1. ESS Management System SSM visit 24th October
Mattias Skafar
Head of Quality Division
12 May, 2019

2. Agenda Current situation Certifiable Management System
Architecture and document structure
Fundamental principles/concepts
User interface
Development work for the Management System
Requirement Management
Certifiable Management System
ESS’ standpoint

3. ESS Management System - Architecture
European Spallation Source ERIC
Mission, Vision, Core values
Policies
Strategies
Objectives
ESSMS Manual
People
WoW Handbook
Supportive doc´s
Templates
12 WoW
12 WoW
Facility
Owner appointment letters
Top level Org. description
Functional Descriptions
R2A2
Baselined Facility documents
WoW Handbook 1.
WoW Handbook 2.
WoW Handbook 3.
WoW Handbook 12. …

4. Ways of Working Fundamental principles
Owners develops Strategy´s
Where to go
Managers perform the Coordination
How to get there
Delegates perform the development work
Build the road (enablers)
Organisation apply the result
Drives the car

5. All based on requirements allocated for the specific Way of Working
WoW – Development Task
Director General
Ownership
Owner of WoW
Director
Strategy
Mngr. appointed + main activities
Director + Manager
Handbook
Main activities described
Manager or delegate
Steering doc´s
Main activities covered (enablers)
Delegate (discipline expert)
Templates
Support for steering doc´s. (results)
Delegate (discipline expert)
All based on requirements allocated for the specific Way of Working

6. Ways of Working Fundamental concept
Feedback
Enablers
Steering documents
Results
NCR
Audit reports
Risk assessments
ESS Management System
Output
If the result does not match the expectations then the Enablers needs to be updated

7. WoW Managers Role
Line Managers
WoW 1.
WoW Managers
WoW 2.
WoW 3.

8. Old and New – User interface
The old user interface is about to be shut down.

9. Old and New – User interface
Will be replaced with a new approach in Confluence.

10. General Progress – ESSMS
Resources – shared ownership leads to more people involved and more focus from the organisation
ESSMS evolvement tailoring the technical development of the project and the licensing
Securing that we have a relevant Management System in place for all steps of the way. (NC Linac, SC Linac, Neutron prod.)
Configuration Management based on requirements have been performed and is the basis for the development work
Safety Objectives 2018
2019 ESS will implement goals more globally
ESSMS needs to be pragmatic, relevant, easy to understand and access

11. General ESSMS Quality Division report on ESSMS to EMT
Thru Associate Director for ESH&Q, weekly meetings
Meeting booked 29th of October, specific invitation
Management review meeting 27th November, annual meeting
Graded approach is implemented
Applied in design work
Applied on inspections
Configuration Management of ESSMS
Org. ⨠ WoW Mngr. ⨠ EET ⨠ WoW Owner ⨠ EMT
If needed

12. ”Way of Working” Area map
Strategic Areas
Manage Safety & Licensing
Develop Excellence /
ESSMS
Manage Emergency & Crisis
Core Areas
Develop & Maintain Facility
Measurement
Stakeholder’s needs and requirements fulfilled
Stakeholder’s needs and requirements
Manage Requirements
Execute, govern & control
Operate Facility
Enable Science
Support Areas
Staffing & Competence Management
Documented Information Management
Configuration Management
Supply Management
Benchmarked with ISO 9001 and relevant stakeholder expectations

13. WoW – Owners and Mgrs. WoW Area Owner/Directorate Managers
Manage Requirements
Director General
Head of Q Division
Execute, govern & control
Deputy Director of PS&A
Develop Excellence/ESSMS
Manage Safety & Licensing
ESH&Q
Head of ESH Division
Manage Emergency & crisis
Develop & maintain Facility
Machine Director
Head of EIS Division
Operate Facility
Deputy Director of MD
Enable Science
Science Director
TBD
Manage Staffing & competence
PS&A
Head of HR Division
Manage Supply
Head of SPL Division
Manage Documented info.
Manage Configuration
Management
Core
Support
No change since April 2018

14. WoW Managers in action ESS Nautical chart – Steering documents
Lighthouse - Guiding away from obvious dangers in hard conditions
Tugboats – Push and pull

15. Management System – Approach
Ways of working
Owners and Managers appointed
Owners develops Strategies
Template created
Individual documents in progress/review
ESS Excellence Team
Forum for WoW Managers
“Weekly” meetings (10 performed)
Relevant Management System, basis for permit
Mapped towards Ways of working
Requirements and current Management System doc´s.
Allocated to Ways of Working
Ownership accepted as of today
WoW Owners appointed

16. WoW area Manage Requirements Main Activities
REQUIREMENTS FROM:
Radiation
Safety
Authority
Occupational
Safety
Authority
Other
Authorities …
Council/
Member
States
Other
Stakeholders …
1. Identify
Requirements
2. Allocate
requirements
to ESSMS entities
3. Follow-up and report compliance and performance
People
Way of Working Areas
Facility
Aggregate feedback

17. Interface with other WoW areas
Status of compliance & performance
WoW Manage Requirements
WoW Mng Safety & Licensing
WoW Develop Excellence
WoW Execute, Govern & Controls
Verified & implemented or rejected requirements
Allocated requirements
WoW Develop Excellence
WoW Develop & Maintain Facility
WoW Develop & Maintain Facility
Allocated requirements also to People and Facility

18. Ways of Working – Ownership
WoW Area
WoW Area Ownership status
Manage Requirements
ESS Released
Execute, Govern & Control
ESS Released
Manage Safety & Licensing
ESS Released
Develop Excellence/ESSMS
ESS Released
Manage Emergency & Crisis
ESS Released
Develop & Maintain Facility
ESS Released
Operate Facility
ESS Released
Enable Science
ESS In Review
Manage Staffing & Competence 
ESS In Review
Manage Documented Information
ESS Released
Manage Configuration 
ESS Released
Manage Supply
ESS In Review
Folder in CHESS: ESSMS 2.0

19. Ways of Working – Area Handbooks
WoW Area
WoW Area Handbook CHESS number
Manage Requirements
ESS
Execute, Govern & Control
ESS
Manage Safety & Licensing
ESS
Develop Excellence/ESSMS
ESS In review
Manage Emergency & Crisis
ESS
Develop & Maintain Facility
ESS
Operate Facility
ESS
Enable Science
ESS
Manage Staffing & Competence 
ESS
Manage Documented Information
ESS In review
Manage Configuration 
ESS
Manage Supply
ESS
Work in progress
Folder in CHESS: ESSMS 2.0

20. WoW area – Document structure
Discipline specific:
Handbooks
Rules
Procedure
Work Instructions
Support to people how to write Steering documents available in Confluence

21. ESS Management System
ESS goal is to have a integrated, relevant and Lean Management System
To assure internal and external stakeholders expectations in a sustainable way
A system based on best practices and international standards.
ESSMS is mainly based on ISO 9001 and IAEA GSR part 2
Relevant chapters mapped towards WoW´s
Benchmarking with other facilities in the world:
Europe, unheard of to be certified
Japan, unheard of to be certified
North America, rare to be certified
ESS has currently no plan to move towards a certification

22. Conclusion Shared Ownership Shared Development Shared Interface
Shared ownership has lead to much wider focus on the Management System
Shared Development
Shared development has lead to a better progress with the Management System
Shared Interface
Increased transparency and improved structure leads to better understanding of the Management System
Training the people will be the main challenge ahead.

23. Thank You for Your time!