[Pansophy] AUP Procedure

[Allen Samuels]

Ashley,

Here's what I've found so far. I think this might have been a mistake on my part. AUPPS-PR-CLRNRM-RFD-ASSY-HHOM-R1 seems to be the older of the two travelers, and where the problems started. It was originally under a different ID and in an old template. I updated both the ID and template, sent it back to the author for review, and got the green light to route for approval. It got disapproved, sent out again, and then the trail goes cold. It did get approved according to DocuShare, but I'm not seeing the email that states that. I'll forward the emails I have on the traveler for added context.

As for AUPCAV-PR-CLNRM-RFD-ASSY-BC-R1, I'm guessing it is a modification of the HHOM for use in AUPCAV. The good news on its front is that it it seems to be a much simpler issue. The procedure was fully approved and has the approval screenshot at the bottom. Furthermore, I seem to have realized my mistake and renamed it within the document and within the approval, and then forgot to fix it with the document name. If you have no objection, I will fix the name in docushare. You can see what I'm talking about with the PDF here<https://jlabdoc.jlab.org/docushare/dsweb/Get/Document-283669/AUPCAV-PR-CLNRM-RFD-ASSY-BC-R1.pdf>.

That's where we stand. the RFD traveler seems the easiest fix, the HHOM might be more complicated. Your thoughts?

Also, we might need to send a reminder to the authors about actually reading and reviewing documents routed to them (this is something we should remind people of in general, not just AUP). People make mistakes, which is ok, but part of the approval process is having multiple pairs of eyes on a document to catch mistakes before they go live. If people hit approve without checking, we might as well not have the approval process at all.

Allen


________________________________
From: Pansophy <pansophy-bounces at mailman.jlab.org> on behalf of Ashley Mitchell via Pansophy <pansophy at mailman.jlab.org>
Sent: Friday, January 24, 2025 8:22 AM
To: pansophy at jlab.org <pansophy at jlab.org>
Subject: [Pansophy] AUP Procedure

Good Morning  Allen/Valerie,

(I didn't include anyone outside of Pansphy on this email intentionally, I can write something else once we discuss.)

I'm observing an AUP assembly and trying to locate procedures for the work.  They are using procedure AUPPS-PR-CLRNRM-RFD-ASSY-HHOM-R1 and I have a couple comments/questions.


  *
This naming does not match other acronyms (CLNRM vs CLRNRM)
     *
AUPCAV-PR-CLRNRM-RFD-ASSY-BC also has the same spelling error
  *
The approval dates don't match, the signatures are 2023, the effective date is 2024, which is correct (I think 2024 based on the pansophy upload date)?
  *
This is stored in the "In Pansophy" Folder, but no where else as an approved procedure and not as a PDF
     *
>From my document audit, this is only listed in the spreadsheet you sent me, not in the WCD Register, not in a project Docushare "Approved Procedure" folder.
  *
I attached my file I made by comparing the WCD Register, Pansophy, Docushare, and your list and standardized names so they could be compared across all AUP Projects.  Lines 84/86/87 seem like they should be CAV instead of RFD.
     *
It might make sense in my head but not to anyone else, let me know if you look at it and have questions.

[cid:82c3b464-04c1-4768-8f18-2885771fc7f0]


I'm working with Alex C on documents, he asked me to do this "audit" of documents, but maybe we need a meeting to align on how they should be written and which project the documents should go in, this one is for a cavity, so I think it should be in AUPCAV instead of AUPPS.

I'm also trying to get them to create a decoder for us on what we're calling a bare vs tanked cavity because dressed and jacketed also mean different things in this project and it is very confusing.


Would a teams meeting with the 3 of us help to talk out a plan of attack first with the AUP project?  It seems like they need more clear guidance on acronyms and naming?

Happy Friday,
Ashley Mitchell (She/Her/Hers)
Quality Engineer
SNS-PPU Project Coordinator/CAM
Cell: 757-434-2905
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