2. LIU Safety Packages: Kick off Meeting A. Funken, I. Kobzeva BE Safety Unit LIU Safety Packages Kick off Meeting, 30/07/2015

3. INTRODUCTION The LIU project concerns the following beam facilities: PS Booster (LIU-PSB) PS (LIU-PS) SPS (LIU-SPS) LEIR and Linac3 (part of LIU-Ions*) The LIU project is divided in Work Packages (WP), i.e equipment or services delivered by the different groups. Each WP has one WP Holder. * LIU-Ions covers also the upgrades required for the ions in the PS and SPS.

4. SAFETY PACKAGE DEFINITION For the purpose of the safety file, the LIU project is divided in Safety Packages (SP). A SP comprises a set of systems located in a same location under the responsibility of several groups. A SP does not change the fact that each group remains owner and responsible of their own Work Package (WP), which are covering their equipment or services. The LIU project includes 16 SPs (and 90 WPs). The HSE Launch Safety Agreement (LSA) covering the conventional safety aspects are/will be produced at the level of the SPs.

5. SAFETY PACKAGE COORDINATOR MANDATE A Safety Package Coordinator (SPC) is appointed for each SP. The SPC is acting as the technical link person for the corresponding SP. His/her role is to ensure that the PSO and the editor of the safety files get the relevant information to produce the 4 parts of the SP safety files, with in particular: The brief description of the facility/system with focus on the Safety aspects; The preliminary list of hazards of the facility/system; The safety documents required to demonstrate the compliance of the facility/system with the Safety Rules and regulations as specified in the HSE Launch Safety Agreement; The safety-relevant procedures required to operate and maintain the facility/system safely. The structure and contents expected for each part of the safety file are given in the templates available in EDMS which follow the “Quality Procedure for Safety Documentation Management”, EDMS 1177755.EDMS 1177755

6. SAFETY PACKAGES TEMPLATES Templates for LIU-PSB: https://edms.cern.ch/document/1523322/2https://edms.cern.ch/document/1523322/2 Templates for the LIU-PS: https://edms.cern.ch/document/1523332/1https://edms.cern.ch/document/1523332/1 Templates for the LIU-SPS: https://edms.cern.ch/document/1523333/1https://edms.cern.ch/document/1523333/1 Templates for the LIU-Ions: https://edms.cern.ch/document/1531841/1https://edms.cern.ch/document/1531841/1

7. SAFETY PACKAGES & TIMELINE Safety Packages (SP) SP Coordinators (SPC) HSE Correspondents 'Released document' TimelineComments LIU new / upgraded equipment only SF part ISF part IISF part III SF IV (released versions as needed, including conformity certificates) HSE LSA PSB1 PSB Rings (without 1L1 & 15L1) K. Hanke Dec-15May-16Sep-16Dec-15 to Sept-21 Includes PSB Rings without 1L1 & 15L1 2 Injection (including 1L1 & 15L1) W. Weterings Dec-15May-16Sep-16Dec-15 to Sept-21 Includes Injection Region 1L1 and Injecton Lines 3 ExtractionJ. Borbugh Dec-15May-16Sep-16Dec-15 to Sept-21 Includes 15L1 (extraction septum and kicker) 4 B245 - POPS BF. BoattiniF. CorsanegoDec-15May-16Sep-16Dec-15 to Sept-21 PS1 PS RingS. Gilardoni Dec-15May-16Sep-16Dec-15 to Sept-21 2 InjectionJ. Borbugh Dec-15May-16Sep-16Dec-15 to Sept-21 3 RF SystemsC. Rossi - tbc Dec-15May-16Sep-16Dec-15 to Sept-21 4 PS Dumptbd Dec-15May-16Sep-16Dec-15 to Sept-21 5 TT2 ConsolidationK. PapastergiouO.TisonDec-15May-16Sep-16Dec-15 to Sept-21 LS2 SPS1 SPS Ring & Transfer LinesB. Goddard (LSS4: Ana Marta Formingo Da Cunha) Dec-15 (LSS4: 01/12/2015) May-16 Dec-15 to Sept-21 Includes LSS4 rearrangement 2 SPS Dump UpgradeE. CarlierF. CorsanegoDec-15May-16Sep-16Dec-15 to Sept-21 Locations concerned: BB5, ECA5/ECX5, LSS5 3 RF System Upgrades (200MHz and 800 MHz) E. MontesinosJ. GulleyDec-15May-16Sep-16Dec-15 to Sept-21 Locations concerned: BAF3, BB3, LSS3 4 aC Coating & Impedance reduction P. Cruikshank Dec-15May-16Sep-16Dec-15 to Sept-21 In-situ treatment in the tunnel. LS2 (QF), LS3 (MBB, QD). IONS1 Linac3tbd Dec-15May-16Sep-16Dec-15 to Sept-21 2 LEIRD. Manglunki Dec-15May-16Sep-16Dec-15 to Sept-21 3 SPS RFW. Holfe (tbc) Dec-15May-16Sep-16Dec-15 to Sept-21 No interventions in the tunnel

8. PSB SAFETY PACKAGES 1.Injection 2.PSB Rings 3.Extraction * 4.Bldg 245 * BTY excluded

9. PS SAFETY PACKAGES 2 1.Injection 2.PS Ring 3.RF Systems 4.PS Dump

10. ORGANIZATION OF LIU SAFETY DOCUMENTATION Machine Safety File Part 1 Descriptive Part 2 Demonstrative Part 3 Operational Part 4 REM LIU Safety File LIU SF SP1 LIU SF SP2 LIU SF SPn … The SP Coordinator and/or equipment holder shall write a brief description of the facility/system Based on LIU ECR or TDR Part 1 SPx Descriptive The SP Coordinator and/or equipment holder shall identify the hazards and risks, and detail the control measures taken to mitigate the risks Part 2 SPx Demonstrative The SP Coordinator and/or equipment holder shall prepare the procedures required to operate and maintain the system or the facility, to dismantle it and dispose of its components safely Part 3 SPx Operational The SP Coordinator and/or equipment holder shall compile the Safety documents which demonstrate the compliance: Test reports, certificate s of conformity, … Part 4 SPx REM Once the facility/system of SPx is in operation, the corresponding Safety Files become part of the Safety File of the corresponding machine. + LIU Safety Overview LIU SF SPx

11. STORAGE OF LIU SAFETY DOCUMENTATION https://edms.cern.ch/project/LIU-000407https://edms.cern.ch/project/LIU-000407: https://edms.cern.ch/project/CERN-0000092982https://edms.cern.ch/project/CERN-0000092982: Project phase Operation phase

12. SPARE SLIDES

13. LIU SAFETY DOCUMENTATION The safety documentation of each machine in operation is/will be composed of 4 main safety files (separate documents) :  Descriptive part Description of the project, goal, motivation Technical description of the facility and of its processes as relevant to overall safety aspects  Demonstrative part Identification of the hazards related to the facility Assessment of the risks induced by those hazards Inventory of the measures taken (technical and organizational) to remove or mitigate the risks to an acceptable level  Operational part Organization structures of operation, and maintenance of the facility Inventory of information notes, operational instructions and procedures related to safety  REM part (Records, Experience, Monitoring) Inventory of all feedbacks, inspections, safety reports, non-conformities, near-misses, incidents, accidents and experience gained

14. BEAM FACILITIES SAFETY DOCUMENTATION MachinePart I Descriptive Part II Demonstrative Part III Operational Part IV REM Editor Linac4EDMS 1227231EDMS 1280742 EDMS 1363543 EDMS 1280745 EDMS 1280750A. Funken PSBEDMS 1172544 EDMS 1172545 EDMS 1172546 EDMS 1367137I. Kobzeva PSEDMS 1167045 EDMS 1168454 EDMS 1167046 EDMS 1390058I. Kobzeva SPSRGE/RPS documents: to be reorganized according to “Quality Procedure for Safety Documentation Management” F. Pirotte Linac3 BE LEIREDMS 1173096 EDMS 1173099 EDMS 1173097I. Kobzeva For Linac4, the Safety Overview document EDMS 1363779 has already been presented to the ASN/OFSP in 2014. Homologation is ongoing. Safety Documentation will be updated at least once a year or more often in case of substantial changes.

15. PROJECT SAFETY STRUCTURE  In accordance with the Safety Regulation SR-SO, the Project Leader (PL) is responsible for Safety in the Project. SR-SO  The PL is assisted by a Project Safety Officer (PSO) who oversees and coordinates Safety aspects of the Project. -The PSO verifies that Safety aspects have been correctly considered within the different work packages, that the solutions proposed are consistent with the general Safety policy of the Project and that the Safety measures are correctly applied by the different work packages. -The PSO verifies that there are no Safety issues arising at the interface between work packages. If this happens, he/she asks the relevant work packages to apply the appropriate measures.  The work package Holders are responsible for proposing and applying the correct Safety measures for the work and equipment included in their work package.  HSE produces the Launch Safety Agreement (LSA) for non radiological aspects and delivers the safety clearance. The Radiation Protection Group takes responsibility for all radiation protection aspects.

16. PSO MANDATE FOR LIU (4/09/2013) Verifying that safety aspects have been correctly considered within the different work packages, that the proposed safety measures are consistent with the general Safety policy of the Project as well as with the CERN safety rules, and that they are effectively applied. Identifying the safety issues arising at the interface between work packages and, whenever required, asking the relevant work packages to apply appropriate measures. Coordinating the editorial work for the safety documentation of the different accelerators and facilities concerned by the project. PSO for LIU: A. Funken (In line with GSI-SO-7 which came into force in November 2014)GSI-SO-7

17. SAFETY FILE EDITOR Are specialists in matter of Safety; Collect and assemble contributions; Pilot the safety risk assessments for the demonstrative parts of the safety files; Ensure the overall coherence of the contributions to the safety files; Circulate the safety documents for checking among contributors, then for group leader approval and global approval. Safety File Editors for LIU: A. Funken, I. Kobzeva Roles and responsabilities of the Safety File Editor as defined in the document “Quality Procedure for Safety Documentation Management”, EDMS 1177755: EDMS 1177755