1. SAFETY DOCUMENTATION: FOLDERS AND FILES IEFC Workshop CERN, March 7, 2012 S. Evrard – EN/MEF How useful is Safety Documentation for the general CERN population and you in particular ? Acknowledgements: A-P Bernardes, C-H Sala, M. Picard, E. Harrouch, C. Alanzeau, C. Gaignant, E. Macario

2. Definition and content S. Evrard - IEFC Workshop - March 7, 2012 2  A Safety File is a set of documents or data related to the assessment of the Safety of equipment, installation, activity, process or project at all stages of its life cycle and the corresponding implementation measures and procedures as well as lessons learned. The CERN Safety Rules define the compulsory content of each Safety file. (memo DG/2011-258)  When combined, the Safety Files of a given facility or system form a Safety Folder. Hence, the Safety Folder shall be understood as the repository where all Safety Files and associated documents are archived.  Content  Descriptive part  Demonstrative part  Operational part  Feedback part (now called REM) Safety File vs Safety Folder Purpose: Demonstration, by the Project team to the Licensing authority that the Regulations are fulfilled, from the 2 perspectives: integrity and safety

3. Scope S. Evrard - IEFC Workshop - March 7, 2012 3  New facility (ex. HiRadMat)  Existing facility (ex. TDC2-TCC2)  Equipment (ex. Power Converter)  Process (ex. Target Exchange)  Activity (ex. Open Days 2013, XTAX table repair in TCC2)  Clear definition of the scope & boundaries of the safety file  Agreement of all stakeholders before starting up (DSO’s, HSE unit, Project Management..)

4. S. Evrard - IEFC Workshop - March 7, 2012 4  Description of the facility/process What is it Where is it located What is it made of How does it work When will it be constructed, operated, dismantled Who is responsible for its construction, operation With which means will it be constructed Which steps for its dismantling Descriptive part

5. Demonstrative part S. Evrard - IEFC Workshop - March 7, 2012 5  The demonstrative part is hazard and risk oriented, and addresses the following:  Hazard and safety risk identification;  Risk evaluation, risk analyses;  Risk responses: Technical risk control measures; Organizational risk control measures.

6. 6  This part is an inventory of all operational documents needed in order to optimize the exploitation of the facility, equipment, activity especially in terms of safety.  These operational documents are of two kinds: Operational instructions and procedures for operating the facility for maintaining and ensuring its integrity Organizational structures Project – Operation – Dismantling phases S. Evrard - IEFC Workshop - March 7, 2012 Operational part

7. Feedback part S. Evrard - IEFC Workshop - March 7, 2012 7  The Safety File also includes a part dedicated to Records, Experience and Monitoring (called Retour d’expérience in the French safety terminology)  This part shall receive all the feedbacks linked to the development of the facility, accidents, or incidents and any other new development.

8. Beyond prejudices S. Evrard - IEFC Workshop - March 7, 2012 8  The safety file methodology is sometimes criticized:  Waste of time  Bureaucratic work  Job for HSE experts only  No time, no resources in our group, project  Uninteresting work  No added value exercise  Only to get my boss happy  Will trap dust on a shelf once written  I’m asked to write it but no one tells me how  So let’s analyse some down-to-earth examples

9. 9 Overview S. Evrard - IEFC Workshop - March 7, 2012 TT61 (to former West Area) TNC (former West Area Neutrino factory WANF) TCC6 The HiRadMat facility  Study the impact of intense pulsed beams on materials  Thermal management (heating)  Radiation damage to materials – change of properties  Thermal shock - beam induced pressure waves

10. S. Evrard - IEFC Workshop - March 7, 2012 10  We used a structured, systematic and comprehensive examination of all the processes sub-processes and activities to be carried out in the HiRadMat facility in order to identify potential hazards and operability problems (HAZOP).  The analysis was carried out by a suitably qualified team of experts familiar with all aspects of the operations undergoing study. This team was led by a team leader qualified in the application of the technique, usually a safety professional.  The HSE Unit’s Safety Guidelines for Risk Assessment (EDMS no. 1114042) is a good tool. Hazard inventory The HiRadMat facility

11. S. Evrard - IEFC Workshop - March 7, 2012 11 Hazard inventory: process identification Courtesy of M. Picard The HiRadMat facility

12. S. Evrard - IEFC Workshop - March 7, 2012 12 Hazard inventory: process breakdown & basic activities The HiRadMat facility … Basic Activity 7: Preparation crane for remote use … Basic Activity 8: Remote use of crane … … … Subprocess: Test table transport to cool down zone 2.2.3 Basic Activity 1: Access in controlled area 2.2.3.1 2.2.3.2 2.2.3.4 2.2.3.5 2.2.3.3 … 2.2.3.6 … Courtesy of M. Picard

13. S. Evrard - IEFC Workshop - March 7, 2012 13 Hazard inventory: process summary The HiRadMat facility

14. 14 Demonstrative part: risk response example IdHazardsRisks Technical measures Organisational measures Personal measures 1.TNC is a high radiation area. Contaminated dust in TNC (from destructive work in TNC radioactive area) External exposure Internal exposure Environment exposure - Access system and RP veto for PPG6907 door. - Hand foot monitor control in BA7. -Ventilation system. - Alara oriented design of the facility. - Ramses system - SPS access procedure in controlled area (EDMS 1138833) -Safety code F - Radiation Safety Manual - RP supervision -A6 - The two-person rule of working -ALARA principles - Individual protective equipment IPE (safety shoes, auto-saving mask, helmet) - Individual and operational dosimeters - Overshoes - Depending on the nature of the work : -gloves if object handling in TNC -overall clothes + individual breathing mask if "destructive" work 2.Moving crane and moving PPG6907 door Collision with people or equipment Switch : if door closed, crane will stay off Manual door opening Door opening procedure on crane control panel IPE 3.Moving crane and lifting loads Collision with people or equipment Slow motion handling and safety perimeter -Overhead crane handling procedure (EDMS 1145906) - Handling by qualified overhead crane drivers - Safety Regulation on mechanical equipment (SR-M) IPE The HiRadMat facility S. Evrard - IEFC Workshop - March 7, 2012

15. 15 Demonstrative part: risk management example-stray radiation (external exposure)  Design stage:  Fluka simulations  CV and Ramses design  Dedicated handling means (lifting jig and eyes)  Prefabricated structure (easily removable)  Activated material management plan  Maintenance plan (reduced time in TNC)  Technical measures  Access, ventilation and RP sectorization  Ventilation system  Ramses monitoring system  Remote controlled PR532 crane  Organizational measures  Frequent radiation survey of TNC tunnel  Dedicated RP training  ALARA, JOLI & DIMR preparation  On-site close RP monitoring  Personal measures  Training, IPE, dosimeters, … S. Evrard - IEFC Workshop - March 7, 2012 Airborne contamination decrease Equipment remote handlingAbsolute Filter exchange The HiRadMat facility

16. 16 QuestionProcedureEDMS How to get access authorized to the HiRadMat facility ? Preparatory steps to take before accessing to HiRadMat 1154948 How to get access to HiRadMatAccess procedure1155061 How to escape from the facility ?Escape procedure1153056 How to patrol the facility ?Patrol procedure1152694 How to deal with activated material ? Activated material management procedure 1146265 How to handle alarms from HRM ?Alarm management procedure1152693 How to maintain the facility ?Maintenance plan1154793 How to deal with incidents ?Faulty situation and incident analysis 1154637 How to manage fire risk ?Fire prevention and fire risk management 1146217 Operation part S. Evrard - IEFC Workshop - March 7, 2012 The HiRadMat facility  User-oriented procedures

17. The HiRadMat facility S. Evrard - IEFC Workshop - March 7, 2012 17  Safety review recommendation: prepare B.846 escape shaft for emergency situations  Fire Brigade evacuation exercise  new arrangements like permanent lifting points.  Incident debriefing  Cold smoke accidentally produced in BA7 lift room reached underground areas. After investigation, cause = geodesy duct bypassing ventilation containment. Check in all BA’s ongoing. Feedback part

18. XTAX table repair in TCC2 S. Evrard - IEFC Workshop - March 7, 2012 18 A Challenging Repair  TAX motor failures: 3/8 are out of order  The TAXs, installed downstream of the primary targets of the North Area, are made of massive blocks put on motorized tables that can move up/down.  High radiation environment  The TAX blocks intercept about 10 19 protons/year  about 6 mSv/h outside the shielding and probably 30 to 40 mSv/h at the blocks and even higher near the beam impact point.

19. S. Evrard - IEFC Workshop - March 7, 2012 19 XTAX table repair in TCC2  A detailed repair procedure and a risk analysis are prepared  Major remaining risk: PR537 reliability Technical measures taken: extensive maintenance and spare parts  Optimization steps  WDP and DIMR preparation DIMR linkDIMR link  Design Review: reduce the dose in future interventions  Handle TAX assembly (blocks + table) as a set: no access to most activated part  PR537 remote control: reduced presence in TCC2  Increase PR537 lifting height: lateral shielding stays in place  Bunker for mechanical work: operators well shielded  Tailor made shielding (100 mm thick steel plate + lead 50mm): dose reduction /80  Optimize table repair sequence: # movements, start with least activated first  Extensive dry run tests in EHN1: train technicians  Extensive dry run tests in TCC2 : train crane operators

20. S. Evrard - IEFC Workshop - March 7, 2012 20 Safety documentation Work breakdown & planning Dose estimateRisk analysis XTAX table repair in TCC2

21. S. Evrard - IEFC Workshop - March 7, 2012 21  End product (EDMS 1180560)  Repair procedure Work breakdown Organization breakdown (many groups involved) Planning  WDP & DIMR  Risk analysis (overhead crane,…)  Personnel training sessions  REX to come  Licensing authority: Committee ALARA Level 3 XTAX table repair in TCC2

22. Roles and responsabilities S. Evrard - IEFC Workshop - March 7, 2012 22 Team work  TEAM LEADERS  Coordinate the editorial work related to the safety documentation; initiate safety reviews  TEAM MEMBERS  Contribute to the discussions on safety aspects within their range of expertise throughout the lifecycle of the facility or system;  SAFETY OFFICERS AND GLIMOS  Provide support to the project team members in the editorial work of the safety documentation, especially in terms of methodology;  Participate in the safety reviews.  HSE UNIT EXPERTS  Represent the HSE Unit in the discussions on safety aspects throughout the lifecycle of the facility or system;  Participate in the safety reviews.  DEPARTMENT /PROJECT MANAGEMENT  Ensures that the safety documentation is written and released in due time  Approves the Safety Files.

23. Timeline: when to start, when to review 23 HiRadMat site Start as soon as possible (study phase) Deliverables depend on the phase of the project/activity HiRadMat: late start (in the middle of the project) induced changes in the design For existing facilities, a safety file can be launched at several occasions: equipment renewal, consolidation, … Review every 12 months at least The project has a memory Courtesy of P. Bonnal S. Evrard - IEFC Workshop - March 7, 2012

24. Added-value exercise S. Evrard - IEFC Workshop - March 7, 2012 24  Better knowledge of the facility and associated risks  safety awareness is improved  Concentrated effort towards safety and documentation of the project: reviews and discussions with DSO’s, RSO’s. Some external pairs of eyes shed a new light on “our” project  Procedures checked and validated on-site with actors: team agreement on the procedures to be followed  Communication channels and knowledge of the facility improved with all CERN services (FB, CCC, Transport team, users…)  Decision making process during design of the facility, equipment is facilitated  Update of safety documentation and safety management becomes easy Safety aspects

25. Added-value exercise S. Evrard - IEFC Workshop - March 7, 2012 25  EDMS documents organized in a structured way also available in the Web (SharePoint sites)  Tailor-made information for each public (users, experts,….)  Detailed knowledge of your facility is shared by all stakeholders – increase efficiency  Documented procedures available for repetitive interventions: resources & planning optimization  Facilitate training of new recruit (knowledge transfer)  Bridge to other tool: maintenance plan (CAMMS), emergency plan Beyond safety aspects

26. Keys to success S. Evrard - IEFC Workshop - March 7, 2012 26  Deal with lack of up to date technical documentation  Secure resources (HiRadMat: 1 FTE year or 4% of the project resources)  Get commitment of all stakeholders  Get commitment and support of management  Make your safety file a unique & crucial working-tool for all participants in your project/activity.

27. Lessons learnt S. Evrard - IEFC Workshop - March 7, 2012 27  Successful project = deliverables delivered & performance achieved with no bad impact on persons and on the environment  Balancing the investment in time & money between scientific and technical performance safety performance & environment protection  If safety/integrity is correctly embedded into the conception work, it should not be too painful  If safety/integrity is not taken into account during the conceptual work, then it may really become a critical issue  Safety engineering support (internal/external) is an asset  Safety aspects exceeding the scope of the safety file: these aspects are recorded in the safety file and are to be discussed in the proper forum (CSAP).