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sciOp: Administrative Structure
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EUROPEAN SOUTHERN OBSERVATORY
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La Silla Observatory
SCIENCE OPERATION DEPARTMENT
Re-Engineering Project:
Management and Administrative Structures
LSO-PLA-ESO-90000-4/0.1
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| Prepared |
Olivier Hainaut |
2002- |
| Reviewed |
Rene Mendez |
2002- |
| Released |
Jorge Melnick |
2002- |
SciOp Internal Use Only
For Review
Revision History
0.1
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2002-05-09 first draft, ohainaut |
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1.- INTRODUCTION
1.1- PURPOSE and SCOPE
This document is the result of the meeting that took place on
Thu. 2002 May 09 at La Silla and Vitacura. Were present at that
meeting Christian Esparza Eduardo Matamoros, Emilio Barrios, Gaetano
Andreoni, George Hau, Jorge Santana, Jorge Vilaza, Juan Fluxa, Karla
Aubel, Manuel Pizarro, Mauricio Martinez, Monica Castillo, Olivier Hainaut,
Paul Le Saux, Rene Mendez and Ricardo Parra at La Silla, and Leonardo
Vanzi and Michael Sterzik in Vitacura.
This document discusses the administrative structure of the Science
Operation Department (SciOp) of La Silla, in the framework of the
restructuration of the 2p2, 3p6 and NTT Teams. This document will
eventually become part of the larger document describing SciOp as a
whole.
1.2- STYLISTIC CONVENTION
In this document, "he" and "his" refer to the position described. In
practice, these position can be occupied by people of any known or
unknown gender. So, this note replaces all the she/her.
1.4- DOCUMENTS AND REFERENCES
- 1. LSO-PLA-ESO-90000-1 SciOp Structure of Operation
- 2. LSO-SPE-ESO-00100-4 Team Leader and Head of Deptm: Job Descriptions
2.- MANAGEMENT STRUCTURE
2.1- INTRODUCTION and PRELIMINARY DISCUSSION
The current teams have a flat structure under the Team Leader. It is
not possible to keep a completely flat structure for the SciOp
department. Indeed, as it will be composed of 25-30 people, it
constitutes too large a group to be managed by one person. The SciOp
Department has to be divided in sub-departments, or SECTIONS, of about
10 people each. These Sections are lead by a "Section Leader".
In the discussion that lead to this document, two main structures
were considered.
- Model 1: SciOp be divided in
- an Astronomer Section which is composed by all the astronomers
of SciOp (Staffs, OpAs, Fellows...), lead by a senior
- two TIO Sections, each of them lead by a senior TIO. The two
sections are split along the natural division of the turnos.
Pros: Equally distributed work load.
Fairly well match the structure of PO SciOp, that is proven
to work. This is also an advantage in the eventuality of a merging.
Cons: there were some discussion about the need of a lead
astronomer; it was finally decided that the Head of SciOp cannot
manage all the astronomers, plus the other heads of sections.
- Model 2: the SciOp administrative division match the Instrument
Forces described in [1]. The head of each Instrument Force would
also be the administrative head of that group.
Pros: administrative structure matches the technical structure
(is it really a pro?)
Cons: work distribution uneven. Schedule would be a nightmare if
performed by the head of sections. Bad past experience: in the former
"IR group" (which existed before the Teams), the re-cycling of IR
staff attached to a decommissioned instrument proved
difficult. Structure incompatible with Paranal.
The outcome of the discussion was that Model 1 will be implemented.
2.2- Administrative Organigram
Science Operation
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Head of SciOp
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Astronomers' Section
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TIOs' Section
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Operation Engineers
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Section Leader
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Turno A
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Turno B
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OpEng
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OpEng
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Astronomers
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TIO-A Section Leader
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TIO-B Section Leader
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TIOs
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TIOs |
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2.2.1 Head of SciOp
The job description of the Head of SciOp is given in [2]. Head of
SciOp will be assisted by two Deputies. These deputies will be the two
Operation Engineers. As they work in contra-turno, HoSciOp and his
deputies will ensure a complete time coverage.
The responsibilities delegated to the Deputies include:
- Change of schedule of all members of SciOp except themselves and
HoSciOp,
- Leave requests for periods of less than 1 week
- Urgent PRs
2.2.2 Operation Engineers
They report directly to HoSciOp. Their administrative duties are
- Deputies to the HoSciOp (cf above).
- Participate to recruitement boards for TIOs and OpEng
- Prepare a monthly report on their acheivements, activities,
concerns and projects, for the Head of SciOp.
2.2.3- Astronomy Section
The Astronomy Section is composed by all the La Silla astronomers
affiliated to the SciOp department (i.e. all astronomers, except La
Silla Director, Head of SciOp and SEST/APEX astronomers), including
Staff, OpAs, Fellows.
This Section is leaded by the Astronomy Section Leader, who is
appointed by Head of SciOp of a period of 1yr, renewable. The duties
of the Astronomy Section Leader include:
- Distribute the SciOp Goals and Objectives among the astronomers
- Performance Appraisal of the astronomers (yearly
performance review, and provide input for the Personal Action Forms
for contract renewal).
- Prepare the astronomer's schedule on a trimester bases.
- Approve trip changes for the astronomers (his own changes are
approved by HoSciOp or deputies).
- Participate to the SciOp recruitement processes:
- Participate to the Fellow Selection Committee, and nominate
another representative of SciOp among the Astronomers.
- Participate to the Staff/OpA selection boards.
- Participate to the TiO and OpEng selection boards.
- Prepare a monthly report on the acheivements, activities,
concerns and projects, for the Head of SciOp.
It must be noted that these are only administrative duties: this
document deals with administrative structure. Technical and scientific
issues are dealt with in the framework of the Instrument Forces
[1]. The Astronomy Section Leader can be head of one of the Instrument
Forces, but this is not linked to his appointment as Decurion.
2.2.4- Operation Section
The Operation Section is composed by all the La Silla TIOs
affiliated to SciOp (i.e. all TIOs of La Silla except those affiliated
to SEST/APEX and non-SciOp Telescope, if any).
This section is split in two sub-sections according to the turnos,
in order to form two more or less equally sized groups. Each of the
groups is lead by a senior TIO. The duties of both TIO Section Leaders
include:
- Distribute the SciOp Goals and Objectives among the TIOs of their group.
- Performance Appraisal of the of their group (yearly
performance review, and provide input for the Personal Action Forms
for contract renewal). In case a TIO changes turno during the year,
the Leader of the turno in which he is at the end of the year will
consult with the Leader of the other turno for the appraisal. The PAFs
will be prepared by both Leaders.
- Prepare the TIOs' schedule on a trimester bases, including
inter-Force/Telescope training, and change of turno if needed.
- Approve trip changes for the TIOs (their own changes are approved
by HoSciOp or deputies).
- Participate to the SciOp recruitement processes:
- Participate to the TIO Selection boards.
- Participate to the OpEng selection boards.
- Prepare a monthly report on the TIOs' acheivements, activities,
concerns and projects, for the Head of SciOp.
--oOo--