[Pansophy] FW: CHEM ROOM Manual - location? (looking for information)

Mon Feb 7 11:24:51 EST 2022

From: Valerie Bookwalter
Sent: Monday, February 7, 2022 9:23 AM
To: E. Anne McEwen <mcewen at jlab.org>
Subject: RE: CHEM ROOM Manual - location? (looking for information)

Anne,

Yes. Tiffany and Ashley have a Manual that is linked inside a Master Procedure. When moving these files to the "new" DocuShare area that was setup for Master Procedures I questioned whether "manuals" should be kept in the "included files" folder. I am trying to help move to a "single" location for certain document types (like equipment manuals). Jacob said to look in the registry and Phil is listed as the person responsible for equipment manuals. I couldn't get a full answer from Phil, so I pushed him. The directory is a bit of a mess and not clearly labeled as to where documents go and what is the latest version. That's when Jacob said Megan needed to sort out, but Megan wasn't part of the initial setup nor the procedure writeup. Additionally, during the audit she was requested to change the wording from "work center leads" to "group leads". So, Ashley keeping copies of the manuals for equipment in the Production Chem Room doesn't seem correct. And Phil seems to agree. He went through a lot of work with Kurt Macha to move manuals and such into a centralized area. It will be more confusing to have equipment manuals by Work Centers, especially when Phil's group is responsible for their operation and maintenance. And trying to link to "work area manuals" that are in different directories in DocuShare could prove to be a problem and maintenance nightmare. On the other hand, procedures and such about the use and practice of using the equipment, I do think, is the responsibility of the work center leads. For now I plan to put the manual into Phil's directory and link the Master Procedure there. I have been speaking with Megan and she is going to follow-up with this discussion and the changes to her procedure. So, I will let her sort it out. Her role, as I understand it, is to keep the registry and not decide where the "knowledge" documents are to be stored. If I am misunderstanding this, please let me know. Otherwise I have a next step and will let Megan follow up.

Thank you for checking up on this.

Valerie

From: E. Anne McEwen
Sent: Friday, February 4, 2022 8:49 AM
To: Valerie Bookwalter <bookwalt at jlab.org<mailto:bookwalt at jlab.org>>
Subject: FW: CHEM ROOM Manual - location? (looking for information)

Hello Valerie

To follow up, are you following up now on the area for linking of Documents found in Travelers ?

I assumed it would be in docushare , where it has often been in the past

Your Records and Megan's Org Knowledge procedures may need a sentence added to explain about this

Please let me know if we need a special meeting so it can be discussed with the stake holders

Thanks Anne

From: Jacob Harris <jharris at jlab.org<mailto:jharris at jlab.org>>
Sent: Wednesday, February 2, 2022 3:31 PM
To: Philip Denny <denny at jlab.org<mailto:denny at jlab.org>>; Valerie Bookwalter <bookwalt at jlab.org<mailto:bookwalt at jlab.org>>; Tony Reilly <areilly at jlab.org<mailto:areilly at jlab.org>>
Cc: E. Anne McEwen <mcewen at jlab.org<mailto:mcewen at jlab.org>>; SRF Pansophy (pansophy at jlab.org<mailto:pansophy at jlab.org>) <pansophy at jlab.org<mailto:pansophy at jlab.org>>; Kirk Davis <kdavis at jlab.org<mailto:kdavis at jlab.org>>; Tiffany Ganey <ganey at jlab.org<mailto:ganey at jlab.org>>; Ashley Anderson Mitchell <ashleya at jlab.org<mailto:ashleya at jlab.org>>
Subject: RE: CHEM ROOM Manual - location? (looking for information)

My recommendation is to split the thought process. For Megan's Org Knowledge Process, Work Center Leads gather and organize their knowledge-based documents in a logical way and list them (with location) on the Org Knowledge Register. For the Pansophy Traveler System, we use links that must point to files located in a protected folder. Traveler authors must identify any appropriate reference documents, ensure they have the correct revision, and provide the files to the Pansophy Team for linking.

It's not the ideal data management technique and it is not the most efficient, but duplicating files is a necessary consequence of having logical Work Center directories and protected traveler links.

Jacob

From: Philip Denny
Sent: Wednesday, February 2, 2022 2:39 PM
To: Valerie Bookwalter <bookwalt at jlab.org<mailto:bookwalt at jlab.org>>; Jacob Harris <jharris at jlab.org<mailto:jharris at jlab.org>>; Tony Reilly <areilly at jlab.org<mailto:areilly at jlab.org>>
Cc: E. Anne McEwen <mcewen at jlab.org<mailto:mcewen at jlab.org>>; SRF Pansophy (pansophy at jlab.org<mailto:pansophy at jlab.org>) <pansophy at jlab.org<mailto:pansophy at jlab.org>>; Kirk Davis <kdavis at jlab.org<mailto:kdavis at jlab.org>>; Tiffany Ganey <ganey at jlab.org<mailto:ganey at jlab.org>>; Ashley Anderson Mitchell <ashleya at jlab.org<mailto:ashleya at jlab.org>>
Subject: Re: CHEM ROOM Manual - location? (looking for information)

Bingo. Sorry I could not articulate your comments Valerie

________________________________
From: Valerie Bookwalter <bookwalt at jlab.org<mailto:bookwalt at jlab.org>>
Sent: Wednesday, February 2, 2022 2:38 PM
To: Jacob Harris <jharris at jlab.org<mailto:jharris at jlab.org>>; Tony Reilly <areilly at jlab.org<mailto:areilly at jlab.org>>
Cc: E. Anne McEwen <mcewen at jlab.org<mailto:mcewen at jlab.org>>; SRF Pansophy (pansophy at jlab.org<mailto:pansophy at jlab.org>) <pansophy at jlab.org<mailto:pansophy at jlab.org>>; Kirk Davis <kdavis at jlab.org<mailto:kdavis at jlab.org>>; Tiffany Ganey <ganey at jlab.org<mailto:ganey at jlab.org>>; Philip Denny <denny at jlab.org<mailto:denny at jlab.org>>; Ashley Anderson Mitchell <ashleya at jlab.org<mailto:ashleya at jlab.org>>
Subject: RE: CHEM ROOM Manual - location? (looking for information)

Jacob,

I'm sorry, but I agree with Phil.

How exactly is this going to work?

I went to the registry as you told me to look at and Phil's name is listed for facilities.

Now you're telling me each WCA keeps their own?

So manuals are being kept in 2 places? Along with OATs/FATs/etc?

But if something goes wrong with equipment they go to Phil's group.

So, now I'm even more confused than before.

And, now you want Megan to fix this, who wasn't a part of the original discovery nor had any input on the procedure?

Please help me understand. I just wanted a place where facility equipment manuals could be placed so that WCDs are linked appropriately and we follow ISO requirements (I know that doesn't say much because you can say anything you want as long as you do what you say...?)

Please help.

Desperately seeking knowledge,

Valerie

From: Philip Denny
Sent: Wednesday, February 2, 2022 2:16 PM
To: Jacob Harris <jharris at jlab.org<mailto:jharris at jlab.org>>; Ashley Anderson Mitchell <ashleya at jlab.org<mailto:ashleya at jlab.org>>; Valerie Bookwalter <bookwalt at jlab.org<mailto:bookwalt at jlab.org>>
Cc: E. Anne McEwen <mcewen at jlab.org<mailto:mcewen at jlab.org>>; SRF Pansophy (pansophy at jlab.org<mailto:pansophy at jlab.org>) <pansophy at jlab.org<mailto:pansophy at jlab.org>>; Tony Reilly <areilly at jlab.org<mailto:areilly at jlab.org>>; Kirk Davis <kdavis at jlab.org<mailto:kdavis at jlab.org>>; Tiffany Ganey <ganey at jlab.org<mailto:ganey at jlab.org>>
Subject: Re: CHEM ROOM Manual - location? (looking for information)

All,

I am glad I wasted my time on this with Kurt Macha.

Do what you want.,

Phil

________________________________

From: Jacob Harris <jharris at jlab.org<mailto:jharris at jlab.org>>
Sent: Wednesday, February 2, 2022 2:14 PM
To: Ashley Anderson Mitchell <ashleya at jlab.org<mailto:ashleya at jlab.org>>; Valerie Bookwalter <bookwalt at jlab.org<mailto:bookwalt at jlab.org>>; Philip Denny <denny at jlab.org<mailto:denny at jlab.org>>
Cc: E. Anne McEwen <mcewen at jlab.org<mailto:mcewen at jlab.org>>; SRF Pansophy (pansophy at jlab.org<mailto:pansophy at jlab.org>) <pansophy at jlab.org<mailto:pansophy at jlab.org>>; Tony Reilly <areilly at jlab.org<mailto:areilly at jlab.org>>; Kirk Davis <kdavis at jlab.org<mailto:kdavis at jlab.org>>; Tiffany Ganey <ganey at jlab.org<mailto:ganey at jlab.org>>
Subject: RE: CHEM ROOM Manual - location? (looking for information)

Maintaining manuals is a good idea. Manuals are part of the Organization Knowledge Process and Meagan owns a procedure that imposes requirements on Work Center Leads. I would like Meagan to take the lead in advising/coordinating locations and formats with Work Canter Leads to ensure her procedure/process is being followed.

Jacob

From: Ashley Anderson Mitchell
Sent: Wednesday, February 2, 2022 2:12 PM
To: Valerie Bookwalter <bookwalt at jlab.org<mailto:bookwalt at jlab.org>>; Philip Denny <denny at jlab.org<mailto:denny at jlab.org>>; Jacob Harris <jharris at jlab.org<mailto:jharris at jlab.org>>
Cc: E. Anne McEwen <mcewen at jlab.org<mailto:mcewen at jlab.org>>; SRF Pansophy (pansophy at jlab.org<mailto:pansophy at jlab.org>) <pansophy at jlab.org<mailto:pansophy at jlab.org>>; Tony Reilly <areilly at jlab.org<mailto:areilly at jlab.org>>; Kirk Davis <kdavis at jlab.org<mailto:kdavis at jlab.org>>; Tiffany Ganey <ganey at jlab.org<mailto:ganey at jlab.org>>
Subject: Re: CHEM ROOM Manual - location? (looking for information)

Valerie,

I copied the oven procedure over to the manual folder.  I didn't delete it from the procedures included files location though in case Phil wanted to store it somewhere on his end too.

Here is the new Manual folder in Prod Chem.
https://jlabdoc.jlab.org/docushare/dsweb/View/Collection-52884

________________________________

From: Valerie Bookwalter <bookwalt at jlab.org<mailto:bookwalt at jlab.org>>
Sent: Wednesday, February 2, 2022 2:09 PM
To: Ashley Anderson Mitchell <ashleya at jlab.org<mailto:ashleya at jlab.org>>; Philip Denny <denny at jlab.org<mailto:denny at jlab.org>>; Jacob Harris <jharris at jlab.org<mailto:jharris at jlab.org>>
Cc: E. Anne McEwen <mcewen at jlab.org<mailto:mcewen at jlab.org>>; SRF Pansophy (pansophy at jlab.org<mailto:pansophy at jlab.org>) <pansophy at jlab.org<mailto:pansophy at jlab.org>>; Tony Reilly <areilly at jlab.org<mailto:areilly at jlab.org>>; Kirk Davis <kdavis at jlab.org<mailto:kdavis at jlab.org>>; Tiffany Ganey <ganey at jlab.org<mailto:ganey at jlab.org>>
Subject: RE: CHEM ROOM Manual - location? (looking for information)

Thank You Ashley!

It may be good that each Work Center Area maintain their manuals.

@Jacob Harris<mailto:jharris at jlab.org>

@Philip Denny<mailto:denny at jlab.org>

Is this okay with you?

Valerie Bookwalter

Jefferson Lab, SRF Department

Pansophy Team

1-757-269-5802 (OFFICE - currently working offsite)

From: Ashley Anderson Mitchell
Sent: Wednesday, February 2, 2022 1:33 PM
To: Valerie Bookwalter <bookwalt at jlab.org<mailto:bookwalt at jlab.org>>; Philip Denny <denny at jlab.org<mailto:denny at jlab.org>>
Cc: Jacob Harris <jharris at jlab.org<mailto:jharris at jlab.org>>; E. Anne McEwen <mcewen at jlab.org<mailto:mcewen at jlab.org>>; SRF Pansophy (pansophy at jlab.org<mailto:pansophy at jlab.org>) <pansophy at jlab.org<mailto:pansophy at jlab.org>>; Tony Reilly <areilly at jlab.org<mailto:areilly at jlab.org>>; Kirk Davis <kdavis at jlab.org<mailto:kdavis at jlab.org>>; Tiffany Ganey <ganey at jlab.org<mailto:ganey at jlab.org>>
Subject: Re: CHEM ROOM Manual - location? (looking for information)

Valerie,

I made a folder in the Production Chem folder for manuals of equipment in the chem room.  The oven procedure can go there and I saw a few other manuals I can move there too.

________________________________

From: Valerie Bookwalter <bookwalt at jlab.org<mailto:bookwalt at jlab.org>>
Sent: Wednesday, February 2, 2022 11:45 AM
To: Philip Denny <denny at jlab.org<mailto:denny at jlab.org>>
Cc: Jacob Harris <jharris at jlab.org<mailto:jharris at jlab.org>>; E. Anne McEwen <mcewen at jlab.org<mailto:mcewen at jlab.org>>; SRF Pansophy (pansophy at jlab.org<mailto:pansophy at jlab.org>) <pansophy at jlab.org<mailto:pansophy at jlab.org>>; Tony Reilly <areilly at jlab.org<mailto:areilly at jlab.org>>; Kirk Davis <kdavis at jlab.org<mailto:kdavis at jlab.org>>; Ashley Anderson Mitchell <ashleya at jlab.org<mailto:ashleya at jlab.org>>; Tiffany Ganey <ganey at jlab.org<mailto:ganey at jlab.org>>
Subject: RE: CHEM ROOM Manual - location? (looking for information)

Phil,

Thank you for your reply but that doesn't answer my questions.

I was referring to the directory you sent me, but what I need to know is what documents should be put there?

Production Chemistry has another area with "manuals", do you own them?

These are the documents in YOUR AREA... (some are OUT OF DATE).

[cid:image001.jpg at 01D81C04.107BB7E0]

And these are the documents in the Production Chemistry Group area

[cid:image002.jpg at 01D81C04.107BB7E0]

Manuals exist in both places!

Thank you for your attention and help with this.

Valerie Bookwalter

Jefferson Lab, SRF Department

Pansophy Team

1-757-269-5802 (OFFICE - currently working offsite)

From: Philip Denny
Sent: Tuesday, February 1, 2022 1:18 PM
To: Valerie Bookwalter <bookwalt at jlab.org<mailto:bookwalt at jlab.org>>
Cc: Jacob Harris <jharris at jlab.org<mailto:jharris at jlab.org>>; E. Anne McEwen <mcewen at jlab.org<mailto:mcewen at jlab.org>>; SRF Pansophy (pansophy at jlab.org<mailto:pansophy at jlab.org>) <pansophy at jlab.org<mailto:pansophy at jlab.org>>; Tony Reilly <areilly at jlab.org<mailto:areilly at jlab.org>>
Subject: Re: CHEM ROOM Manual - location? (looking for information)

Hi Valerie,

I started organizing and updating the files and locations when Kurt Macha was tasked Organizational Knowledge for ISO.

I put the files in:

https://jlabdoc.jlab.org/docushare/dsweb/View/Collection-16429

Phil

From: Valerie Bookwalter <bookwalt at jlab.org<mailto:bookwalt at jlab.org>>
Sent: Tuesday, February 1, 2022 1:04 PM
To: Philip Denny <denny at jlab.org<mailto:denny at jlab.org>>
Cc: Jacob Harris <jharris at jlab.org<mailto:jharris at jlab.org>>; E. Anne McEwen <mcewen at jlab.org<mailto:mcewen at jlab.org>>; SRF Pansophy (pansophy at jlab.org<mailto:pansophy at jlab.org>) <pansophy at jlab.org<mailto:pansophy at jlab.org>>; Tony Reilly <areilly at jlab.org<mailto:areilly at jlab.org>>
Subject: CHEM ROOM Manual - location? (looking for information)

Phil,

A manual used in Production Chem Room was brought to my attention (Nitrogen Oven Manual in Production Chemistry Room).

It is currently located in a common SRF area of DocuShare. As we move to Master Procedures for SRFOPS the need to know where these types of manuals should be kept is unknown.

Here is a link to the current directory, which is in the process of being shut down.

https://jlabdoc.jlab.org/docushare/dsweb/View/Collection-50603

The new area for Master Procedures is here

https://jlabdoc.jlab.org/docushare/dsweb/View/Collection-52402

However, keeping track of facility/equipment manuals isn't something we do.

So, where should these types of manuals be kept?

A standard place would be best as I am sure we will encounter more of these as we cleanup for ISO.

You have an area called SRF Technical Facilities listed in the Organizational Knowledge Registry here

https://jlabdoc.jlab.org/docushare/dsweb/View/Collection-1201

I looked into the SRF Equipment Documentation and found a directory for Production Chemistry.

https://jlabdoc.jlab.org/docushare/dsweb/View/Collection-16585

There is a mix of documents here but no "manuals" so I am not sure if this is the correct place.

Also, I noticed that there are OSPs and THAs here (some outdated). Are these also kept in a JLAB/Accel place?

Many OSPs/TOSPs/THAs that are linked in travelers/procedures are not valid (link doesn't work) or they are expired.

Where is the "official" place for these types of documents?

Thanks for any information you can provide as we need to move this manual ASAP in order to complete some Procedure/Traveler reference links.

Valerie Bookwalter

Jefferson Lab, SRF Department

Pansophy Team

1-757-269-5802 (OFFICE - currently working offsite)

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