From Ulla.Genoud@cern.ch Thu Jun 10 17:21:41 2004 Date: Thu, 10 Jun 2004 13:19:11 +0200 From: Ulla-Maarit Genoud Prachex To: Lcg Registrar Cc: Federico Carminati Subject: RE: Questionnaire on PIE db update procedures here are the answers concerning ALICE, regards Ulla -----Original Message----- Please send the answer relevant to your experiment (please specify the name of your experiment at the beginning of your message) to Lcg Registrar : ------------------- 1. How do you discover that an experiment member left the collaboration before the end of his/her contract, i.e. before Participation_End_Date is reached? - it's very rare to know before the end-date that someone has left, except if the person comes to inform us or the Team Leader gives us the information and even after a contract is expired, this doesn't obligatory mean that the person has left the experiment. 2. How meaningful is the Participation_End_Date for you, i.e. how long after he/she left are you likely to process the deletion from HR db? - Users Office sends us lists and we check with them but as said above, the participation can continue even if the contract has finished. 3. Do you get automatic notification from HR db when a user's contract is about to expire, i.e. Participation_End_Date approaching? If yes, what do you do? - no, it's Users Office. 4. Do you contact the experiment members for renewals or you expect them to come to the experiment secretariat? - when I get the list from the UO, I send them an e-mail asking them to renew their papers in the UO. 5. Do you trust the experiment members' input on his/her information change/update/contract-renewals or do you check with the Institute Representative (Team Leader) every time? - ~once a year I ask (as well as UO) Team Leaders to check their participants. 6. How do you handle summer students? Do you register them in the same way as you do for collaborators of a longer contract duration? How many days does it take you to register them? - summer students are handled by the departemental secretariat as they are paid by CERN. 7. Do you register experiment members who never come to CERN and who don't need CERN computer accounts? If yes: What information do you require in order to process their request? How can this information be transmitted to you (post, fax, email...)? How is this information validated? - this kind of persons are "externals", there is a clear procedure to register them. It's done in PIE. (no matter if they need or not the computer accounts) 8. Do you keep paper forms filled and signed by users and Team Leaders at registration time? For how long? - see UO. 9. When the experiment management announces the withdrawal of an Institute from the collaboration do you immediately retrieve that Institute's employees and delete them from HR db? If not, what do you do instead? - to close the participation of an institute in PIE, all the members of this institute have to be moved to another institute or they have to end their participation at CERN. People are never deleted from the HR db. 10. Could you please fax a copy of the registration form that your experiment secretariat asks the users to fill? Could you mark the mandatory fields on the form? We need to know exactly what data concerning the user are stored in the database. Please address your fax to: Maria Dimou &/or Ian Neilson (CERN IT/GD) fax. no 022 7674900 - we use the official CERN registration form, by the way, all the complete information is on :https://webh01.cern.ch/service-procedures/AdminMan/chap.html (you have to logon with your nice login) and also http://ph-dep.web.cern.ch/ph-dep/UsersOffice/. Regards Ulla Thank you very much for your time! -- The LCG Registration Procedures' Task Force