1. Safety Commission databases support TS/CSE 1 EDMS TS Workshop 2005 SAFETY COMMISSION DATABASE SUPPORT Presented at the TS Workshop 24 th May 2005 S. Petit, E. Sanchez-Corral TS/CSE

2. Safety Commission databases support TS/CSE 2 EDMS TS Workshop 2005 Agenda Introduction –Purpose, domain of activity, objectives On-going projects –The Safety Inspections Management system –Radio active sources management –Management of accidents –Management of Risks Plans Lessons learned, Conclusion

3. Safety Commission databases support TS/CSE 3 EDMS TS Workshop 2005 Introduction Purpose –Collaboration between Safety Commission and TS/CSE group started in 2004 –Transfer some SC applications onto D7i-MTF/EDMS Domains of activity –Safety inspections, accidents, risks, equipment management –TS/CSE responsible for CERN equipment management –SC responsible of safety of CERN infrastructure and personnel workplaces -> natural collaboration

4. Safety Commission databases support TS/CSE 4 EDMS TS Workshop 2005 Introduction (2) Organization –Priorities commonly agreed –Monthly SC db forum meetings, DSOC –Project meetings SC Objectives in this collaboration –Ensure interaction with other systems and databases –Assure data confidentiality and security –Support to operation and maintenance of all the systems by TS/CSE –Regular updates to integrate new users’ requirements

5. Safety Commission databases support TS/CSE 5 EDMS TS Workshop 2005 Introduction (3) TS/CSE objectives in this collaboration –Provide a good service within the minimum cost Using the group’s D7i-MTF/EDMS framework and methods Limit specific developments to very exceptional cases –If users’ requirements indicate a new system is to be designed, then review of efforts with management –New features shall be implemented for the benefits of all TS/CSE goal –Satisfy SC users and provide them good support within the resources available and foreseen by the management (1 f.t.e)

6. Safety Commission databases support TS/CSE 6 EDMS TS Workshop 2005 Safety Inspections Management Introduction –Purpose, scope and objectives The Safety Inspections Management system –Requirements and constraints –Implementation solution, tools Project history and Plans Open issues Experience gained, conclusions

7. Safety Commission databases support TS/CSE 7 EDMS TS Workshop 2005 Replace currently used FileMakerPro db “DSI” –Limitations of the existing tool on FileMakerPro –Max limit of the physical size –No real user access control –No web interface –Limitations of the functionality –Interfaces to CERN dbs, traceability, support team –Specific needs Register, manage and follow-up the safety inspections executed by the SC/GS safety inspectors Prepare and distribute the inspection reports SIM - Purpose of the system

8. Safety Commission databases support TS/CSE 8 EDMS TS Workshop 2005 Management and follow-up of safety inspections executed by SC/GS within D7I- MTF/EDMS –Phase I(Spring 05) –Buildings –Equipment –Phase II(Summer 05) –Installations –Visits to personnel posts –Works on the CERN sites (VIC-AOC) –Phase III (t.b.d.) –Management of Accidents (and FB interventions) –Management of Risks SIM - Scope

9. Safety Commission databases support TS/CSE 9 EDMS TS Workshop 2005 Equipment & installations data from CERN equipment D7i db –Covering whole life-cycle –Used by Operation and Maintenance groups Inspections information available to everybody concerned Clear definition and implementation of roles and responsibilities Complete traceability of actions (who, what, when) Management of the follow-up of the remarks and recommendations reported by the inspectors SIM - Objectives

10. Safety Commission databases support TS/CSE 10 EDMS TS Workshop 2005 Implementation solution using existing tools: –MTF: Manufacturing and Test Folder (LHC) –D7i: CERN Equipment db – GMAO –EDMS: Engineering Data Management System Safety inspections are performed on buildings, equipment and installations. –The new system SIM shall allow the registration of safety inspections only on objects registered in the D7i CERN equipment database SIM – Requirements and Constraints (1)

11. Safety Commission databases support TS/CSE 11 EDMS TS Workshop 2005 Safety equipment must be uniquely identified and marked –SC code registered in SC/GS db, is also engraved on equipment Only way today to physically identify the equipment –SC/GS equipment naming convention different from the one used by equipment groups Equipment groups do not (yet) have a common equipment convention Migration of equipment and installations data from SC db to D7i dbs and SIM –SC Safety equipment attributes migrated to D7i equipment Effort to homogenise and simplify equipment classes –Solve conflicts for some classes (TS/CV,FM, AT/ACR, ECR) –Last inspection and current/next inspection SIM – Requirements and Constraints (2)

12. Safety Commission databases support TS/CSE 12 EDMS TS Workshop 2005 Assure traceability of equipment and installations inspected –Ensure equipment is registered in D7i as equipment and not as functional position (FP) as most of the TS equipment SC Equipment identified as FP in D7i have to be created as equipment and then attached to the concerned FP CERN Equipment identification for multi-purpose material: CR –Impact was studied with equipment groups, procedures defined and implemented within D7i –Equipment reception and commissioning procedure being prepared covering quality assurance, data quality and safety activities SIM – Requirements and Constraints (3)

13. Safety Commission databases support TS/CSE 13 EDMS TS Workshop 2005 Clear definition of roles and responsibilities –For equipment and installations, identify and assign in D7i a ‘responsible’ (equipment supervisors, O&M manager) to whom the Inspection Report is sent for remarks resolution In collaboration with equipment groups –TS: IC, CV, FM, EL, MME; AT: ACR, ECR Defined per equipment class or O&M maintenance team –Use the responsible defined in SC db if exists –For buildings: TSO (and TSO’s Department Leader) SIM – Requirements and Constraints (4)

14. Safety Commission databases support TS/CSE 14 EDMS TS Workshop 2005 User’s Requirements Document, URD –EDMS Doc. 462063 Safety Inspections management workflow –EDMS Doc. 495127 Safety Inspections REPORTS and REMARKS life-cycles –EDMS Doc. 487824 Production plan of the safety inspections management system within D7i-MTF/EDMS –EDMS Doc. 551326 SIM- Project Documentation

15. Safety Commission databases support TS/CSE 15 EDMS TS Workshop 2005 SIM- Safety Inspections management workflow

16. Safety Commission databases support TS/CSE 16 EDMS TS Workshop 2005 SIM- Safety Inspections REPORTS and REMARKS life-cycles

17. Safety Commission databases support TS/CSE 17 EDMS TS Workshop 2005 SIM - Implementation Reuse existing systems & methods Objects equipment, building… Operations Maintenance Safety Inspection Document Safety Inspection Remark Safety Inspection Remark Documents access rights, distribution, lifecycle management MTF-D7iEDMS

18. Safety Commission databases support TS/CSE 18 EDMS TS Workshop 2005 Roles defined in workflow and Inspection Report and Remarks life-cycles SC/GS Inspectors: create and manage Inspections Reports (IR) and their remarks IR Remarks resolution responsible: defined depending on object inspected –buildings -> TSO –equipment & installations supervisors as defined in D7i SC and management of departments owners of inspected objects: consult, statistics, plans SIM – Implementation (2) : Roles and responsibilities

19. Safety Commission databases support TS/CSE 19 EDMS TS Workshop 2005 All the inspectors have same access rights on all the inspections –Create, modify, sign and distribute, validate and close –System tracks actions (who, when, what) Total visibility of inspections data by EDMS users –Assure data availability, transparency and traceability –A more restricted strategy can be defined if experience after some months of operation shows it is required SIM – Implementation (3) : Access Control

20. Safety Commission databases support TS/CSE 20 EDMS TS Workshop 2005 SIM – Implementation : Web access to SIM From the EDMS Site Page

21. Safety Commission databases support TS/CSE 21 EDMS TS Workshop 2005 SIM – Implementation : Inspections list

22. Safety Commission databases support TS/CSE 22 EDMS TS Workshop 2005 SIM – Implementation : Access via equipment

23. Safety Commission databases support TS/CSE 23 EDMS TS Workshop 2005 SIM – Implementation : Access via building

24. Safety Commission databases support TS/CSE 24 EDMS TS Workshop 2005 SIM – Implementation : Inspection Report

25. Safety Commission databases support TS/CSE 25 EDMS TS Workshop 2005 SIM – Implementation : Creating an Inspection (Operation + Report) From the Object’s “Operation” tab Inspection Creation Wizard

26. Safety Commission databases support TS/CSE 26 EDMS TS Workshop 2005 SIM – Implementation : Creating an Inspection Remark From the Inpection Report “Sub-documents” tab Remark Creation Wizard

27. Safety Commission databases support TS/CSE 27 EDMS TS Workshop 2005 SIM - Inspection Life cycle & Resolution process

28. Safety Commission databases support TS/CSE 28 EDMS TS Workshop 2005 Notification mail when INSPECTION REPORT is signed and distributed -> request for remarks resolution, for comments, for info SIM - Inspection Notification emails

29. Safety Commission databases support TS/CSE 29 EDMS TS Workshop 2005 1.Analysis and specification March-Sept 2004 –Collaboration SC & TS/CSE/QMS –Iterative process 2.Technical analysis and development Oct/04 – March/05 –TS/CSE/EDS 3.Pilot: tests and validation Feb – May 2005 –Preparation of sample equipment data –Tests by project team (SC, TS), by pilot users –Migration of DSI equipment safety attributes to D7i –Migration DSI inspections’ data into SIM –Final tests (SC/GS & TS/CSE) –Validation by SC 4.Production SIM I June 2005 –Including training of users SIM Project history and Plan / Phase I

30. Safety Commission databases support TS/CSE 30 EDMS TS Workshop 2005 Migration into D7i of DSI equipment data –Equipment class with conflict, not found existing object to ‘map’ Study and define an easy use of SIM and D7i for the management and follow-up of interventions by equipment groups due to resolution of inspection reports remarks Need to specify the location more precisely by the office number expressed by SC/GS (and others groups) Complete processing of SIM pilot tests reports and with SC/GS define priorities for the integration of improvements Identify areas which could be improved with benefit for all the MTF-EDMS users SIM Open issues

31. Safety Commission databases support TS/CSE 31 EDMS TS Workshop 2005 Complete SIM and EDMS training of SC/GS inspectors In collaboration of with SC/GS inform of SIM production start- up to future users (TSOs, DSOs, equipment supervisors). –Safety related procedures and recommendations (to be presented by SC/GS) –Use of the SIM system (to be presented by TS) Make users aware of the benefits using SIM despite the extra initial effort required Present clearly roles of ST/GS and TS/CSE –SC to ensure that the persons concerned by the safety inspections are aware of their roles and responsibilities, and that procedures defined are followed –TS/CSE mandate limited to the operation of SIM and to provide support to users SIM Open issues (2)

32. Safety Commission databases support TS/CSE 32 EDMS TS Workshop 2005 The majors benefits of the SIM are: –Safety inspectors and equipment supervisors work on the same system and share same data –Provides management of equipment during whole life-cycle –Reporting tools will help users to better identify problems requiring urgent actions Good experience, profit to improve –Effort to homogenise equipment classes in GMAO D7i db –Effort to identify objects and data differences between SC dbs and GMAO D7i db –SC Safety equipment attributes migrated from DSI db are now associated to D7i equipment –Last inspections data migrated for each object (identified in GMAO D7i db) –Better equipment data quality thanks to a better definition of roles and responsibilities during whole equipment life-cycle –Reception and Commissioning of Equipment and Installations procedure (under preparation) SIM Experience & Conclusions

33. Safety Commission databases support TS/CSE 33 EDMS TS Workshop 2005 Requirements and constraints of the various groups involved are different –Difficult to find a good compromise –Effort put during the whole project SC/GS “very demanding” –Very time and energy consuming, and the negotiations have not always been easy –Try to keep our objective of providing a good service within the minimum cost and within the resources available and foreseen Effort required was underestimated for: –The migration of DSI data into SIM and D7i –The training of SC/GS inspectors and making them participate to tests Processing of the SC/GS tests reports is delicate –Not easy to agree on priorities and solutions for integration of improvements Production start-up being prepared in close collaboration with SC/GS and other future SIM users SIM Experience & Conclusions (2)

34. Safety Commission databases support TS/CSE 34 EDMS TS Workshop 2005 Request from SC/RP: complete re-engineering of the current application (March 2004) –Oracle db and Oracle Forms (not longer supported) –Very poor design at db and application level –Operational problems and new users’ requirements MP5 (previous version of D7i) was proposed –Asset tracking and inspections management Prototype provided (July & August 2004) –Despite lack of written user’ specification –Some specific development requiring little effort, MP5 configuration and data sample migration, custom report –Requests to change the user interface were rejected ! Radio active sources management

35. Safety Commission databases support TS/CSE 35 EDMS TS Workshop 2005 Prototype evaluated by SC/RP but they did not accept it (August 2004) –Benefits of using MP5 recognized and specific development done appreciated –MP5 was found too complex and heavy for their needs and resources available (only one user !) –Lack of Web interface, limited reporting facilities, no possibility to change the standard interface –Decision to re-study the project when MP5 upgraded to D7i This project is in the plan for 2005 Radio active sources management (2)

36. Safety Commission databases support TS/CSE 36 EDMS TS Workshop 2005 Project being defined with SC (GS, ME, FB, IE) -> since March 2005 –Purpose, scope, objectives; applicable safety rules, related systems –Roles and responsibilities of each group –Project organization, resources and plan Analysis on-going –Objective is to have a validated users’ specification by August 2005 –TS/CSE/EDS to evaluate feasibility of developing the system within the D7i-MTF/EDMS framework Based on feasibility study, a project plan will be defined in collaboration with SC Management of accidents

37. Safety Commission databases support TS/CSE 37 EDMS TS Workshop 2005 First results of the analysis –A unique and shared declaration for each accident, but with a few ‘authors’ and actors from different groups –Accidents data is confidential and shall be protected Access privilege could be defined via CERN HR official roles. –Assure an efficient team-up of all the different groups and services concerned. Open issues –Accidents registration and accidents closure conditions –Definition of the accident information views –Interaction with other systems: Medical service, FB interventions, SIM/inquiries, EDH/Code A2 and HS50 Management of accidents (2)

38. Safety Commission databases support TS/CSE 38 EDMS TS Workshop 2005 Management of accidents (3)

39. Safety Commission databases support TS/CSE 39 EDMS TS Workshop 2005 Project being defined by SC A new database is to be entirely developed Different risks types, different criteria, and associated to a specific level of location, from buildings to offices or any other location type –Some risks (asbestos, chemical) already exist in CERN Patrimony db –Radiological, electrocution, noise, light, temperature, … Risks are also defined associated to specific equipment and operational modes The main users of this Risks database will be the Safety Commission –SC mandate: provide and keep up to date the data –Used CERN-wide Management of Risks

40. Safety Commission databases support TS/CSE 40 EDMS TS Workshop 2005 Management of Risks (2)

41. Safety Commission databases support TS/CSE 41 EDMS TS Workshop 2005 Despite initial difficult communication, motivation and common interest have given good results. Defining the objectives and agree on the priorities have required a fair deal of negotiations with the Safety Commission. The experience gained so far will facilitate other projects This collaboration is interesting for our group, with benefits for the CERN-wide community –With the new SIM system we have made a big step forward in the safety inspection management and follow-up of equipment –Furthermore, the quality of the data equipment has also improved The LHC machine remains the highest priority for the TS/CSE group –Implementation of on-going studies will depend on the feasibility analysis and available resources CONCLUSION