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operations:documentation.ivs.hbpaperwork2

Completing the paperwork and shipping modules at Hobart

  • If the modules are being shipped:
    • If the ares mailserver is working then use your webmail to print off a copy of the email. Otherwise, use
      emacs /vlbobs/ngs/logs/<experiment_name>hb_end.mail

      and print off one copy.

    • Now you need to enter the shipment info into the NRAO VLBA tracking system. Go to http://magnolia.nrao.edu/track . It will ask you for a user name and password which you should get from Brett but which is also on a sticky note on the wall above the fax machine.
      • Select the correlator destination and press the Make a shipment button.
      • In the next screen, change the shipper to DHL and fill in the left hand box with the following information. The system requires a very particular format. e.g.:
        DHL airwaybill number
        #R1328hb
        USN-0074/960/1024 USN-0074/960/1024

        The experiment code needs to be preceded by a hash and the module name (the third entry) need to be entered twice with only a single space between them. Make sure you press Enter after the second module entry too. The full name also needs to be used, as above.

      • Press the Submit Shipment button and then Record Shipment.
      • Finally, print two copies of the Shipment Record for HB screen
    • Cover letter/Customs declaration - Next go to the office and use Brett's linux machine (radst1).
      • Run OpenOffice Writer and have a look in “recent documents” for a file with a name likeBONN_R1327.doc. Choose one which has the same destination this module. Alternatively, open the folder /home/breid/Manager_public/ and open a file directly. Again, choose one that has the same destination. First, save the newly opened file to a name that indicates the name of the experiment being processed, e.g. BONN_R1328.doc to avoid overwriting the original.
      • Edit the experiment name, date, DHL code and the name of the sender.
      • Save it again and print 5 copies.
    • Get the oldest box from the storeroom and remove any old labels.
      • Get the module casing from inside the box and screw it onto the module using the screws in a ziplock bag - this is normally near the whiteboard in the control room.
      • Put the sealed module inside the box together with:
        • A copy of the shipping record,
        • one of DHL declarations and the hobart 12m has completed… email.
      • Tape it up tightly, attach the address and experiment labels.
      • On the Experiment label, record the name, Box 1/1, DHL AWB#344… where AWB#344 is the billing number.
      • Attach the clear plastic pouch to the box and leave the DHL waybill and three copies of the shipping declaration on top of it from Brett to sign.
      • The final DHL declaration and Shipping Notice should be kept with the printed log, and left on the box for Brett to file.
      • Finally, check Brett's address book (on manager) for DHL-pickup. Give them a call to arrange collection. When they ask what the contents are, say “Computer parts”. The account name is “University of Tasmania radiotelescope”. They'll send around a van to collect it.
/home/www/auscope/opswiki/data/pages/operations/documentation.ivs.hbpaperwork2.txt · Last modified: 2011/10/26 06:37 (external edit)