Greg Bock, Kevin BurkettJuly 28, 2021

PPD Department Heads Meeting

Outline• General news• PPD performance on training, iTrack• Travel requests• Our Users (and affiliates)

– Heads up on renewing badges in new system and new rule– Improving user access requests

• CFM and who to call for building issues• COVID guidance and on-site work• “Particles” contributions

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PPD General Updates• Work on-site has increased, especially during the shutdown. We

should continue to ensure we have sufficient supervision. More discussion on COVID guidance later.

• Many people taking vacation. Keep it up. You’ve earned it.• Division headcount at the start of June was up ~9 FTEs vs. FY20. A few

PPD jobs currently open, mostly in Technical and Engineering areas. • Budget planning underway for FY22. PPD Finance and division office

leading the effort and coordinating between projects and PPD departments.

• Today was the 3rd All-hands coffee chat. Everyone is encouraged, but not required, to attend.

• We are in the middle of this year’s performance reviews. Self reviews should have already been completed and managers doing their reviews now. See Ilene’s talk for more details.

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Division performance on training, iTrack• Training

– PPD is still lagging behind on completed training– This is especially true for Harassment and Discrimination

Prevention. Completion by supervisors is even lower.– We need you to complete your own overdue training and

work with your groups to complete their training– Sign up for waiting list even if courses are fully booked

• iTrack– We are working to address iTrack items assigned to division

personnel from past reviews– Review and address any pending items you have– Work with division management on requests for input to

address pending items

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7/21/20215

Management Systems – Line Org Compliance Status– Jemila/MaryAs of 04 June 2021

From July meeting of Support Oversight Group

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iTrack Items – Open and Past Due – Jemila/MaryAs of 9 July 2021

From July meeting of Support Oversight Group

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Training – Holly From July meeting of Support Oversight Group

Travel requests• Timeline for TA approvals have been presented several times

• Admins are continuing to receive TAs late. They try to push them through and are held responsible for any issues that come up.

• Please follow the timelines above. We will start rejecting late TAs

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Badges• Reminder: Everyone must wear badges on-site now• Appointments are now required to pick up a new badge,

and can be scheduled through this link– https://www-esh.fnal.gov/pls/cert/event_calendar.pick_date?this_event_id=1467

• No more walk-ins• Please communicate this to your user community

• More information here: – https://news.fnal.gov/2021/07/badging-office-appointments/

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User Access• Users office has a growing backlog of pending user

requests• Many requests submitted with wrong information• Many users not completing on-boarding after approval

– No access until this has been completed– UO will start canceling requests not completed within 30 days

• Need your help to improve submitted requests– Recommend that every group has posted instructions for

users applying for access– POCs should check carefully and reject if info is wrong

(affiliation, on-site access)– Work with your users to ensure they complete on-boarding

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Contractor Access• Contractors coming on-site to work need to be badged• If only coming on-site to bid on a job, no badge needed, but

still must be pre-approved for access. • Need to provide:

– Visitor’s name and name of escort– Date of access and access location– Country of citizenship

• Send us this info several days in advance if possible. Late requests may not be approved by security in time for the scheduled visit

• Real ID required to be shown at gate or when obtaining badge

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CFM and who to call for building issues• Guidance from Rick…

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PPD On-site work and COVID:• No changes in guidance for on-site work• We remain in max telework and will likely continue this way

through the summer• Reminder for those working on-site:

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Contributions to “Particles”• Particles is a monthly newsletter

from the communications office, designed to “offer a one-stop source on the top cross-lab takeaways from our divisions, sections and programs that Fermilab employees should know”

• PPD gets a few short bullets, in addition to separate contributions from Mu2e and CMS upgrade projects

• Any significant accomplishments that would be of interest to the rest of the lab?

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1

Fermilab Particles

Welcome to Fermilab Particles, a new monthly update from Fermilab’s senior leadership covering key projects and initiatives and the ‘behind-the-scenes’ support critical to our success. We begin the series with a reflection on June activities.

On June 15, we celebrated our 54th year anniversary. We’ve come a long way since our earliest employees made way to their first offices on this day in 1967. Our loyal fans helped us salute on social, making this our top post of the month. On the work side, Fermilab inked three international agreements with National Institute for Nuclear Physics (INFN), Italy, supporting the SBN program, PIP-II and accelerator advancement. In South Dakota, the team landed a big milestone when TMI successfully completed the pilot bore hole for the required ventilation shaft for LBNF/DUNE, hitting their drill target within a mere 4 inches. On COVID, Fermilab updated its Work Safety Plan to enable fully vaccinated individuals to go maskless using the honor system–more on this within this issue. The lab remains in maximum telework status per DOE guidance while we continue to develop our Return to Work/Future of Work plans in preparation for the post-COVID environment. Finally, many employees at all levels celebrated Juneteenth by taking a personal day to demonstrate their ongoing commitment to achieving a more inclusive lab culture. And, we gazed across the often-soaked fields and snapped many more photos of those 19 new baby bison that joined the community this year. Enjoy this edition, and please let us know what you think of this newsletter. – Jacquie Bucher, Head of the Office of Communicaton

“Nothing is more important than your health and safety. Please talk to your supervisor about your training needs (ITNA). Many of our essential courses are centered around your well-being and that of those around you, whether you’re in the field or in an office. And make sure to complete all training identified on your training plan.”

–Amber Kenney Fermilab Chief Safety Officer

June 2021

Fermilab Particles Vol 1.1