VISITATION PROCEDURES - SUBSTATIONS
Table of Contents:
1. Purpose
2 . General
3.1 Specific Responsibilities of Substation Network Specialists
3.1.1 Selection of Sites
3.1.2 Selection of Substation Observers
3.1.3 Installation of Equipment
3.1.4 Training of Observers
3.1.5 Inspecting and Servicing Equipment
3.1.6 Proper Documentation
3.1.7 Quality Control of Data
3.1.8 Planning of Travel
3.1.9 Report of Travel
3.1.10 The Visitation Mission
1. Purpose. This chapter defines guidelines and responsibilities for the Weather Service (WS) substation inspection program. The purpose of this chapter is to provide a common general guide for inspection of substations and to establish uniform standards for the national program. Administrative details of the substation program have been assigned to regional offices. (See chapter B-17, Substation Management for details.)
These procedures are prepared specifically for Substation Network Specialists (SNS's), but the information will be helpful to anyone visiting substations. Manuals that are a must for anyone visiting substations include the Weather Service Observing Handbook No. 2 - Substation Observations; Weather Service Engineering Handbook No 10 - Hydrologic Equipment; in addition to the instruction manuals for the instrumentation to be inspected. The Storage Gage Manual, available in draft form from the Office of Hydrology, should be consulted when visiting snow storage gage stations. A WS Operations Handbook, specifically for substation equipment, will be prepared and issued later. It cannot be expected, however, that manuals will provide for all circumstances that may arise in substation visitations The routine described herein should be considered as a guide to, and not in lieu of, good judgment and initiative on the part of field personnel.
2. General, The WS maintains a vast network of substations known as the Hydroclimatic Network, These substations include climatological (temperature and precipitation); river and rainfall; weighing type recording precipitation; fruit-frost; storage precipitation; evaporation; and other stations which meet the requirements of a substation. While most of these substations are supported directly by the National Weather Service, many are maintained through use of reimbursable funds from other agencies, such as the Corps of Engineers and the Bureau of Reclamation. It is the goal of the substation inspection program to maintain the efficient operation of these substations and to promote regular and reliable records by the observers.
The substation program is vital to the climatology of the Nation, and although an interruption of observations at any particular substation may have no immediate, serious effect, it leaves a gap in the climatological records which can never be satisfactorily filled. In cases of severe local storms, substations are frequently the only reliable source of detailed information. Forecasting and warning of floods are still largely dependent upon a reliable network of substations, and this service alone demands the best reports that can be obtained.
Most substation observers are unpaid; others receive a very nominal fee for reports or special services. The task of securing and retaining cooperative observers is a very difficult one, and it is necessary that diplomacy and good judgment be used in their selection and training
Even when dealing with the "paid" observers, extreme caution should be exercised not to antagonize the observer. The individual serving as a cooperative observer (paid or unpaid), does the major part of the "cooperating," and the least we can do is to treat him with respect and do everything possible to maintain his good will. Abrupt, overcritical, or demanding attitudes and methods must be avoided, but the inspection of each substation should be unbiased, positive, and thorough. Reports from substations must meet observational standards of accuracy and completeness, insofar as practicable. A simple commonsense technique, applied with patience and a genuinely friendly and helpful spirit, will go far toward assuring success.
3. Substation Networks. Most of the WS substations are classified on the basis of services rendered in several "official" networks. These networks are described in detail in WSOM chapter B-17. All such substations, included in the Substation Service Accountability (SSA) listing, are to be visited regularly.
3.1 Specific Responsibilities of Substation Network Specialists. The SNS's are assigned areas by the regional headquarters and are based at selected stations within their areas. General standards for the substation inspection program are prescribed by the Data Acquisition (DATAC) Division of the WS Headquarters. The SNS's are directly responsible for the efficient operation of the substations in the assigned areas. Their duties include:
3.1.1 Selection of Sites, Determine the best sites for substations with respect to location, exposure, and availability of operating personnel, Make the necessary arrangements with owners for the use of sites, negotiate contracts or cooperative agreements for space, and install the equipment. Document the substations and exposures by completing standard forms and sketches. Instructions relating to site selection are detailed in Weather Service Observing Handbook No. 2, chapters 3 and 4.
Some of the prerequisites when selecting a site are:
a. Area not subject to flooding.
b. Availability of telephone (if a reporting service is rendered).
c. Good exposure of instruments.
d. Access by observer- It may be necessary to settle for slightly less than the best possible location, if by so doing you make it more convenient for the observer.
e. The station location should be selected so that the data collected will be representative of the area being sampled.
f. Continuity of data - It is extremely difficult to judge how much the data will be affected by moving instruments a short distance. Every effort should be made to avoid moving instruments, especially when a long period of record has been established.
3.1.2 Selection of Substation Observers. Setting up and maintaining a cooperative observer network is a difficult task. The basic reason for this is that we are asking people to do work for us which can be quite demanding at various times, and for which we are offering little, if any, monetary compensation.
Some of the qualifications to consider while selecting observers are:
a. Age - It is preferable to select a person whose age makes it likely that he will record data over a long period of time.
b. Seek an observer whose daily life fits the observational program with a minimum of inconvenience.
c. Interest in the WS program and a public spirited attitude.
d. Dependability - Has prospect been recommended as a conscientious person?
e. Intelligence - Anyone can dip a stick in an 8-inch can, but filling out the forms can be difficult for some.
f. Physical stamina.
When enlisting new observers, it behooves us to approach those people who may have use for our product. For example: A dam tender would appreciate getting our forecasts of inflow to his reservoir. Another example would be the outpost of a utility company where the attendant could use our general weather forecasts. Cooperating agencies, such as the Corps of Engineers and various river valley authorities, are usually willing to give us the reports collected by them from their precipitation networks.
When interviewing a prospect one should:
a. Explain the fundamental duties of an observer to the prospect and allow him to make up his own mind about accepting the position. Do not high-pressure him.
b. Explain the need for the data gathered and its various uses. Emphasize his importance in taking the observations.
c. Pay to observers - Mention the fee paid as a token of recognition for services, not as a salary,
d. Look for indications of dependability. Neighbors' opinions may be better than observers' general appearances or self-recommendations.
Once a selection is made, you should:
a. Instruct the new observer thoroughly. Otherwise, a new observer may wish to resign because he is confused and feels he can't do the work.
b. Be liberal with compliments and make them public, if possible, when the observer is doing a good job. Everyone likes recognition of his work
The SNS' s serve as the authorized appointing officers for substation observers and negotiate required contracts for space for equipment. Instructions for the preparation of these contracts are given in section 9 of WSOM chapter B- 17.
3.1.3 Installation of Equipment. The SNS's install or supervise the installation of most substation equipment. Standards and details of installation may be found in other sections of the WSOM and Weather Service handbooks. On occasion, installation directions are furnished with the instrumental equipment.
3.1.4 Training of Observers. The SNS's train substation observers in making and recording observations, remaining with the new observers to demonstrate proper procedures until satisfied that the observers are competent to carry on independently. Make follow-up visits to insure satisfactory observational standards and to correct any existing divergent practices. Much tact and diplomacy are required in dealing with observers in order to maintain their interest and to retain their services.
The SNS's have an active part in the recommendations for awards to substation observers and in the presentation of awards, either alone or in company with other WS officials.
3.1.5 Inspecting and Servicing Equipment. The SNS's inspect and service hydrologic, climatological, river and rainfall, fruit-frost, snowfall storage, evaporation stations, and such other substations as may be established. They must maintain or supervise the inspection, calibration, and adjustment of WS equipment used in the substation program. They are also expected to service and calibrate recording rain gages at first-order and second-order stations.
3.1.6 Proper Documentation. It is essential that prompt and correct documentation be made of all substations within the hydroclimatic network. WS Form B-44 is intended to provide a complete and permanent record of a substation. A report on this form should be prepared for the establishment, discontinuance, or any change in a substation. Detailed instructions for the preparation of this form are given in WSOM chapter B-17 and on the form itself.
3.1.7 Quality Control of Data. The SNS's have much of the responsibility for improving the quality of substation records. Effort should be made to assure regular and accurate records. Probably, the most helpful tool is the personal visit with an observer when his procedures and records can be examined and effort made to correct any problems that may be evident. Feedback on the quality of reports can be expected from the National Climatic Center (NCC), the Regional Substation Management Section (RSMS), or River District Office.
3.1.8 Planning of Travel. Travel should be planned carefully on an annual, as well as trip, basis for efficient coverage of the area. Anticipate and secure in advance repair parts, supplies, forms, and maintenance manuals that may be required during the planned trip. Coordinate travel plans with other offices that may be concerned with the substations. These may include a River District Office, or an Electronics Technician, etc.
3.1.9 Report of Travel, The SNS's make detailed reports of travel as required by the regional administrative office, and they prepare and keep up-to-date routine substation reports, such as WS Form B-44, WS Form B-23, etc. They also prepare a brief annual summary with general plans for the ensuing year. (For details see WSOM B-17.)
3.1.10 The Visitation Mission, The normal frequency of routine substation visitation is once each year except twice yearly for benchmark stations and stations having recording precipitation gages and/or evaporation equipment. Because of this infrequency, each visit should be complete and thorough in itself, insofar as possible, for meeting all of the needs prescribed for operating the station. This includes exposure evaluation; inspection, calibration, and maintenance of the instruments for data validity and continuity; consultation with the observer for adequacy of supplies and review of observational practices; documentation and recommendations by means of reports and description forms; and public relations liaison with the observer, community, associated agencies, and news media relative to the station, the data, observer recognition, Newsletter material, etc,, as indicated or required.
This means not only the anticipation of such needs by adequate trip preparation, but also implies that the person making the visit will have done all that can be done at the site before moving on to the next station or returning to base In a large measure, the success of the substation program depends on the economy and efficiency of the single, multi-purpose visit,
7 WSOM Issuance
73-7 3-1-73