[Eicatjlab_admins] Fw: EIC: Review of EIC at JLab Nonconforming Procedure

Thu Aug 22 10:33:40 EDT 2024

Trying again, because I think I messed up the email address on my first try. Apologies is this is a duplication.

The NCR Procedure very briefly says Project Admins support routing and filing NCRs. I created a detailed Work Instruction on the routing activity and added it to the folder with the other documents. [https://res.public.onecdn.static.microsoft/assets/mail/file-icon/png/folder_16x16.png] Project-Specific Procedures<https://jeffersonlab.sharepoint.com/:f:/r/sites/EICPartnerProject-TJNAF/Control%20Documents/Working%20Drafts/QAG%20-%20Quality%20Assurance%20Group/Project-Specific%20Procedures?csf=1&web=1&e=oL95vW>
[https://res.public.onecdn.static.microsoft/owamail/20240809006.12/resources/images/redinfo_24.png]<https://jeffersonlab.sharepoint.com/:f:/r/sites/EICPartnerProject-TJNAF/Control%20Documents/Working%20Drafts/QAG%20-%20Quality%20Assurance%20Group/Project-Specific%20Procedures?csf=1&web=1&e=oL95vW>
 Since this is very specific to the Project Admins I am only sending this to ya'll with a CC to Katherine. Feel free to comment in the Work Instruction Doc and/or ask me any questions.

Jacob
________________________________
From: Zack Conway <conway at jlab.org>
Sent: Tuesday, August 20, 2024 16:30
To: Jacob Harris <jharris at jlab.org>; EICatJLab_L2Managers <eICatJLab_L2Managers at jlab.org>; EICatJLab_Leadership <eICatJLab_Leadership at jlab.org>
Cc: Aimee Barnard <barnard at jlab.org>; Alexander Riddle <riddle at jlab.org>
Subject: RE: EIC: Review of EIC at JLab Nonconforming Procedure

Hi Jacob:

I am totally fine with your responses and approach.

Thank you for the explanations.

Best,

Zack

From: Jacob Harris <jharris at jlab.org>
Sent: Tuesday, August 20, 2024 11:10 AM
To: Zack Conway <conway at jlab.org>; EICatJLab_L2Managers <eICatJLab_L2Managers at jlab.org>; EICatJLab_Leadership <eICatJLab_Leadership at jlab.org>
Cc: Aimee Barnard <barnard at jlab.org>; Alexander Riddle <riddle at jlab.org>
Subject: Re: EIC: Review of EIC at JLab Nonconforming Procedure

Hi Zack,

Thanks for your time  in your busy schedule to review/comment.

  1.  Corrective Action Disposition, "Repair/Modify”

     *   I try to avoid special characters "/" in something that may get tracked. I'll better define it in the procedure and/or use "Repair-Modify" in the form.

  1.  Root cause should also have standard entries. Choose from: Non-conformance to Specification, Design, Fabrication Error, Damaged.

     *   The cause section is intended to be pretty informal, e.g. no analysis. A clarification may be a good addition to the procedure or the form. Also, I'll change the title of that section on the NCR Form to "Cause Statement", or something similar.

  1.  Preventive actions should also be standardized: Choose from: Vendor contract modifications, Revise Design, Revise QA Inspection Plan, Revise Acceptance Criteria

     *   This list may become lengthy and add confusion. It's intended to be a prompt for TRs to consider ways to prevent recurrence, and may be as informal as "notify vendor of concern". A few examples may be a good addition to the procedure or form.

  1.  How is the non-conformance register being updated?  Will this be linked to the non-conformance document?  Is the non-conformance document appropriate for SRF-OPS?

     *   The Register will be updated by TRs or by a Project Admin. The L2 needs to ensure it's being used and updated.

     *   The Register may have links to the listed NCRs, but that only works after the closed NCR is consolidated into a single, signed, PDF file. The Register will live alongside the NCR subfolders/files. Hard to explain in brief text, but works well on MOLLER.

     *   As stated in the Purpose, all work done under the SRF OPs QMS is excluded from this procedure. This NCR procedure and form is consistent with SRF OPs, but not identical.

________________________________

From: Zack Conway <conway at jlab.org<mailto:conway at jlab.org>>
Sent: Tuesday, August 20, 2024 10:03
To: Jacob Harris <jharris at jlab.org<mailto:jharris at jlab.org>>; EICatJLab_L2Managers <eICatJLab_L2Managers at jlab.org<mailto:eICatJLab_L2Managers at jlab.org>>; EICatJLab_Leadership <eICatJLab_Leadership at jlab.org<mailto:eICatJLab_Leadership at jlab.org>>
Cc: Aimee Barnard <barnard at jlab.org<mailto:barnard at jlab.org>>; Alexander Riddle <riddle at jlab.org<mailto:riddle at jlab.org>>
Subject: RE: EIC: Review of EIC at JLab Nonconforming Procedure

Hi Jacob:

Thank you for these documents.  They are very nice.

A few items to discuss.

Regarding the Nonconformance Report:

  1.  Corrective Action Disposition

     *   “Repair/Modify”

  1.  Root cause should also have standard entries.

     *   Choose from: Non-conformance to Specification, Design, Fabrication Error, Damaged

  1.  Preventive actions should also be standardized:

     *   Choose from: Vendor contract modifications, Revise Design, Revise QA Inspection Plan, Revise Acceptance Criteria

How is the non-conformance register being updated?  Will this be linked to the non-conformance document?  Is the non-conformance document appropriate for SRF-OPS?

Best,

Zack

From: Jacob Harris <jharris at jlab.org<mailto:jharris at jlab.org>>
Sent: Monday, August 19, 2024 5:55 PM
To: EICatJLab_L2Managers <eICatJLab_L2Managers at jlab.org<mailto:eICatJLab_L2Managers at jlab.org>>; EICatJLab_Leadership <eICatJLab_Leadership at jlab.org<mailto:eICatJLab_Leadership at jlab.org>>
Cc: Aimee Barnard <barnard at jlab.org<mailto:barnard at jlab.org>>; Alexander Riddle <riddle at jlab.org<mailto:riddle at jlab.org>>
Subject: Re: EIC: Review of EIC at JLab Nonconforming Procedure

All,

Here are links to the [https://res-h3.public.cdn.office.net/assets/mail/file-icon/png/docx_16x16.png] EIC Non-Conformance Report Template.docx<https://jeffersonlab.sharepoint.com/:w:/r/sites/EICPartnerProject-TJNAF/Control%20Documents/Working%20Drafts/QAG%20-%20Quality%20Assurance%20Group/Project-Specific%20Procedures/EIC%20Non-Conformance%20Report%20Template.docx?d=w79f2d64bbc704e4c83b8102a1dbae32a&csf=1&web=1&e=Bvd4A3> and the [https://res.cdn.office.net/assets/mail/file-icon/png/xlsx_16x16.png] EIC NCR Register Template.xlsx<https://jeffersonlab.sharepoint.com/:x:/r/sites/EICPartnerProject-TJNAF/Control%20Documents/Working%20Drafts/QAG%20-%20Quality%20Assurance%20Group/Project-Specific%20Procedures/EIC%20NCR%20Register%20Template.xlsx?d=w6240e14d59d041149ab7b07511a5d88d&csf=1&web=1&e=gBBVmw>. They are both mentioned in the NCR Procedure and it's important to see how the form instructions match up to the form. Feel free to add comments or ask questions about these along with your review of the NCR Procedure.

Thanks. And my mistake for the omission in the original email.

Jacob

________________________________

From: Jacob Harris
Sent: Friday, August 16, 2024 16:32
To: EICatJLab_L2Managers <eICatJLab_L2Managers at jlab.org<mailto:eICatJLab_L2Managers at jlab.org>>; EICatJLab_Leadership <eICatJLab_Leadership at jlab.org<mailto:eICatJLab_Leadership at jlab.org>>
Cc: Aimee Barnard <barnard at jlab.org<mailto:barnard at jlab.org>>; Alexander Riddle <riddle at jlab.org<mailto:riddle at jlab.org>>
Subject: EIC: Review of EIC at JLab Nonconforming Procedure

EIC Admins, L2 Managers, and Leaders,

Aimee and I have started writing project-specific procedures for JLab's portion of the EIC project. The first one is

[https://res-h3.public.cdn.office.net/assets/mail/file-icon/png/docx_16x16.png]EIC at JLab Nonconformance Procedure.docx<https://jeffersonlab.sharepoint.com/:w:/r/sites/EICPartnerProject-TJNAF/Control%20Documents/Working%20Drafts/QAG%20-%20Quality%20Assurance%20Group/Project-Specific%20Procedures/EIC%20at%20JLab%20Nonconformance%20Procedure.docx?d=w399c3a514f714341881d348d048af82c&csf=1&web=1&e=RVaEWA>

. Please have a look and add comments. The online version of Word trashes the formatting, so I recommend that after opening you select "Editing" in the upper right corner and then select "Open in Desktop". All the comments will stay in the same file, and it just looks as intended.

If possible, I'd like to have all comments by late next week.

Thanks for your time,

Jacob
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