safety commission database support presented at the ts workshop 24 th may 2005

TS/CSE 1 EDMSTS Workshop 2005

Safety Commission databases support

SAFETY COMMISSION DATABASE SUPPORT

Presented at the TS Workshop 24th 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– Management of accidents– Management of Risks

• Plans• Lessons learned, Conclusion



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



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



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)



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



• 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



• 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



• 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



• 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)



• 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




• 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




• 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)




• 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



SIM- Safety Inspections management workflow


Safety Commission databases supportSIM- Safety Inspections REPORTS and

REMARKS life-cycles



SIM - Implementation

• Reuse existing systems & methods

Objects equipment,building…

Operations

Maintenance

Safety Inspection Safety InspectionDocument

Safety InspectionRemark

Safety InspectionRemark

Documentsaccess rights, distribution,

lifecycle management

MTF-D7i EDMS



• 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



• 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



SIM – Implementation : Web access to SIM

• From the EDMS Site Page



SIM – Implementation : Inspections list



SIM – Implementation : Access via equipment



SIM – Implementation : Access via building



SIM – Implementation : Inspection Report


Safety Commission databases supportSIM – Implementation : Creating an Inspection

(Operation + Report)

From the Object’s “Operation” tab

InspectionCreation

Wizard


Safety Commission databases supportSIM – Implementation :

Creating an Inspection Remark

From the Inpection Report“Sub-documents” tab

RemarkCreation

Wizard


Safety Commission databases supportSIM - Inspection Life cycle & Resolution

process



Notification mail when INSPECTION REPORT is signed and distributed -> request for remarks resolution, for comments, for info

SIM - Inspection Notification emails



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



• 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



• 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)



• 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



• 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)



• 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



• 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)



• 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



• 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)



Management of accidents (3)



• 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



Management of Risks (2)



• 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