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SAFETY COMMISSION DATABASE SUPPORT Presented at the TS Workshop 24 th May 2005

SAFETY COMMISSION DATABASE SUPPORT Presented at the TS Workshop 24 th May 2005. S. Petit, E. Sanchez-Corral TS/CSE. Agenda. Introduction Purpose, domain of activity, objectives On-going projects The Safety Inspections Management system Radio active sources management

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SAFETY COMMISSION DATABASE SUPPORT Presented at the TS Workshop 24 th May 2005

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  1. SAFETY COMMISSION DATABASE SUPPORTPresented at the TS Workshop 24th May 2005 S. Petit, E. Sanchez-Corral TS/CSE TS/CSE 1 EDMS TS Workshop 2005

  2. 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 TS/CSE 2 EDMS TS Workshop 2005

  3. 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 TS/CSE 3 EDMS TS Workshop 2005

  4. 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 TS/CSE 4 EDMS TS Workshop 2005

  5. 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) TS/CSE 5 EDMS TS Workshop 2005

  6. 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 TS/CSE 6 EDMS TS Workshop 2005

  7. SIM - Purpose of the system • 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 TS/CSE 7 EDMS TS Workshop 2005

  8. SIM - Scope • 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 TS/CSE 8 EDMS TS Workshop 2005

  9. SIM - Objectives • 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 TS/CSE 9 EDMS TS Workshop 2005

  10. SIM – Requirements and Constraints (1) • Implementation solution using existing tools: • MTF: Manufacturing and Test Folder (LHC) • D7i: CERN Equipment db – GMAO • EDMS: Engineering Data Management System • Safetyinspections 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 TS/CSE 10 EDMS TS Workshop 2005

  11. SIM – Requirements and Constraints (2) • 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 TS/CSE 11 EDMS TS Workshop 2005

  12. SIM – Requirements and Constraints (3) • 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<running-number> • 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 TS/CSE 12 EDMS TS Workshop 2005

  13. SIM – Requirements and Constraints (4) • 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) TS/CSE 13 EDMS TS Workshop 2005

  14. SIM- Project Documentation • 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 TS/CSE 14 EDMS TS Workshop 2005

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

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

  17. Maintenance Safety Inspection SIM - Implementation • Reuse existing systems & methods Safety Inspection Document Safety Inspection Remark Safety Inspection Remark Objects equipment, building… Operations Documents access rights, distribution, lifecycle management MTF-D7i EDMS TS/CSE 17 EDMS TS Workshop 2005

  18. SIM – Implementation (2): Roles and responsibilities • 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 TS/CSE 18 EDMS TS Workshop 2005

  19. SIM – Implementation (3): Access Control • 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 TS/CSE 19 EDMS TS Workshop 2005

  20. SIM – Implementation : Web access to SIM • From the EDMS Site Page TS/CSE 20 EDMS TS Workshop 2005

  21. SIM – Implementation : Inspections list TS/CSE 21 EDMS TS Workshop 2005

  22. SIM – Implementation : Access via equipment TS/CSE 22 EDMS TS Workshop 2005

  23. SIM – Implementation : Access via building TS/CSE 23 EDMS TS Workshop 2005

  24. SIM – Implementation : Inspection Report TS/CSE 24 EDMS TS Workshop 2005

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

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

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

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

  29. SIM Project history and Plan / Phase I • Analysis and specification March-Sept 2004 • Collaboration SC & TS/CSE/QMS • Iterative process • Technical analysis and development Oct/04 – March/05 • TS/CSE/EDS • 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 • Production SIM I June 2005 • Including training of users TS/CSE 29 EDMS TS Workshop 2005

  30. SIM Open issues • 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 TS/CSE 30 EDMS TS Workshop 2005

  31. SIM Open issues (2) • 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 TS/CSE 31 EDMS TS Workshop 2005

  32. SIM Experience & Conclusions • 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) TS/CSE 32 EDMS TS Workshop 2005

  33. SIM Experience & Conclusions (2) • 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 TS/CSE 33 EDMS TS Workshop 2005

  34. Radio active sources management • 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 ! TS/CSE 34 EDMS TS Workshop 2005

  35. Radio active sources management (2) • 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 TS/CSE 35 EDMS TS Workshop 2005

  36. Management of accidents • 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 TS/CSE 36 EDMS TS Workshop 2005

  37. Management of accidents (2) • 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 TS/CSE 37 EDMS TS Workshop 2005

  38. Management of accidents (3) TS/CSE 38 EDMS TS Workshop 2005

  39. Management of Risks • 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 TS/CSE 39 EDMS TS Workshop 2005

  40. Management of Risks (2) TS/CSE 40 EDMS TS Workshop 2005

  41. CONCLUSION • 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 TS/CSE 41 EDMS TS Workshop 2005

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