PIF/CAR/DQR Frequently-Asked Questions

What is PIF/CAR/DQR?

Problem Identification Forms (PIF) and Corrective Action Reports (CAR) are a formal mechanism ARM has adopted to capture information when there is a perception of a problem. The mechanism is designed to capture the potential impact upon the quality of ARM data and the corrective action needed to resolve the problem. Data Quality Reports (DQR) are a formal mechanism for capturing information concerning the quality of the data within specific data files. PIFs, CARs and DQRs are managed and maintained using the Sybase Relational DataBase Management System.

What is the PRB?

PIFs, CARs and DQRs submitted are reviewed by the ARM Problem Review Board (PRB) which holds weekly conference calls. The goal of the PRB is to ensure that ARM is producing data of known and reasonable quality. Each PIF submitted is assigned to one or more individuals for corrective action. The person who submits the PIF is kept aware of progress in the resolution of the problem.

How Are PIFs, CARs and DQRs submitted?

A www-based set of entry forms provides the means for entering PIFs, CARs and DQRs into the PIF/CAR/DQR system.

Who can submit PIFs, CARs and DQRs?

PIFs can be submitted by anyone involved with ARM data. A person assigned a PIF for corrective action may submit a CAR. Additionally, addenda to PIFs may be submitted by anyone involved with ARM data to provide additional information about the problem identified in the PIF or to report on progress made as work towards the corrective action is carried out. DQRs are submitted by appropriate scientific experts so that data quality information is available to users of ARM data.

How can the PIF/CAR/DQR database be viewed?

Currently, a www-based Browse tool provides a means for accessing the PIF/CAR/DQR system. This capability allows the browsing of PIFs by a PIF tracking number, which is assigned upon reception of the PIF into the system. PIFs may also be searched for by priority and/or status, PIF submitter (with optional keyword search string), and PIF assignee (with optional keyword search string). PIFs submitted during a specific year may also be retrieved. DQRs can be searched for by the DQR tracking number which is assigned upon reception of the DQR into the system, by a data stream name, or by a data source/instrument name. Additionally, all DQRs submitted during a specific year may be retrieved. See WWW URL http:/www.db.arm.gov/PIFCARDQR2/browse/

 Who is on the PRB?

 Members of the Board - Representing
Ric Cederwall - Science Applications
Ted Cress - ARM Technical Director
Raymond McCord - ARM Archive
Randy Peppler - Data Quality Office
Robin Perez - PRB Member
Doug Sisterson - Operations
Rick Wagener - PRB Manager, External Data Center
Jimmy Voyles - Engineering
Jim Liljegren - Instruments

The PIF/CAR/DQR database administrators are Kathy Doty and Lynn Ma

When does the PRB meet?

PRB meetings are regularly scheduled conference calls on Tuesdays, at 1 p.m. Pacific Time.

Can other people be added to the PRB conference call?

At times, other people are added to the PRB conference call. Usually this comes about because they have submitted a PIF or DQR that week and would like to be involved in the discussion of it. Sometimes a request is made to be added to the call because of an issue that will be raised.

How do PIFs get assigned?

The assignment and associated distribution list are discussed during the PRB meeting.

What are the conventions in handling PIFs, CARs and DQRs?

  1. PIFs and CARs submitted by close of business on Friday will be discussed in that following week's Tuesday PRB conference call.

  2. An agenda for the Tuesday meeting is usually emailed to members of the PRB by noon Pacific Time on the Monday preceding the Tuesday conference call.

  3. PIFs, CARs and DQRs on the agenda are available for viewing at the WWW URL http://www.db.arm.gov/PIFCARDQR2/prb/agendas/. Minutes of PRB meetings are available for viewing at the WWW URL http://www.db.arm.gov/PIFCARDQR2/prb/minutes/

  4. PIFs will usually be assigned to members of the PRB; however, those concerning CART instruments will be assigned to the instrument team mentor for the particular instrument system.

  5. Distribution lists for PIFs and CARs will include the submitter and the relevant members of the PRB. It is assumed that the PRB members will distribute the PIFs and CARs to other members of their teams. Distribution lists for DQRs will include the submitter, the Instrument Team leader if appropriate, the Archive manager, and the site scientists, if appropriate.

  6. After a PIF has been reviewed at the weekly PRB meeting, a copy of the PIF will be emailed to the person to whom it was assigned requesting an estimated date of completion and to the distribution list. As part of the review, the PRB will consider whether the priority of the PIF that the submitter selected is appropriate.

    7. The following guidance will be used in deciding priorities:

    1 - problem results in irretrievable loss of data or system crash

    2 - problem results in loss of data from which recovery is possible; problem causes significant compromise to data quality

    3 - problem results in easily recoverable loss of data; problem results in "minor" data quality problem

    4 - problem causes operational inconvenience; problem is cosmetic

  7. After a CAR has been reviewed and accepted at the weekly PRB meeting, a copy of the CAR will be emailed to the person who submitted it and to the distribution list.

  8. After a DQR has been reviewed at the weekly PRB meeting, a copy of the DQR will be emailed to the person who submitted it and to the distribution list.

  9. Members of the PRB may appoint a substitute to represent them if they are unavailable for the conference call.

How do PIFs flow through the system?

  1. PIF is submitted via www interface into the PIF/CAR/DQR database

    2. The PRB manager and database administrator check that the PIF is unambiguously stated and complete. A formal tracking number is assigned to it. A tentative assignment of the PIF is sometimes made at this stage, as is a tentative distribution list.

  2. The PIF, the priority assigned to it by the submitter, the tentative assignment of the PIF, and the distribution list are reviewed by the PRB during the weekly conference call. The assignment, priority or distribution may be changed as a result of this review.

  3. The PIF is emailed to the person or persons to whom it has been assigned and to the persons on the distribution list. The person to whom the PIF is assigned is asked to submit an estimated date of completion.

  4. Attachments to the PIF reporting information obtained or progress made in the resolution of the PIF may be added to the database. Attachments are submitted via the www interface.

  5. A CAR is submitted via the www interface with a proposed resolution for the PIF

    6. The PRB may accept the CAR, or, if the PRB feels the CAR is not sufficient, additional information or action may be requested.

  6. PIF is closed

    7. During discussion at the weekly PRB meeting, the PRB approves the CAR as having resolved the problem. The CAR is sent out to the persons on the distribution list.