1. RSSO REPORT TE-MSC Andrea Musso – Virginia Prieto Hermosilla (RSSO’s) Acknowledgments - We wish to thanks: Michele Modena (Safety Link Person TE-MSC) for his help and valuable remarks and suggestions Our colleagues from MSC, RP and TE for their precious information which allowed us to compile this report. Davide Tommasini (TE-MSC-MNC) for his interesting input. MSC-Technical meeting

2. April 2014TE-MSC RSSO's & Safety Link Person Summary Scope of the report CERN rules Persons interviewed Findings Common points: What can be improved (RP) What can be improved (MSC) Conclusions 2

3. April 2014TE-MSC RSSO's & Safety Link Person Scope of the report TE-MSC RSSO’s and Safety Link Person were requested to perform a survey between people involved in: Activities in radioactive environment Activities on activated equipment's IMPACT and Working Dose Plans (WDP) creation Disclaimer: Following the several interviews, we summarize the points that were suggested as being the most important; this report cannot be exhaustive for all the issues pointed out during the interviews by individuals. 3

4. April 2014TE-MSC RSSO's & Safety Link Person ALARA Overview and References Activities falling in ALARA Level III must be approved by the CERN ALARA Committee SOME REFERENCES ALARA Review Working Group (ARWG (2013) (edms. 1244380 v.2)edms. 1244380 v.2 TE Department ALARA Procedure (edms.1281764)edms.1281764 LS1 IMPACT Specific meetings with TE Tech.Resp.(edms. 1269365)edms. 1269365 LS1 RP Recommendations (edms. 1261302)edms. 1261302 Individual dose equi. Level I 100 μSv Level II 1 mSv Level III Collective dose equi.500 μSv5 mSv GROUP I: Dose Criteria SOME VOCABULARY WDP: Working Dose Planning DIMR/RWP: Dossier d'Intervention en Milieu Radioactif/Radiological Work Permit. IMPACT: Tool to implement the interventions in Radioactive Environment. Still under development. It includes the activities and associated documents

5. 2013: IMPACT DATA IMPACT safety working group 5 1301 activities approved by RP 1013 activities with analysis of radiological hazards and dosimetry estimations 208 registered DIMR 68 DIMR launched in approval 207 activities with dosimetric reassessment 7 DIMR III unapproved via IMPACT but approved by the ALARA Committee TE-MSC RSSO's & Safety Link Person

6. 2013-14: TE&MSC IMPACT DATA 6TE-MSC RSSO's & Safety Link Person DIMR 2/3 ALARA 2ALARA 3 MSC202 VSC185 ABT180 TE and MSC IMPACT activities (except cancelled or rejected) during the period 2013-2014 (16 months)

7. April 2014TE-MSC RSSO's & Safety Link Person Interviews During the last weeks we had interesting and constructive discussions with the following persons: 4 Activity responsible (TE-MSC-MNC) Deputy DSO TE Department RSO TE Department 3 RP representatives 3 RSSO 7

8. April 2014TE-MSC RSSO's & Safety Link Person Findings During the interviews we found some common points: The WDP granularity is not uniform, and can vary by respect to the RP representative in charge of the request Since some months the workload to prepare the interventions is higher by respect to the past The reasons of some questions asked by RP colleagues are not always explained; this might cause misunderstanding and a feeling of over-control IMPACT approvals appear sometime too long Doses are not always correctly estimated The activities are (mostly) performed without a written and approved procedure Intervention times sometime are not correctly estimated (maybe too conservative) The limits of splitting big activities in sub-activities are not well defined (We were asked, for example: can we create one single IMPACT for the whole LS1?) 8

9. April 2014TE-MSC RSSO's & Safety Link Person Possible improvements (Actions => DGS-RP) Normalization of WDP granularity Improve communication between RP and MSC: When asking questions, do not hesitate to explain the reasons: some issues related to time, distance, necessary time to decay etc. might be trivial for experts but sometime hard to be understood if not well explained. IMPACT approvals delay: Agree common rules Following a discussion with RP colleagues we propose: - DIMR I => 48 hours max. - DIMR II => 2 weeks max. - DIMR III (ALARA committee) => 6 weeks min. Try to better estimate the doses 9

10. April 2014TE-MSC RSSO's & Safety Link Person Possible improvements (Actions => TE-MSC) Procedures: Systematic activities are rarely supported by written and approved procedures Intervention simulations (mock up or spare magnets in workshop) could be organized to prepare specific tasks in particular environments Recall responsible about their duties in terms of intervener’ safety (personnel annual dose) => Action launched, in progress Prepare intervention plans in due time Improve communication between MSC and RP: Do not hesitate to explain the reasons of the intervention, the choice of the technique and the tooling Respect (define?) delays rules for IMPACT requests 10

11. April 2014TE-MSC RSSO's & Safety Link Person Conclusions It would be useful to have written and approved procedures for the most common activities. An approach similar to SMACC project could be developed; this might appear time consuming in the beginning, but it will simplify the preparation of work and the quality in the next future Communication between RP and MSC is not always optimized. We suggest joint meeting in order to approach the issues as a unique team RP approach for the analysis of IMPACT’s and WDP’s is not homogeneous and shall be normalized (granularity,…) Time delays for approvals (IMPACT, WDP) shall be agreed between RP and MSC (partially done) The (administrative) preparation workload is higher by respect to the past, however, the availability of procedures (or templates of the WDP) and advanced planning could shorten the time needed. 11

12. April 2014TE-MSC RSSO's & Safety Link Person Thanks for your attention… 12