1. ESS Safety Training Status quo & developments
Lars Aprin
ESHAC #8 meeting, April 2018

2. The situation 6 months ago
Training activities were spread across divisions and groups: no standardized central approach
Particularly problematic: there was no system for tracking or certification
No clear work flow and technical infrastructure for the enrolment of learners
No central portfolio of existing training courses
The Learning Management System (LMS) project was in an early phase with unclear direction
No systematic approach to identify ESS training needs and to develop training modules
No standardized approach to the procurement of externally provided training
Unclear how to integrate Safety Training with the Access Control System
Lack of statistics and quantification of expected training loads
General challenge: Create advanced training concepts while offering training service already at the same time.

3. Structure of the presentation
Presentation focuses on selected processes of the Safety Training Lifecycle:
Further topics: Learning Management System (LMS) project; Integration of Safety Training & Access Control; Current Safety Training challenges
Program Development
Training Enrolment
Session Coordination
Certificate Management
Program Evaluation
ESS Safety Training Top Work Flow

4. Goals of Safety Training for 2018
Top Level Goals 2018:
Having all required Safety Training for Ion Source Commissioning, Test stand 2 & installation in place
Milestone
Stakeholder
Indicator
Identification of all Safety Training needs
ESS community
ESH Safety Training
Percentage coverage of ESS divisions
Number* of requests for the identification of needs
Developing a modular Safety Training Program
Subject Matter Experts
Percentage coverage of identified training needs
Number* of released Safety Training courses
Enabling the ESS community to follow the required Safety Training
Number* of Safety Training courses performed
Percentage number* of belated enrolments

5. Status of the Training Program
Training courses offered at the moment: 18 class room courses; 2 e-learning courses
Course landscape is constantly expanding since November 2017
ATEX; BAS-U; Forklift truck; Crane Operator; Electrical Safety (Basic); Electrical Safety (Advanced); Fall Protection; Hot works; First Aid (Basic); Mobile Elevated Work Platform; Preparing archiving of paper documents; Radiation Protection (Supervised Areas); Safe Lifting; Scaffolding; Site Safety Induction; Use and Inspection of Pressurized Devices; Use of Epoxy
Cryogenic Safety (Awareness); Electrical Safety (Awareness);
Cryogenic Safety (Awareness); Electrical Safety (Awareness); Radiation Protection (Supervised Areas); Preparing archiving of paper documents; Scaffolding; Use and Inspection of Pressurized Devices
Finalized / New: 6 courses
→ More ESS training responsibility over the next years
→ Increase of quantity and heterogeneity
Chemical Safety (Transportation of Dangerous Goods); Facility Safety (Test Stand 2, Awareness); Safety Systems (TIA – Basic); Electrical Safety (Access Level); Radiation Protection (Awareness Level);
In development: 5 courses
Radiation Protection (Supervised Areas); Radiation Protection (Contamination); Electrical Safety (Manager Level); Electrical Safety (Work Levels); Facility Safety (ESS Site, Induction); …
In planning: 7 + courses

6. Screenshot of a “course creation” work space
Course Development
Development process includes: Modularization; prioritization; course creation; testing; publication
Course development is managed in a standardized way as individual projects transparently documented in Confluence & JIRA:
Modular approach: shorter courses; shaped and structured in a multilevel framework:
Screenshot of a “course creation” work space
3. level: Activity
Working close or even with hazards
2. level: Access
Being close to hazards but “hands in pockets”
1. level: Awareness
Aware of hazards
→ More ESS training responsibility over the next years
→ Increase of quantity and heterogeneity

7. Training Enrolment: Classroom training
Electronic enrolment for all classroom courses; JIRA, Insight based; access via Confluence portal
Between November 2017 and March 2018: 245 people trained in 25 classroom sessions; 239 people trained via e-learning
Enrolment model: Currently only request oriented; in planning: regularly scheduled sessions
How to identify the right training for a person? → Advancement of Safety Training matrix ongoing
Screenshot of the central enrolment page for classroom training

8. Training Enrolment: E-Learning
Screenshot of the E-Learning Portfolio
Screenshot of an E-Learning page

9. Coordination of Training Sessions
Coordination process includes: scheduling (polls), procurement, preparation, invitation, execution
Training coordination standardized and electronically implemented; JIRA, Insight based
Coordination work flow: Session in planning → S. scheduled → S. procured → S. executed → S. reimbursed
Recruitment of in-house trainers started, e.g. RP, OHS (“Dangerous Goods”)
Screenshot of the Coordination interface

10. Certificate Management & Tracking
At the moment, certificates & attendance lists are stored as documents on the ST Portal: People can browse and search it
A new Certificate Management System will go active in the coming weeks; Jira & Insight based
Certificate, person and course are represented as interconnected data objects:
Screenshot of the certification interface (coordinator view)

11. How to retrieve and check certificates
Certificates will be easy to look up via person search
In addition: Certificates will be presented in several views (e.g. per group, per course, line manager) on the Safety Training Portal
Views are individually configurable: What data shall be shown to whom (e.g. privacy)?
Certificates will be archived on CHESS Document Management System for legal reasons
Screenshot of the certificate status for a section (manager view)

12. Integration of Safety Training & Access Control
Safety Training and Access Management technically integrated; JIRA, Insight based
System will go alive within the coming weeks; first buildings under test
Needed: Procedures regarding “Certificate – Access” matrix fill-up and maintenance
Example: Person A wants to access Building 1:
Other systems
Safety Training
Access Management System
Access
Control System
Person A
Building 1
Certificate Supervised Areas
“Certificate – Access” matrix
Building 1
Supervised Areas;
Electrical Safety Awareness
Building 2
Cryogenic Safety Awareness ….

13. Systematic evaluation of the program
At the moment, we test only evaluate courses before we publish them
We do not systematically collect and evaluate feedback on the running Program
Systematic survey feedback useful for:
Improvement of module quality
Improvement of instructor´s didactic performance
Selection of external training providers
Integration of feedback collection into the Safety Training Portal in development* Feedback on Training Course and Training Instructor
Evaluation will be added as a work flow state to the Program Coordination: Session in planning → S. scheduled → S. procured → S. executed → S. reimbursed → S. evaluated
*Screenshot “Customer Satisfaction Survey for Jira”

14. Status of the LMS project
We have built an interim in-house LMS (Safety Training Portal) which works quite well
However, LMS project is advancing quickly in parallel
Requirements: 70 functional + 11 non-functional + 9 technical use cases specified
Interviews with a dozen of vendors
At the moment: between 2. and 3. stage of tender (implementation phase starts beginning June)
Estimated date
Activity Stage 1
15/03/2018
Tendering documents Phase 1 made available to the potential tenderers in the supplier portal.
27/03/2018
Deadline for sending questions to ESS
02/04/2018
Deadline for submission of tenders
03/04/2018
Evaluation of the tenders starts
06/04/2018
Notification of the award and the evaluation results sent to the tenderers
08/04/2018
Tendering documents Stage 2 made available to the potential tenderers in the supplier portal.
25/04/2018
30/04/2018
Week
Evaluations and notification of top 3 tender offers
15/05/2018
Presentation at ESS
18/05/2018
Week 21
Contract signed
MAY/JUNE 2018
Implementation

15. Current challenges for Safety Training
Acknowledgement of foreign certificates: Safety Training is increasingly receiving requests for recognition of foreign certificates. Responsibilities and practices must be clarified.
Lack of resources: At the moment: ST has 1,5 people. Resources are needed in the areas of course coordination and instructional course design.
Identification of upcoming training session numbers: Although it is possible to anticipate a large increase in training needs, it is difficult to accurately quantify it. Reason: Divisional data about planned work and its risk analytical implications often not available / accessible.
Confusion of safety training and risk analysis: Safety Training regularly receives inquiries as to which courses should be taken in the face of a planned activity. But safety training has neither the mandate nor the competence to conduct risk analysis from a distance. An ESS wide standardization of risk analysis would be very helpful for Safety Training: Who will do what (with what tools) where & when?
Pre-registration: In order to use the electronic services of Safety Training, you must have an ESS computer account. However, this is not the case for all groups of people at the ESS.

16. Thank you. Any Questions?
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