How to Prepare and Submit Phase II Information

2.1 How to Prepare and Submit Phase II Information

2.1.2 Entering Information: The APT Graphical UseInterface (GUI) versus the Text Proposal File

The computer software used to schedule and execute HST observations can interpret the proposal information only if it is in the proper format. Therefore, proposals must be filled out accurately, completely, and in strict accordance with the instructions in this document. Observers now have the capability and responsibility, with the help of their Program Coordinator (PC) and/or Contact Scientist (CS) for creating and submitting proposals that are not only syntactically correct but also feasible and schedulable. The Astronomer’s Proposal Tool (APT) will help you achieve this.

2.1.1 Astronomer’s Proposal Tool (APT)

With APT you can prepare your Phase II program on your computer and then submit it electronically to STScI. You will use a copy of your Phase I proposal (marked up in XML), which contains all the information from your Phase I submission. If you haven’t done so already, please consult the APT Web Page for detailed instructions on how to install and use APT on your computer. Observers without access to a suitable computer platform to run APT for Phase II should contact their PC.

2.1.2 Entering Information: The APT Graphical Use
Interface (GUI) versus the Text Proposal File

In the previous proposal entry system, RPS2, you could enter and edit information as text (usually in the form <keyword>=<value>) using a template and your favorite text editor. Also, you could use the Proposal Editor (PED), a graphical editor in RPS2 designed for editing your Phase II program.

In APT you can enter proposal information by using either the APT Form/Spreadsheet Editors via a GUI or a Text Proposal File that employs a "simplified" RPS2 syntax. This text file has been developed for APT as an alternative method for editing proposals outside of the APT GUI; you use a flat ASCII file format that is similar to the RPS2.prop file that was used in HST cycles 5-11. Small changes to the original RPS2 format were necessary to accommodate enhancements that came with APT, and some of the syntax has been made stricter in order to make reading of the file more robust. You create this file in APT by exporting your proposal into a text proposal file format (for details please see the APT Web Page).

Using the APT GUI

In most of the fields in the APT graphical interface, you choose a keyword or parameter <value> in a list from a pull-down menu, or check a box. In a few other fields (e.g., Other Fluxes, Observing Windows and Criteria in the Targets forms) you enter free text in the field using the formats specified in this document. Required items are marked with a red “x” if you haven’t selected or entered a <value>. Also, for many of the keywords, a tooltips message will appear when you place your pointer on the keyword: <value> area.

Using the Text Proposal File

When creating or editing large repetitive proposals, editing with APT’s graphical interface can be inefficient and prone to error. We present two examples where you may want to use a text proposal file.

You are building a large repetitive program with many targets and visits in order to create a mosaic. Initially, you would use APT to build a proposal that has one or two targets and one of each of the unique visits. You would then run the Orbit Planner and Visit Planner to make sure that the visits fill the right number of orbits and schedule. Then, you would export this small template proposal to the Text Proposal File format, and use scripts or your favorite editor to build your program into a larger version. You would then import the resulting file back into APT for checking and processing.

You have already built a fairly large program in APT by creating unique exposures and visits, and then used the duplicate and multiple duplicate features in APT. Then, you discover that you need to make a small change to a large number of exposures (such as removing or adding an optional parameter). This would be tedious to do in the APT GUI, but straightforward in the Text Proposal File. Simply export your program to the Text Proposal File format, make your changes in an editor, and then import the Text Proposal File back into APT for new processing.

Table 2.1 summarizes some of the differences between the APT GUI and the Text Proposal File.

Table 2.1: Comparison of APT GUI and the Text Proposal File
	Data Entry Method	Syntax	Help Features and Error Checking
APT	Use the Form or Spreadsheet Editors via the APT User Interface	For most of the fields (exceptions noted below¹), choose a keyword <value> from a pull-down list, or check a checkbox, or enter a text <value> in the field provided.	1) Required data marked with a red x 2) Tooltips (e.g., a message noting a required item and its format) provided during data entry 3) Context-sensitive help available
Text Proposal File	After exporting your proposal from APT to the text file, edit it using your favorite editor.	Enter free text in the file in the form <keyword> =<value>. You must conform to the proper syntax described in this document.	None while editing. After editing your proposal, you must import it back into APT (see the APT Web page for instructions). Once you have imported your program back into APT you can run the diagnostics tool.

The exceptions are:

- Other Fluxes field for all types of Targets

- Criteria field for Generic Targets

In these fields you must enter text (<keyword>, <value> and any separators) exactly as described in the relevant sections of this document.

2.1.3 APT Tools

APT also provides tools to help you plan your observations, such as an Aladin based visualization tool, an Orbit Planner and a Visit Planner (see the Using APT web page). If you have any problems using APT, or have any questions about your proposal, please feel free to contact your assigned Program Coordinator (PC) and/or Contact Scientist (CS). Programs without an assigned CS may also contact help@stsci.edu for help with APT.

2.1.4 Submitting Your Program

After you submit your Phase II program, the APT system will give you an automatic electronic acknowledgment. This should be followed in a few days by an acknowledgment from your PC. If, at the time of submission, the proposal contains errors, the APT submission system will give a warning, but will allow the proposal to be submitted. However, the proposal will be flagged, and your PC will contact you within a few days to discuss how to proceed.


	The resolution of errors in the Phase II Program is the responsibility of the Principal Investigator. The fact that APT may allow you to submit a program that contains errors does not mean that your program can or will be scheduled. We strive to make APT a useful aid for preparing and checking your Phase II program, but it is nevertheless imperfect. On rare occasions syntax errors are not detected. Also, APT does not check for guide stars.