Thursday, 9 am MT, 11 am ET, 16 February 2017

Logistics

Agenda

• 17B
  • Proposal Review Status (Dana)
  • SRP Telecons (JJ, Dana)
  • PST Review Items (Rick, Dana)
  • PHT Requirements (Gustaaf, Barry, Mark C.)
  • Source Conflicts (Barry, Dana)
  • Director's Review (Dana)
• PST Sessions (Dana)
• Documentation (Dana)
• Helpdesk (Dana)
• External Tools Release (Dana, Bryan, Toney)
• AOB

Minutes

• 17B
  • Proposal Review Status. Several issues were discussed. Three additional reviewers have been added to the AGN and ETP SRPs. The chairs of these panels have recently assigned the proposals to be reviewed with at least four reviewers per proposal. One large VLA proposal in HIZ had only three reviewers. Since one of the conflicts was minor we have increased this to four. One additional reviewer from another panel will make this five. In the SFM SRP there was one reviewer conflicted on almost half of the proposals. We agreed it was too late to find another reviewer and will allow the chair to review only a subset of these with the caveat that there will be four reviewers per proposal.
  • SRP Telecons. JessicaUtley summarized the SRP telecon schedule. There were no overlaps. For AGN and ETP she added an extra hour. The NGA SRP only required one telecon given that they have fewer proposals to review. The EGS SRP could only be scheduled for one telecon but was given an extra hour; this should be okay since they also have fewer proposals to review. DanaBalser will work on the technical support schedule with MarkClaussen and converge with LewisBall on how best to discuss the various issues at the start of each telecon.
  • PST Review Items. RickLively will release the one item for 17B after the Individual reviews are done. MarkClaussen will submit a ticket (for 18A) to fix a bug in the calculation of the L-band data rates.
  • PHT Requirements. We agreed that no updates were required for the PHT in 17B.
  • Source Conflicts. BarryClark has generated the VLA/VLBA conflicts and will send to DanaBalser. GBT conflicts are done at the TAC stage.
  • Director's Review. We have set the date/time: 3 May 2017 at 10am-1pm EDT (8-11am MDT). DanaBalser will distribute this to those who do not regularly attend the meeting.
• PST Sessions. The plan is to release a test version near the end of the month (February), that includes the VLBA and GBT, for general testing. Most agreed that having this ready for 18A will be difficult. RafaelHiriart will visit both Charlottesville and Green Bank for discussions.
• Documentation. We discussed and agreed on text for the scientific justification page constraints and when calibrators should be included in source lists.
• Helpdesk. We agreed on the helpdesk procedures for the proposal departments (see below):
  1. If you see a ticket that you can answer and are available please assign it to yourself. If nobody takes the ticket the department manager will either take it or assign it to someone.
  2. Once you think you have answered the ticket to the best of your knowledge please mark the ticket as "Resolved". You might wait a day for a response from the user if they have not provided you any immediate feedback to your response. Such tickets will be marked as 'Closed' automatically by the helpdesk after a few weeks if there is no more activity in the ticket.
  3. If the ticket exposes issues that cannot be fixed on a short time scale (few days) please mark the ticket as "On Hold". For example, this requires a JIRA ticket to fix and we will end up doing this next semester. Please inform the user of our plans. The department manager will inspect these, communicate with the user if necessary, and close them out when appropriate.
• External Tools Release. We agreed to the following procedure. Before the Call for Proposals are released DanaBalser will have confirmed that the following external tools are also released: GBT Sensitivity Calculator (ToneyMinter), RCT (LorantSjouwerman), ECT (MarkClaussen), and GOST (LorantSjouwerman).
• AOB
  • BryanButler announced that AmyMioduszewski will be taking over for GustaafVanMoorsel starting with 18A and will be ramping up in the next few months.