OTL

•OTL – the Future•OTL – the Past•PPD Organogram

Stephen Haywood – 28 Sep 2010

OTL

You thought it meant

“Oracle Time and Labour”

The Internet says

• OTL = “Out To Lunch”• OTL = “Over Time Limit”• OTL is an emoticon expressing desperation or

disappointment

OTL

OTL Changes from 1st OctoberThere is a reduced funding (“Post-prioritisation”) for PPGP funding.Affects on-going activities, but not Construction/Upgrades:• ATLAS (85%)• CMS (85% - absorbed)• Computing Support (90%)• General Support (90%)• LHCb (80%)• Minos (75% - absorbed)• nEDM (85%)• T2K (80% - absorbed)Some groups have absorbed this by the identification of what effort is

funded; others are spreading the unfunded effort uniformly.

Unfunded FTEPPD has several unfunded FTE:

Apr10-Sep10 11 FTEOct10-Mar11 15 FTE – 3 FTE from Post-prioritisation

We want to record this correctly – this was not possible earlier because we were unable to set up suitable OTL Task Numbers.

We have introduced tasks for • ATLAS Unfunded, CMS Unfunded etc• Academic Levy – for those posts with small amounts of missing funding

where post-holders have responsibilities for studentsNow we need to do some “catch-up”:• For small adjustments, these can be done by doubling unfunded• For large adjustments, we propose to remove previous OTL accumulated

effort and make new entries – large corrections on 30th Sep

In this way, we will not continue to book effort which is unfunded to projects – in the past, causing them to be overspent.

All unfunded effort can be identified (ATLAS Unfunded + CMS unfunded + ...), but we can also identify how much effort goes into each project (ATLAS + ATLAS Unfunded).

Gratuitous cat pictures to alleviate tedium of OTL

News.

Personal Entries in OTL• To help people, I will be contacting everyone with indications of what they

should book in OTL.• As a general rule, people’s OTL entries should correspond to the numbers

you receive, and indeed, their effort should reflect this.Ie. if you are funded to work 50% of your time on ATLAS, then ...

• We would encourage people to book what they actually do, within reason (and the constraints of the OTL guidelines).You must book actual times for EU projects.

• Some people prefer to use a fixed pattern of bookings (OTL Template) – this is fine – but then try to ensure that your work-patterns reflect this.

• If you work more hours than you are paid for, then you can record something consistent with proposed numbers:Mr. X is supposed to be 50:50 ATLAS:CMS. He works 6h on ATLAS and 4h on CMS, so still can record 3.7h on each.

• If you have some “catchup” required, the time will need to be subtracted from another task number. However, you pattern of work should not change.If PPGP awarded Mr Y 45% on ATLAS and 50% on Admin, with an implicit “Academic Levy” of 5%, then this will need to be doubled from 1st Oct to catchup.So from 1st Oct he would book – 50% Admin– 25=10% Academic Levy– 45-5=40% ATLAS

But he would still continue to work 50% on ATLAS (caring for students, in the process)

• Leave is never mentioned ... but it is expected that you will take your 5/6 weeks per annum, and record appropriately in OTL.

Unfunded ?• Fractions of some posts will be unfunded. This is the result of proposals

from PPGP (some of which are very bizarre) and the way in which PPD Group Leaders have shuffled the funded effort around.You should not be unduly perturbed if some of your time is unfunded – most people will have some level of unfunding.If you are concerned about the implications, please discuss with your Group Leader, myself or Norman.

• You will receive an email which contains much of this info and indicates the way you should be booking.

Your Personal Bookings

Haywood Atlas STAK00001B 01.01 33.25 33 2.4 12.2Haywood Atlas Un STCA00015 03.04 6.75 7 0.5 2.6Haywood Atlas Upg STAK00001B 01.12 9 9 0.7 3.3Haywood FP7 WP8 STAK00020 01.02 1 1 0.1 0.4Haywood Academic STCA00015 03.17 10 10 0.7 3.7 CatchupHaywood PPD Admin STCA00015 01.04 40 40 3.0 14.8Haywood Total 100 100 7.4 37.0

Your email will contain a table giving:• Project name, and where I know them, Project Number & Task Number.

For some projects there may be more than one number, and you should continue to book on the appropriate numbers. I have explicitly supplied the unfunded Task Numbers.

• Fraction (%) of time funded for each Task, and a “Simplified” number which removes some small fractions of unfunded effort.

• The corresponding numbers of “Hours per Day” and “Hours per Week” – to help you set up your OTL Template.

Problems ?• This is riddled with problems, and they are

undoubtedly mistakes – although I have been through the numbers with GLs

• ATLAS Upgrade will change – separate tasks will be identified for Trigger

• T2K implementation looks very different from initial PPGP proposal

• Have a look at the numbers proposed for yourself.If you think there is a mistake or you don’t understand something, firstly discuss with your GL, then with myself if necessary.(Please try to avoid bombarding me – else I will quickly end up swamped.)

OTL Reminders• For full-time staff, book 7.4 hours per day; 37 hours per week• For full-time staff, Leave/Sick can only be taken in 3.7 or 7.4 hour blocks –

although dentist/doctor’s appointments can be in small units• Do not use the Reconciliation lines• Take all your Leave; if you choose not to, please show untaken (not

carried-over) Leave as “Leave” in OTL ... else the experiments will get booked for your time which was unbudgeted.

Keep on top of OTL:• Try to complete Timecard at end of each week (set an appointment in

Outlook)• Try to ensure month is tidied up by end of last full week in month

Missing OTL Timecards• I have just had to chase 35 people – in some cases it was in hand, so not a

big problem.• This is very time-consuming and even more boring/frustrating for me than

it is for you to complete them in the first place• Timecards must be completed – not for discussion• For Timecards which are more than 4 weeks old, you will have to ask the

Division PAs (Timekeepers) to complete them for you – you will have to supply info!

• So not keeping up with OTL wastes the time of:Stephen, Derek & Anne-Marie, Jane & Jacqui and Gill, ... and yourself!

There are 5 remaining offenders.On next slide, I name & shame – turn away if you are of a nervous disposition.

The Offenders

Take ACTION ... and let me know !

I promise to do it ... honest !

I promise to do it ... honest !

We’ll kick him !

Organogram – on PPD Web

New Initiatives

Stephen & Jane

Mistakes ? Let us know