1. Internal Audits Management Review Meetings
Quality Division
Ivan Korunoski

2. WoW Dev. Excellence & ESSMS
ESSMS- Architecture
European Spallation Source ERIC
Mission, Vision, Core values
Policies
Strategies
Objectives
ESSMS Manual
People
WoW Area Handbook
Supportive doc´s
Templates
WoW Dev. Excellence & ESSMS
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. …

3. Agenda WoW Develop Excellence and ESSMS Internal Audits
Main activities introduction
Internal Audits
Steering documents and evidence of execution
Self Assessments
Skanska and ESS (SEC)
Management Review Meeting
Steering document and evidence of execution

4. ESS WoW Develop Excellence and ESSMS
WoW area consist of two main activities:
Develop ESSMS
ESSMS Architecture/structure
WoW areas
People leg
Develop Excellence
Internal Audits
Management Review Meeting
Management of Non Conformities
Continual Improvements

5. Internal Audits Internal Audits
ESSMS documents defining the method to be applied:
ESS Procedure for Internal Audit
ESS Procedure for Audit Program
ESS Plan for Audits (2018/2019)
Result of method application (evidence of execution):
Audit Management Status / Reports

6. ESS Procedure for Internal Audits
Initiating the Audit
Preparing the Audit
Conducting the Audit
Preparing & distributing Audit Report
Completing the Audit
Based on ISO – guideline for Auditing Management Systems
Individual Audit in Focus, Instructions on how to perform an audit
Auditing Principles for good Safety/Quality culture
Definition of roles involved in Audit
Internal Audits are on Management Review agenda

7. ESS procedure for Audit Program
Establish Audit Program Objectives
Establish the Audit Program
Implement the Audit Program
Monitor the Audit Program
Review/Improve Audit Program
ESS wide Audit Management in scope
Director General assignment for HoQ* Division
Instructions on how to build and implement ESS Audit Plan (ESS )
Annual revision and follow up during MRM**
Overall Audit Objectives as starting point – dialogue around Management priorities
*HoQ- Head of Quality; **MRM- Management Review Meeting

8. ESS Plan for Internal Audits
Audit scope and schedule for each Internal Audit
During MRM 2017, Audits Plan has been agreed
MRM 2018, EMT will review the Audit Plan fulfilment and suggest new areas for Audits
ESS Audit Plan (2018/2019) ESS
Test Stand 2 inspection (February 2018)
Logistic Function (April 2018)
a) Handover process (from construction phase to trial operation/operation)
b) Design release process including change handling (September 2018)
Working permits and access control/Operating Limits and Conditions (Before start of or in the early beginning of trial operation)
Incident Reporting and connection to emergency escalation/Competence, staffing and verified skills for safety significant positions (Before start of or in the early beginning of trial operation)
2018
2019

9. Test Stand 2 inspection - Performed
Planned: February Executed: February 2018
Objective: Test Stand 2 readiness for operation (e.g. criteria SSM regulations and conditions according to permit SSM ) with focus on:
Radiological safety,
Conventional safety (e.g. Electrical safety),
Training, Access control,
Defined roles & responsibilities,
Emergency procedures,
Reporting non-conformities and incidents
ESS Procedure for IA applied, Inspection Plan (ESS ) and Report created (ESS )
Auditors: Ida Bergström, Jörgen Mattsson, Michael Plagge, observer Mattias Skafar
Summary:
Number of Non Conformities reported: 9 Current status: All assigned , 2 are closed
Number of Observations reported : 6 Current status: All assigned, ongoing
Identified best practices reported : 2
Audit Status: Open Non Conformities are not related to Radiological Safety
Lessons Learned: Selection of Auditors and their authority should be clarified

10. Logistic Internal Audit - Performed
Planned: April Executed: April/May 2018
Objective: Working methods that have been set up compared to the original statement of work and delivery of the services by the Logistic Service Provider, with focus on :
Assignment and execution of work
Financial Control
ESS Procedure for Internal Audits applied, Internal Audit Report created (ESS )
Auditors: Mattias Skafar, Natascha Parnefjord, Ivan Korunoski
Summary:
Number of Non Conformities reported: 3 Current status: All assigned, ongoing
Number of Observations reported : 1 Current status: assigned, ongoing
Identified best practices reported : 1
Audit Status: Audit will be closed after verification of corrective actions (Nov 2018)
Lessons Learned: Difference between Internal Audit and Internal Control

11. Handover process Design release process including change handling
Planned: September Executed: September/October 2018
Objective: To analyse/assess and if possible approve the approach of Handing over buildings from Skanska Consortium to ESS, with focus on.
Delivered documentation alignment with ESS MS requirements
Early Involvement of ESS central Services early in the process
General improvement of handover principles, transfer of responsibilities and ownership
Several formal meetings documented, report to Steering group, ETB and final Report created (ESS )
Participants: Quality Division to chair the group reporting to Steering group ( Technical Director, Head of CF, Director of PS&S, Associated Director ESH&Q)
Summary:
Current approach was not well know
Well documented and implemented as part of contractual agreement
WoW Develop & Maintain owner of the future handovers
Next step: Handover Working Group has been terminated
Lessons Learned: Stakeholders communication

12. ESS overview of Non conformities and improvements in JIRA
Total no of NCR registered in system: 24 (19 open and assigned and 5 closed)
NCR from TS2 Audit: 9 (all assigned, 2 are closed)
NCR from Logistic Audit: 3 (all assigned, ongoing)
NCR from Project: 12 (7 open, all assigned, 5 are closed)
Total no of improvements registered in system: 7 (7 open and 5 is assigned)
Improvements from TS2 Audit: 6 (all assigned, ongoing)
Improvements from Logistics Audit: 1 (assigned, ongoing)
Improvements from Project: None.

13. ESS Self Assessments ESS EMT* performed Self Assessment
MRM agenda 2017, Validation for Commitment to Excellence
3 Improvement Projects prioritized by EMT
Learning Management System
Decision Making
Internal Communication
Culture Assessment
ESS Supply Procurement and Logistic
Self assessment
3 Improvement Projects
Contract Management
Survey of Stakeholders feedback
Knowledge sharing (0 cost)
Self Assessment WoW 2018
WoW Managers participated, one day
Main Conclusions:
Involvement of Owners
Strategy development
Measurements for WoW
Input for ESS 2018 MRM
Zero measurement
WoW maturity status
*EMT- Executive Management Team
EFQM- European Foundation for Quality Management

14. Skanska & ESS Audit Management
Skanska has, in order to facilitate an open and transparent cooperation with the client, created a company for constructing the infrastructure of the ESS research facility. The company is named “Skanska ESS Construction HB” (SEC)
Spot-checks are carried out by the SEC quality function together with the SEC production. The spot-checks are typically carried out at the beginning of a work sequence and on quality critical works
Presently 63 Spot-checks (14 Internal Audits) have been carried out.
Chapter “13. Quality” handles procedures for:
Non-conformities
Spot-checks
Audits

15. ESS procedure for Management Review Meeting (MRM)
Based on ISO 9001, EMT review and decision forum
Standard Agenda
First ESS MRM performed in 2016, 2018 MRM scheduled for 27th of November
Quality Division assists DG in preparation, realization and communication (MoM, action plans released)
Half Year review progress on DG request

16. Conclusion WoW Develop Excellence and ESSMS
Introduction and relation to top WoW map
WoW area Main activities
Internal Audits and evidence of execution
Status of Non conformities and improvements
Self Assessments
SEC Audits
Management Review Meeting and evidence of execution
Plan for 2018