RTN-064
JOR recommendations#
Review recommendations extracted from Jira.
2025-10-03 17:07
Issue key |
Rec# |
Summary |
Report date |
Due Date |
Implementation Status |
Description |
Response |
Implementation Status Description |
|---|---|---|---|---|---|---|---|---|
OO-III.1-1 |
Prepare a readiness document for the start of the 10-year LSST |
JOR_2024_04 |
2025-08-31 |
In Progress |
Prepare a readiness document for the start of the 10-year LSST. Work with Rubin management and the agencies to define the start of the LSST by system performance criteria rather than by date. [By 2025 JOR] |
Criteria to start the LSST are given in [https://rtn-093.lsst.io/|https://rtn-093.lsst.io/|smart-link] . The Construction close out review and Operations readiness review will provide a comprehensive basis for being ready to start the LSST by November. CCR2/ORR1 is July 2025 and CCR3/ORR2 is October 2025. |
||
OO-III.1-2 |
Re-examine the night-time, steady-state staffing level |
JOR_2024_04 |
2025-03-28 |
Manager Approved |
Re-examine the night-time, steady-state staffing level to ensure efficient, long-term operation and the ability to accommodate both planned and unplanned staff absences. [By 2025 JOR] |
We have added 3 Observing Specialists to the operation plan for the full survey length (10 years). We are also looking into continuing support from the support scientists inside the summit operation group, especially at the beginning of the survey during which debugging and optimization might be happening more often. |
The added resources have been reviewed by an internal committee. Though tight, the lead OS is confident we will be able to begin commissioning successfully. We will continue to evaluate the plan and adapt as we complete SV and go in to Operations and start the LSST. |
|
DM-III.2-3 |
Ensure that specific individuals are given the authority |
JOR_2024_04 |
2024-08-30 |
Manager Approved |
Ensure that specific individuals are given the authority to develop and implement Rubin-specific cybersecurity policy and plans, even during the construction and commissioning phases. Roles and responsibilities between AURA, NOIRLab, SLAC, and Rubin regarding cybersecurity must be clarified immediately, even on an interim basis.[As soon as possible] |
The topic of this recommendation is completely and comprehensively covered in the NSF-DOE Data Management Standards Review and associated recommendations. We will report on further progress through that review process. Initial people at SLAC and NOIRLab have been identified to jointly discuss and agree to roles and responsibilities for cyber and data security for all the data no matter where they exist in the Rubin system. This will be well in hand before LSSTCam data are acquired. |
||
DM-III.2-4 |
Ensure that Rubin performs a 24-hour end-to-end DM system test at full scale |
JOR_2024_04 |
2025-08-13 |
Manager Approved |
Ensure that Rubin performs a 24-hour end-to-end DM system test at full scale, including alert and data production across the US, France, and UK, before accepting handover from construction to operations in February 2025. |
Yes we shall carry out a > 24 hour end to end test from summit through prompt processing. |
This is a compound recommendation. The multi site processing is not needed until end of Year one so Dec 2026. We may demonstrate it in 2025. Handover to ops is now October 1, 2025. OR4 demonstrated alerts and full processing but on ComCam. OR5 and OR5.2 advanced readiness but exposed processing issues that need addressing by DM. The LHN is basically performing well with just a modest number of images that do not arrive on time at the USDF. |
|
SP-III.3-5 |
Develop and implement a plan for augmenting the current DP2 data release plan |
JOR_2024_04 |
2025-06-02 |
Manager Approved |
Develop and implement a plan for augmenting the current DP2 data release plan to include a set of LSST representative science observations [To be defined and approved before the end of DP1 commissioning observations]. |
Based on LSSTCam on-sky data, a plan will be developed to make DP2 representative of LSST science goals |
This now complete. The SV design is updated per ls.st/sitcomtn-005. |
|
SP-III.3-6 |
Continue developing and automating the evaluation toolkits |
JOR_2024_04 |
2025-06-02 |
Manager Approved |
Continue developing and automating the evaluation toolkits to incorporate automatic checking of performance indicators, to speed up evaluations and provide consistent feedback independent of the observers performing the assessments. [Complete before commencement of DP2 Survey operations] |
Performance evaluation tools are under constant development and testing on Rubin commissioning data |
Acknowledged. Performance evaluation tools are under constant development and have advanced appropriately since JOR24. |
|
SP-III.3-7 |
Update the Rubin Early Science Program Document RTN-011 |
JOR_2024_04 |
2025-06-02 |
Manager Approved |
Update the Rubin Early Science Program Document RTN-011 to reflect any changes to the scope of DP2. [To be completed before the end of DP1 commissioning observations]. |
RTN-011 is a living document that is regularly updated in response to program changes and scope |
Yes we acknowledge this. RTN-011 is a living document that is regularly updated in response to program changes and scope |
|
CS-III.4-8 |
Communicate to the department heads the importance of data accuracy |
JOR_2024_04 |
2024-07-31 |
Manager Approved |
Communicate to the department heads the importance of data accuracy at the lowest levels of the scheduling milestone database in Jira as the information feeds into the overall schedule milestones and is relied on for short and long term decisions and shared in formal published reports. The Director’s office must provide oversight by monitoring the uploads to Jira are in fact timely and accurate. [by July 2024] |
We will make this clear to the ADs. |
A communication has been sent to the ADs (Monday, 8am MST August 26, 2024). |
|
CS-III.4-9 |
Develop a consolidated financial report |
JOR_2024_04 |
2024-10-31 |
Manager Approved |
Develop a consolidated financial report showing plan versus actuals by WBS and managing organization by month. [by October 2024] |
This has been completed and is included in each joint NSF-DOE monthly report. Due to the time it takes for the month close to come through the year-to-date quarterly does lag but this review recommendation is fully implemented |
||
ESH-III.5-10 |
Ensure that a thorough review of Industrial Hygiene hazards is performed |
JOR_2024_04 |
2025-02-28 |
Manager Approved |
Ensure that a thorough review of Industrial Hygiene hazards is performed by conducting a thorough industrial hygiene site survey within one year. This assessment should evaluate potential workplace hazards including: Volatile organic compounds (VOC’s), Dust (total and respirable), Welding fumes, Carbon monoxide, Isocyanates, and Noise. |
The ACHS expert has already visited. Together with Mariela Silva, we are completing the documentation requested by the expert. To verify whether or not a PREXOR assessment is necessary, based on the amount of time staff are exposed to noise in the identified areas. A preliminary NOISE report is attached. Please note that this report refers to Rubin and Gemini. [^ID RUIDO_AURA_PACHON.pdf] |
||
ESH-III.5-11 |
Implement fall and confined space rescue plans |
JOR_2024_04 |
2025-03-31 |
Manager Approved |
Implement fall and confined space rescue plans as soon as possible. These plans should include retrieving a worker soon enough to minimize the effect on the worker and without endangering the lives of individuals conducting the rescue operation. These plans should include a review of rescue operation considerations, rescue equipment, and identification and training of fall and confined space rescue teams. |
The certification company has now completed the process of creating procedures and PowerPoint presentations on confined space access and rescue plans for confined spaces. The delivery date for these courses has been set for the last week of October: 27, 28, 29 and 30 October.[^ESPACIOS CONFINADOS 2025 (ed651235-4631-4903-840b-f5fbfaca72db).pptx] [^RESCATE EN ESPACIOS CONFINADOS 2025.pptx] |
||
M-III.6-12 |
Define a draft set of threshold criteria |
JOR_2024_04 |
2024-10-31 |
Manager Approved |
Define a draft set of threshold criteria that must be in place to start the survey (Oct 2024). This is the first stage in completing recommendation #1 from SC-1. |
We will provide a draft list of criteria to guide starting LSST in full operations. |
This was completed. See ls.st/rtn-093 |
|
M-III.6-13 |
Complete an assessment of the Rubin staff concerns |
JOR_2024_04 |
2024-08-31 |
Manager Approved |
Complete an assessment of the concerns of the Rubin staff regarding the move to operations and the revise risk register as appropriate (August 2024). |
Transition to operations is what we are most concentrating on continuously. Rather than assess concerns with the transfer to NOIRLab in a general way, we are talking to ADs, teams, and individuals about their roles in Operations. The Director and RSO AD have visited Chile specifically to engage with staff. In August we spoke with 3 teams, the site manager, engineers, and other staff. We debriefed the Project Manager and will continue this approach through the transition period. Transition is a primary topic of the October 2024 NMOC meeting in Chile for Rubin. The Director and AD are engaging with NOIRLab leadership and ES leadership directly on transition issues. In October, the Director initiated team-by-team communications about the transition. More communications will occur throughout FY25. It is not useful to put this in the risk register at this point. We are actively working on staff concerns. |
||
Complete and Validate Integration of Nightly Observing Quality Assessment Tools |
CCR2_ORR1_2025 |
To Do |
NSF and DOE: Complete and validate the integration of the nightly observing quality assessment tools. |
|||||
Update Scheduler to Final LSST Survey Configuration and Resolve SV Survey Faults |
CCR2_ORR1_2025 |
2026-12-31 |
To Do |
Update the scheduler to final configuration of LSST survey based upon survey optimization and potential changes in exposure cadence. Resolve any scheduler faults that may have occurred during the SV survey. Complete before the end of CY 26. |
||||
Convene Data Release Board to Review Potential Revisions to DP2 and DR1 Schedules |
CCR2_ORR1_2025 |
2025-09-22 |
To Do |
Convene the Data Release Board before the beginning of shutdown in September 2025 to decide whether there should be revisions to the DP2 and DR1 schedules. |
In progress (see charge in RTN-052) |
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Enhance Active Optics Performance by Increasing Team Staffing and Allocating Regular Engineering Nights for Tuning & Calibration |
CCR2_ORR1_2025 |
To Do |
Increase the staffing for the team, improving active optics performance (including, if possible, a controls engineer) in time to maintain current staffing levels. Consider allocating dedicated engineering nights regularly for Active Optics tuning and calibration work. |
We are reallocated some of the staff to AOS in particular and we are planning to prioritize Image Quality improvement tests until the Rubin Obs project agrees the performance is useful for survey data taking. |
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Update Telescope & Site Risk Registry with Detailed Items and Separate Mitigations for Ops Transition |
CCR2_ORR1_2025 |
2025-12-31 |
To Do |
Update the Telescope & Site risk registry by Dec. 2025 to include details for the current risk items and prepare the registry for transition to Operations. The Telescope & Site risk registry is generally good but lacks details specific to the most likely and concerning risk items related to completion of the dome tasks, and it groups together risk items with different mitigation plans that should be tracked separately |
We need to update the risk register |
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Finalize Image Quality Optimization with AO Controls Expert |
CCR2_ORR1_2025 |
2026-12-31 |
To Do |
NSF responsibilities: Before the end of CY 26, complete the optimisation of the image quality with the help of an external expert in AO controls (e.g., Marcos Van Dam). |
We have asked Luke Johnson from NSO to review some of our issues. We are also planning to seek help from other AO experts |
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Finalize Outstanding Science Requirements Validations |
CCR2_ORR1_2025 |
2026-12-31 |
To Do |
NSF and DOE: Complete the outstanding Science Requirements Validations before the end of CY 26. |
It will be addressed once more data are collected and analyzed. |
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Prioritize and Complete ARC Flash Study with Electrical Panel Labeling |
CCR2_ORR1_2025 |
2025-10-11 |
To Do |
ARC Flash study, including labeling of all electrical panels needs be high priority and completed [by CCR 3] |
An external company called Julnor carried out a preliminary audit, in which the areas and electrical equipment were assessed. It did not carry out a more detailed assessment, but it did provide a series of recommendations that must be complied with in order to comply with current regulations. |
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Develop a walk-up plan for the NSF FY26 funding scenario |
CCR2_ORR1_2025 |
2025-09-30 |
To Do |
Develop a walk-up plan for the NSF FY26 funding scenario by September 30, 2025. |
We are doing this as part of our ongoing budget planning. |
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Expand Risk Register to Include Project-to-Operations Risks at Granular Level |
CCR2_ORR1_2025 |
2025-10-21 |
To Do |
Expand the risk register to include risks that can flow down from the Project to the Operations, at a sufficiently granular and specific level (before CCR3/ORR2). (See comment above. These should be captured by the Risk Board) |
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Formalize Regular Meetings Between Operations PMs and Stakeholders (Including S3DF) to align on Rubin Requirements and Work Planning |
CCR2_ORR1_2025 |
2025-09-30 |
In Review |
Formalize regular meetings between Operations Program managers and all relevant stakeholders, including S3DF, to ensure proper communication of Rubin requirements and planning/execution of related work by the end of September 2025. |
We are doing this. A monthly series of one-on-one meetings between the Deputy Director at SLAC and the SCS Division Director and S3DF Manager was begun in August, and the first two meetings have been held. |
Two series of monthly meetings have been established between the Deputy Director at SLAC and two key stakeholders, the S3DF Manager and the DOE Program Officer. We will build on this with further series as the need is identified. |
Fri Oct 3 17:07:23 UTC 2025