1. IMPACT Safety sub-working Group 1 Fernando B. S. Pedrosa IMWG – 07/Oct/2014 EDMS id:

2. 2 Memorandum (EDMS id: 1416785) We have the list of people that used the EDH AOC form in the past, but that never used IMPACT yet. An email was sent to them with an explanation and the training slides attached Problem with new buildings – We start to have a lot of IMPACT requests that generate internal errors in the system, due to the fact the building doesn’t have a TSO yet (e.g. 774, 772, …) – Decision from the DSOC: Buildings that are not yet received by CERN, shall not be imported into IMPACT. If people try to create an IMPACT request for a building that is not yet imported, then the following error message shall be displayed: – “This building is still in the construction phase, and the coordination of the work is done by the construction responsible outside IMPACT. Please address your requests directly to the worksite responsible during the construction coordination meetings.” AOC

3. 3 Electrical Lockout A meeting was organized to clarify some points concerning the IMPACT form, and the conclusions are the following: – IMPORTANT -> The electrical lockout process implemented in IMPACT is a request and traceability system. It doesn’t intend in any moment to replace the actual procedure which relies on checks and signatures on a paper form to be distributed, kept by the people intervening and returned back at the end once the work is completed; – All the participants agree that the Electrical Lockout as it is implemented in IMPACT is good and just needs small corrections in the terminology to avoid misunderstandings; – The corrections in the terminology to be performed are: replace the text “1st Level Lockout Paper ID:” by “Attestation de Premiere Etape de Consignation ID:”; replace the text “2nd Level Lockout Paper ID:” by “Autorisation de Travail ID:”. – As most of the Electrical Lockouts exceed the desired end date, an improvement is needed to avoid that Gerard Pastor keeps receiving the notifications on the lockouts that reached the end date. This will be a new desired date entered in the system by Gerard Pastor when the lockout is in the status “Waiting Unlock Approval”. – All participants are aware of the existing limitations in terms of defining the exact equipment and the enormous work that Gerard Pastor and the person in charge of the Premiere Etape have to do today before delivering the Autorisation de travail; – This lockout form can be used to any type of lockout but then Gerard has to send it to the right person, because it is impossible to define smart workflows due to some limitations on the data available; – In any future presentation about IMPACT we should always use Electrical Lockout and nothing else to avoid misunderstandings; Participants: John Pedersen, Thomas Otto, Enrico Cennini, Christian Marc Bernard, Serge Grillot, Gerard Pastor, John Etheridge, Fernando Pedrosa

4. 4 Professional Visits Specifications document: – Discussions ongoing with the ADAMS and SNOW responsible; – Final version of the document will be sent for comments middle of October; – If no blocking comments are received, then it will be sent for approval to Enrico and Doris before the end of October;

5. 5 Fire Permit The specifications document is available in EDMS with the number 1399356 (This document was revised and commented by a considerable amount of people) Differences between a Fire Permit requested today in EDH or from IMPACT via EDH, and the new/future Fire Permit form in IMPACT are summarized in the following slides

6. 6 The Fire Permit is established in the CERN Safety Code E, and is part of a procedure used when activities generating high fire hazards are performed (welding, grinding, …). (Safe system of work principal) EDH: IMPACT: A Fire Permit doesn’t have an automatic link with an AOC or an IMPACT (possible already in IMPACT but not a lot of people use this functionality), so it is impossible to associate it to a global activity. A Fire Permit can only be created from an IMPACT activity that is at least in the status “SAVED”, and the link between the two forms will be permanently kept

7. 7 The Fire Permit is a document that the workers should have with them all the time. EDH: IMPACT: The Fire Permit printed version is not very user friendly and is very different from the Fire Permit paper version. The Fire Permit printed version should be very similar to the existing Fire Permit paper version, containing additional relevant information (e.g. activity number), and be more user friendly.

8. 8 The Fire Permit is always associated to a location, facility, … EDH: IMPACT: To search for Fire Permits in EDH we have to use the common standard EDH search engine, and this engine is not adapted to search Fire Permits per location or facility. A special Fire Permit search engine will be available in IMPACT to allow to search by: - Location; - Facility; - Company; -...

9. 9 The Fire Permit is always associated to a location, facility, a period of work, a person/company, … IMPACT: The link between a Fire Permit and an IMPACT activity allows to make some automatic verifications: - Fire Permit location “= or” inside the IMPACT activity location; - Fire Permit intervention period is inside the IMPACT activity intervention period; - A company declared in the Fire Permit is declared as a participant in the IMPACT activity from where the Fire Permit is generated.

10. 10 The Fire Permit is always associated to a person/company which will perform the work. EDH: IMPACT: Impossible to declare that a CERN employee will perform the work described in the Fire Permit unless the “enter operator manually” option is selected. With this option selected the name entered is not checked by any system (e.g. Mickey Mouse, …). It will be possible to declare that the work is performed by a CERN employee or an external company. It will be possible to define who is responsible to put in place the protection means.

11. 11 The fire detection systems and the red telephones are linked to CSAM and trigger Fire Brigade interventions. EDH: IMPACT: There is no automatic link between the information available in CSAM and this form, so it is up to the user to define if detection systems exist and decide if they need to be inhibited or not. Defining if a Red Phone exists is also up to the requestor. An automatic link to the information that is in CSAM concerning Fire Detection systems and red phones will be established, and the user will have to decide if the fire detection system needs to be inhibited only when there is a detection system.

12. 12 The Fire Permit paper form contains in the back page a checklist to help the requestor remember some relevant points. EDH: IMPACT: Only a web version of the front page is available. As for the VIC the screen will be divided in two. On the left side of the screen there will be a web version of the front page and on the right side of the screen there will be a web version of the back page (possibly with some additional information).

13. 13 The Fire Permit has a specific information workflow. EDH: IMPACT: The Technical Control Room and the CERN Fire Brigade receive the Fire Permits for information. With the new Fire Permit search engine the CCC Technical Infrastructure operation can search directly in IMPACT all the Fire Permits for a building, so they don’t see the need to keep receiving an email. The CERN Fire Brigade will receive the email as for EDH.

14. 14 The Fire Permit can be for a work that will be performed in a radiation area. EDH: IMPACT: No RP approval is required automatically even if the Fire Permit work is performed in a high radiation area. The need for RP approval will be calculated automatically based on a table provided by RAISIN and the roles defined in the AIS roles application. For facilities like the LHC experiments the RSO of the experiment will also be included in the approval process.

15. 15 The Fire Permit has a specific approval workflow. EDH: IMPACT: Only the TSO has to approve the Fire Permit before the work can be performed. All the approvals required before the work can start will be requested in parallel to speed up the approval process (TSO, RPO, RSO, Location Responsible). The approvals required are calculated automatically based on the RAISIN table, the location where the work is performed and the AIS roles information.

16. 16 The Fire Permit procedure includes a verification at the end of the work. EDH: IMPACT: The TSO has to enter the information concerning when the verification of the area was performed by the operator and when he/she did his/her verification. The Fire Permit responsible has to make sure that the Fire Permit activity is stopped 2 hours before the operator leaves the area, and that the area is left clean, so his/her verification is mandatory. The TSO verification at the end of the Fire Permit activity is no longer required.

17. 17 A Fire Permit activity can take less time than the time initially planned. EDH: IMPACT: The Fire Permit cannot be declared as completed before the end date is reached, only “Cancel” the Fire Permit is possible. The Fire Permit responsible will have the possibility to terminate the Fire Permit before the Fire Permit end date, and enter the verification information.

18. 18 Thank you very much for your attention.