[Pansophy] FW: Docushare SRF Folder

[Valerie Bookwalter]

FYI

@Allen Samuels<mailto:samuels at jlab.org> I have already started the process for the MSFM for David.
And I am trying to get an answer from Phil on the Chem Manual.

Valerie

From: Tiffany Ganey
Sent: Tuesday, February 1, 2022 2:01 PM
To: Valerie Bookwalter <bookwalt at jlab.org>
Subject: RE: Docushare SRF Folder

Hi Valerie -

My comments and ramblings in purple below.  Some might get out of Pansophy's area but once I got started ... :)  I haven't been involved in the ISO discussions to know exactly what is required / expected to change.

Tiffany Ganey

From: Valerie Bookwalter <bookwalt at jlab.org<mailto:bookwalt at jlab.org>>
Sent: Tuesday, February 1, 2022 12:26 PM
To: Tiffany Ganey <ganey at jlab.org<mailto:ganey at jlab.org>>
Cc: SRF Pansophy (pansophy at jlab.org<mailto:pansophy at jlab.org>) <pansophy at jlab.org<mailto:pansophy at jlab.org>>
Subject: RE: Docushare SRF Folder

Tiffany,

Thanks for the info. I did not realize that they had not been moved.

Thoughts-

  1.  The SRFOPS-PR-CLNRM-LEAK Leak Sizing Helper - this looks like a "form" used for leak testing. It may be useful to turn it into a Master Form (MSFR) as per Jacob's Doc Proc. So, I could get Allen to convert and move to the same area as the other WCDs as SRFOPS-MSFM-CLNRM-LEAK-SIZING?
Looks like this is owned by David Savransky.  I can email him (copy Pansophy) to kick off this discussion.

  1.  Nitrogen Oven Manual in Prod Chem Rm - this is a manual, correct? I guess SRFOPS doesn't have a standard "manuals" area unless Phil Denny has one. I will check with Jacob and Phil about this. I do agree there should be a single location for Facility Manuals. I'll keep you posted on what I find out.
Looks like this is owned by Ashley Mitchell.  I thought chemistry had an area where they stored their manuals.  I'll send her an email to see if this manual is also already saved somewhere else in Docushare or if there is a dedicated chemistry manual folder.

  1.  What other "forms" or "manuals" might be under the same categories as the 2 above? I know this may be a large list and I can certainly get some help from Jacob/Phil/Allen to pull them together. I just don't know where they are currently being kept. I do know the Phil has most of the facility type stuff so that may be a start. Any ideas?
I think chemistry has some forms that they use that are saved in a dedicated chemistry area in Docushare.  I can also think of the VTRF excel spreadsheets that are used by several projects.  There is also a file that Roland uses for the RF incoming inspection - I think this might be saved on the M drive (or maybe even a C drive).  I put some user manuals for the L2HE project into the L2HE referenced files folders - I think that C75 may also use some of these manuals but I haven't chased down whether they are actually duplicate documents in each project.  So basically I think they are everywhere.  I like the thought of having "one place" to find these but think it might be more of a case of getting them moved as procedures / travelers are updated.  I am a little concerned about how the single storage location for these forms / manuals stays up-to-date and organized.  After a couple years of adding files, it seems like it will be overwhelming to find / use the folder - if unused / out-of date documents are deleted / archived occasionally.  It's my understanding is that the Docushare link "breaks" if you move the file (say from the current documents to an archive documents folder) - so we would have to be certain that the file is no longer needed before it gets moved.  I guess if another part of the ISO rules is more frequent review of all travelers and procedures to ensure they are up-to-date and in-use, this may help with keeping the references updated as well.

  1.  Also, we can do a database dump of referenced files from travelers. We did this a few months ago when we started looking at the feasibility of creating Master Procedures. They are quite a mess right now, but we can move forward in trying to cleanup. The ISO is changing a lot of "normal operations" to something new and it will take time to get there and get people into the new way of thinking. I'm having a hard time keeping up. LOL.
I agree that it will take a while to get in the habit of keeping the documents in line with ISO.  I think that record keeping / tracking (or Docushare reporting?) - even for "finished" projects - will be critical for understanding the status of all documents, but then everyone writing documents also needs to know where to find and how to use the most up to date links.  It would be really helpful (but I'm not sure that it is within our control) to have hyperlinks not break if the file is moved location, and to have the hyperlink not break if a more recent revision is uploaded.  I guess that every time a more recent reference document is uploaded, the calling document needs to be reviewed to determine if it also needs to be updated - and that we can't assume that the updated reference document will directly work for the calling document - but not having documents linking to old revisions would be good.

  1.  I also reached out to Harry Fanning for the correct location of the TOSPs/OSPs. Several of the travelers linked to outdated versions. It may be helpful to get that directory front and center for folks (maybe a link in Pansophy for easy reference?) so that the correct version is linked. It is one of the links Allen checks but he doesn't know what is "valid" or not.
It's my understanding that the TOSP/OSPs change every year - which causes the hyperlink to change.  Again if the hyperlink didn't change with a new revision, this would be very helpful.  I think that a easy to find link in Pansophy to the overall directory / website for TOSP/OSPs would be helpful.  If it isn't possible to have a static link for TOSP/OSPs, I think that any traveler or procedure that references an TOSP/OSP should point to the general location of all TOSP/OSPs and/or the Pansophy link so that the user can find the most up to date version.  I believe that having hyperlinks that go to out of date or broken links is worse than having no link (or a link to a high level folder with instruction on what to look for).

Any other thoughts on what we can do to help authors? Maybe an area in Pansophy with links to Master Procedures? OSPs? Author help?
Let me know what we can do to make this system work better under the new ISO conditions.


  *   This may be out of our ability to control but I would love to be able to hyperlink to a document in Document Control.  Currently I'll save a copy to a Docushare location that I can hyperlink to - but I prefer having a "single source".  This also leads to the document hyperlink getting out of sync with the most current revision.
  *   I think that the "dead" links or links to out of date documents is a significant problem (for ISO).  Anything that can be done to let the links still work as the reference documents are updated would be helpful - or having some type of warning that there is a more recent revision available.
  *   I like the thought of a Pansophy link to all Master Procedures (and Forms and manuals?).  I think that a) people sometimes don't know that the document exists and b) don't know where to find it.
  *   I think that as we are making the list of documents for any new project (or updating the list for any project), doing a review of the master documents would be good - either to determine that an applicable master procedure already exists (or can be updated to incorporate that project's requirements) or identify any documents that would better to be created as a Master document instead of project specific.  I think that the Pansophy "pushing back" on creating new project-specific procedures and encouraging the use of Master procedures would be good.  It takes a while longer in the beginning to make an SRF document, but I think that we'll save time in the long run.  This actually also reminds me that I want to bring you into a conversation about how the SRF documents will work with an effort Charlie kicked off with creating a "particulate free specification" (which will hopefully one day provide requirements on how to clean / assemble components and "standardized processes") - I'll cycle back around to discuss this with you when the team effort actually gets started.
  *   My opinion is that procedures should be SRF to the extent practical but travelers should be project specific (although having a traveler "template" for applicable SRF procedures would help authors).
  *   I think that going with the increased effort / attention to getting documents in good condition is verifying that they are used (or at least the work is being done in accordance with).  This may not be in Pansophy's area of responsibility.  I just don't know that the answer "because of ISO" is sufficient to the question of "why do I need to spend so much time on getting the documents in good condition" - but I would be hopeful that if it provides some benefit for the people using the documents which would be more motivation.
  *   Might also be helpful to have computer screens / tablets (?) available at more of the work stations so that the user can easily have the most current document pulled up.  It seems that sometimes once a procedure is written once, it gets printed and that all print copies may not get replaced with the new revisions.
  *   As a complete wishlist item - I would love to see each work station have a webpage / SharePoint page / Pansophy page (?) that had links to anything that work center might need (like the relevant project travelers, SRF procedures, TOSP/OSPs, etc.) so that the tech didn't have to go search in all the different locations.  It's another thing that would have to be maintained in order to be useful - but I think we could save time from individuals searching and/or doing rework because an existing document couldn't be found.


And THANK YOU!! You have done so much in helping make this better!

Valerie

From: Tiffany Ganey
Sent: Tuesday, February 1, 2022 9:22 AM
To: Valerie Bookwalter <bookwalt at jlab.org<mailto:bookwalt at jlab.org>>
Subject: Docushare SRF Folder

Hi Valerie - as I was checking on the status of various documents, I noticed that the Approved procedures have been moved out of the SRF Common Procedures, Approved Procedures folder but that some documents were left in the Procedure Included Files folder.  I'm assuming that if you tried to move these Procedure Included Files files that the hyperlinks would break?  Going forward, where should the reference files be saved for SRF documents?  If possible, I would prefer to see one folder that has all the reference files (that aren't a procedure) - sometimes I will hyperlink a reference to both a traveler and procedure - and then I have trouble remembering which folder I saved the reference into (or I have multiple copies saved).

Tiffany Ganey

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