needed
Thank you Alex!
I will tell Allen to get the documents out as soon as we can.
Do you have a schedule of these "critical paths" you are referring to?
We have several other projects also requesting priority.
Thank you for any information you can provide.
Valerie Bookwalter
Jefferson Lab, Accelerator Dept.
SRFOPS Software Systems Group
bookwalt at jlab.org<mailto:bookwalt at jlab.org>
757-269-5802
________________________________
From: Alex Castilla Loeza <acastill at jlab.org>
Sent: Tuesday, August 19, 2025 2:34 PM
To: Valerie Bookwalter <bookwalt at jlab.org>
Cc: Naeem Huque <huque at jlab.org>; pansophy <pansophy at jlab.org>; Tony Reilly <areilly at jlab.org>; Peter Owen <powen at jlab.org>; Alex Wildeson <wildeson at jlab.org>; Ashley Mitchell <ashleya at jlab.org>
Subject: Re: AUPCAV Documents - drawings and revisions are needed
Hi Valerie,
Thank you for your patience, and apologies if the back-and-forth hasn’t been very smooth. We truly appreciate the Pansophy team’s efforts and support in helping us move these documents forward.
Just to clarify, the figures included in the procedure are only sketches to illustrate the steps, so they aren’t meant to be treated as numbered drawings. There is only one actual drawing that requires referencing, and that reference has now been added. With this in place, I believe the documents are ready for release.
Since these are now on the project’s critical path, and delays could impact our international collaborator's schedule as well. Any assistance in getting them finalized and released would be greatly appreciated.
Thank you very much for your help,
_________________________
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: Valerie Bookwalter <bookwalt at jlab.org>
Sent: Tuesday, August 19, 2025 1:22 PM
To: Naeem Huque <huque at jlab.org>
Cc: pansophy <pansophy at jlab.org>; Tony Reilly <areilly at jlab.org>; Peter Owen <powen at jlab.org>; Alex Wildeson <wildeson at jlab.org>; Alex Castilla Loeza <acastill at jlab.org>; Ashley Mitchell <ashleya at jlab.org>
Subject: Re: AUPCAV Documents - drawings and revisions are needed
Naeem,
Please reword your demands.
Valerie
________________________________
From: Naeem Huque <huque at jlab.org>
Sent: Tuesday, August 19, 2025 1:15 PM
To: Valerie Bookwalter <bookwalt at jlab.org>
Cc: pansophy <pansophy at jlab.org>; Tony Reilly <areilly at jlab.org>; Peter Owen <powen at jlab.org>; Alex Wildeson <wildeson at jlab.org>; Alex Castilla Loeza <acastill at jlab.org>; Ashley Mitchell <ashleya at jlab.org>
Subject: Re: AUPCAV Documents - drawings and revisions are needed
Hi Valerie,
The drawings are only used for illustrative purposes for this document. If the drawings were revised, there would be no need to update the procedure. As such, there is no need to reference the drawings/revisions. The only drawing that this does not apply to is already included as a reference.
As a reminder, this is a revision of a procedure which was previously approved, and the changes in the revision are not related to or affected by the screenshots. Please begin the routing process for the revision.
Thanks,
Naeem
________________________________
From: Valerie Bookwalter <bookwalt at jlab.org>
Sent: Monday, August 18, 2025 7:11 PM
To: Naeem Huque <huque at jlab.org>
Cc: pansophy <pansophy at jlab.org>; Tony Reilly <areilly at jlab.org>; Peter Owen <powen at jlab.org>; Alex Wildeson <wildeson at jlab.org>; Alex Castilla Loeza <acastill at jlab.org>; Ashley Mitchell <ashleya at jlab.org>
Subject: Re: AUPCAV Documents - drawings and revisions are needed
Are other drawing being used as references in the travelers/procedures, then they need to be listed in the references section. Thank You
Valerie
________________________________
From: Naeem Huque <huque at jlab.org>
Sent: Monday, August 18, 2025 6:59 PM
To: Valerie Bookwalter <bookwalt at jlab.org>
Cc: pansophy <pansophy at jlab.org>; Tony Reilly <areilly at jlab.org>; Peter Owen <powen at jlab.org>; Alex Wildeson <wildeson at jlab.org>; Alex Castilla Loeza <acastill at jlab.org>; Ashley Mitchell <ashleya at jlab.org>
Subject: Re: AUPCAV Documents - drawings and revisions are needed
Hi Valerie,
As I said, the relevant drawings are already linked as references. No more are needed
Thanks,
Naeem
Sent from my T-Mobile 5G Device
Get Outlook for Android<https://aka.ms/AAb9ysg>
________________________________
From: Valerie Bookwalter <bookwalt at jlab.org>
Sent: Monday, August 18, 2025 6:55:01 PM
To: Naeem Huque <huque at jlab.org>
Cc: pansophy <pansophy at jlab.org>; Tony Reilly <areilly at jlab.org>; Peter Owen <powen at jlab.org>; Alex Wildeson <wildeson at jlab.org>; Alex Castilla Loeza <acastill at jlab.org>; Ashley Mitchell <ashleya at jlab.org>
Subject: Re: AUPCAV Documents - drawings and revisions are needed
Naeem,
Please include drawings and their revision for our records.
Valerie Bookwalter
Jefferson Lab, Accelerator Dept.
SRFOPS Software Systems Group
bookwalt at jlab.org<mailto:bookwalt at jlab.org>
757-269-5802
________________________________
From: Pansophy <pansophy-bounces at jlab.org> on behalf of Naeem Huque via Pansophy <pansophy at jlab.org>
Sent: Monday, August 18, 2025 5:04 PM
To: Allen Samuels <samuels at jlab.org>
Cc: pansophy <pansophy at jlab.org>; Tony Reilly <areilly at jlab.org>; Peter Owen <powen at jlab.org>; Alex Wildeson <wildeson at jlab.org>; Alex Castilla Loeza <acastill at jlab.org>
Subject: Re: [Pansophy] AUPCAV Documents
Hi Allen,
The only drawing that is needed is already referenced. There are no others required.
Thanks,
Naeem
________________________________
From: Allen Samuels <samuels at jlab.org>
Sent: Monday, August 18, 2025 4:47 PM
To: Naeem Huque <huque at jlab.org>
Cc: pansophy <pansophy at jlab.org>; Tony Reilly <areilly at jlab.org>; Peter Owen <powen at jlab.org>; Alex Wildeson <wildeson at jlab.org>; Alex Castilla Loeza <acastill at jlab.org>
Subject: Re: AUPCAV Documents
Thank you Naeem, I will keep an eye out for their comments.
Regarding the screenshots as references, I was referring to several instances in the documents where screenshots were made of what appeared to be Jlab drawings. If those drawings are being referenced and are needed for the procedure, I believe they should be included in the references.
Allen
________________________________
From: Naeem Huque <huque at jlab.org>
Sent: Monday, August 18, 2025 4:44 PM
To: Allen Samuels <samuels at jlab.org>
Cc: pansophy <pansophy at jlab.org>; Tony Reilly <areilly at jlab.org>; Peter Owen <powen at jlab.org>; Alex Wildeson <wildeson at jlab.org>; Alex Castilla Loeza <acastill at jlab.org>
Subject: Re: AUPCAV Documents
Hi Allen,
Including screenshots as references is not a requirement and will not be done. Please do not hold up any of these for undocumented rules.
AUPCAV-PR-VTA-CAV-VTRF-R2
*
Use the approvals from the WCD
*
Peter will address the other points
AUPCAV-PR-CLNRM-CAV-ASSY-DRSDC-R2
*
Approval names not matching was a typo in the WCD from copy/pasting and has been fixed
*
Figures names have been fixed
*
Document has been uploaded again to the ready folder
AUPCAV-VTA-CAV-PREP-DRSDC-R1
*
Peter will comment if there are any documents that need to be referenced
*
If there isn't, and something is needed, then this can be added: Drawing<https://misportal.jlab.org/jlabDocs/documents/versions/214399/download>
No updates to the WCD are required, minor or major.
Thanks,
Naeem
________________________________
From: Allen Samuels <samuels at jlab.org>
Sent: Monday, August 18, 2025 2:43 PM
To: Naeem Huque <huque at jlab.org>; Peter Owen <powen at jlab.org>; Alex Wildeson <wildeson at jlab.org>
Cc: pansophy <pansophy at jlab.org>
Subject: AUPCAV Documents
Good afternoon, all,
I've reviewed the AUPCAV traveler and procedures put in ready for approvals, and have to send them back to you for review.
AUPCAV-PR-VTA-CAV-VTRF-R2
*
The procedure was in an old template and needed to be moved over to the latest one. I have done so for you. Please review my work to make sure everything flows well.
*
There was nothing in the original document to put into the SAFETY section. If it is not needed, it can be removed.
*
The approval names do not match the WCD.
*
The table and figure numbers do not match between the tables and figures and the references in the document. Please double check they line up correctly.
*
Please double check that the drawings from which the screenshots were made are listed in the references section.
AUPCAV-PR-CLNRM-CAV-ASSY-DRSDC-R2
*
The approval names do not match the WCD.
*
There's a bullet point in section 5.5.6, page 15, that I think doesn't mention torquing when it should. I've left a comment to help find the bullet in question.
*
The table and figure numbers do not match between the tables and figures and the references in the document. Please double check they line up correctly.
*
Please double check that the drawings from which the screenshots were made are listed in the references section.
AUPCAV-VTA-CAV-PREP-DRSDC-R1
*
There are no references listed and linked in the traveler, which is now required for travelers. Please include any reference material needed to complete the traveler.
I've attached the traveler and procedures to this email. Please review my edits, make any changes you deem necessary to solve the issues listed, and put into ready for approvals<https://jlabdoc.jlab.org/docushare/dsweb/View/Collection-57654> as new versions. As for the approval names not matching, there are three options as I see them.
1.
Make minor revisions to the WCD that only require the WCL to sign off. Because this crosses Work Centers, this option will require two minor edits.
2.
Make a major revision to the WCD that I send out to the full approval list
3.
Let me know to change the documents to match the WCD register.
Please let me know how you would like to proceed.
Thank you for your time,
Allen
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