[Pansophy] L2HE-PR-INSP-FPCC-R4 references (Assign new Author/Reviewers when procedures are reviewed) - Jacob, please comment

[Tony Reilly]

Hi All,

I would like to proceed under the premise, "If okay’d, then we can copy “as is”, and work on the upgrades at a later time (near future)" .

Is this acceptable? I think the Pansophy team is trying to work with us to get the approvals in place to support the work and to ensure the integrity of the work control documents is completed as soon as reasonably possible.

Thanks,
Tony
________________________________
From: Valerie Bookwalter <bookwalt at jlab.org>
Sent: Wednesday, May 18, 2022 10:09 AM
To: Naeem Huque <huque at jlab.org>; Jacob Harris <jharris at jlab.org>; Tony Reilly <areilly at jlab.org>
Cc: E. Anne McEwen <mcewen at jlab.org>; pansophy <pansophy at jlab.org>; Kirk Davis <kdavis at jlab.org>
Subject: RE: [Pansophy] L2HE-PR-INSP-FPCC-R4 references (Assign new Author/Reviewers when procedures are reviewed) - Jacob, please comment


Naeem / Kirk,



This is not “new” for how we handle revision control of procedures/travelers.

It was in Pansophy author training from the beginning and reinforced during Johnny Leung’s time.

I think that it has been lost with the addition of so many new people and I take responsibility for not keeping that information front and center.

We, the P-Team, have worked “around the system” so to speak to aid in processing, HOWEVER, with ISO in the near future we can no longer ignore protocols.

And, yes it is frustrating for us too, that not all possibilities have been accounted for as of yet.



@Jacob Harris<mailto:jharris at jlab.org> is the Document Process Owner for SRFOPS and his procedure accounts for many of these questions and some are left for the “project” or “production” to define.

I would like @Jacob Harris<mailto:jharris at jlab.org> and/or @Tony Reilly<mailto:areilly at jlab.org> to speak to this matter.



I realize that these are needed ASAP and I am willing to do what we need to do to get these into place.

If okay’d, then we can copy “as is”, and work on the upgrades at a later time (near future)



Additionally, I would like to say, that ensuring ALL REFERENCED LINKS ARE CORRECT and VALID are the RESPONSIBILITY of the AUTHOR.

We do this check as a courtesy to help keep the Work Control Documents as accurate as possible. It is typically done right before the traveler is processed for production use.

I will work with Tony/Anne to find a better method, if needed, to help with this situation.





Valerie Bookwalter

Jefferson Lab, SRF Department

Pansophy Team

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







From: Pansophy <pansophy-bounces at mailman.jlab.org> On Behalf Of Valerie Bookwalter
Sent: Wednesday, May 18, 2022 9:55 AM
To: Naeem Huque <huque at jlab.org>; Jacob Harris <jharris at jlab.org>
Cc: E. Anne McEwen <mcewen at jlab.org>; pansophy <pansophy at jlab.org>; Tony Reilly <areilly at jlab.org>
Subject: Re: [Pansophy] L2HE-PR-INSP-FPCC-R4 references (Assign new Author/Reviewers when procedures are reviewed) - Jacob, please comment



Naeem,



Yes a new author would need to be assigned and reviewers updated as required.

I understand from Allen that many of these referenced documents are old (original LCLS-II?).

And they are not in a standard template format, as we did not have ISO at that time.



@Jacob Harris<mailto:jharris at jlab.org>, can you comment on how you want to proceed?





Valerie Bookwalter

Jefferson Lab, SRF Department

Pansophy Team

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









From: Pansophy <pansophy-bounces at mailman.jlab.org<mailto:pansophy-bounces at mailman.jlab.org>> On Behalf Of Naeem Huque
Sent: Wednesday, May 18, 2022 8:53 AM
To: Allen Samuels <samuels at jlab.org<mailto:samuels at jlab.org>>
Cc: pansophy <pansophy at jlab.org<mailto:pansophy at jlab.org>>
Subject: Re: [Pansophy] L2HE-PR-INSP-FPCC-R4 references



Hi Allen,



What would be done with procedures that have authors who have left the lab; do they just get sent out to the same reviewers, or do they need a new author assigned?



Thanks,

Naeem

________________________________

From: Allen Samuels <samuels at jlab.org<mailto:samuels at jlab.org>>
Sent: Tuesday, May 17, 2022 4:42 PM
To: Naeem Huque <huque at jlab.org<mailto:huque at jlab.org>>
Cc: pansophy <pansophy at jlab.org<mailto:pansophy at jlab.org>>
Subject: RE: L2HE-PR-INSP-FPCC-R4 references



Naeem,



Periodic reviews, typically happening every two years, is when the procedure is re-read to make sure it is still valid, any updates that are required to happen, and then it gets sent out under a new revision to get re approved.



From: Naeem Huque <huque at jlab.org<mailto:huque at jlab.org>>
Sent: Monday, May 16, 2022 2:30 PM
To: Allen Samuels <samuels at jlab.org<mailto:samuels at jlab.org>>
Cc: pansophy <pansophy at jlab.org<mailto:pansophy at jlab.org>>
Subject: Re: L2HE-PR-INSP-FPCC-R4 references



Hi Allen,



A number of these are written by people that have left the lab (i.e. Kurt Macha and Bob Legg) and I'm not sure how to get them revised. I can try and push some of these, but it won't be fast. What exactly needs to be done during a 'periodic review'? Could I just put them into our new template and then get the original reviewers to look over them again? You are welcome to change that word file to a PDF; the author isn't here anymore.



After they have been updated, will a new traveler revision be needed?



For the short term, the FPCC procedure and traveler revisions are needed ASAP. No other revisions will be ready in time



Thanks,

Naeem

________________________________

From: Allen Samuels <samuels at jlab.org<mailto:samuels at jlab.org>>
Sent: Monday, May 16, 2022 2:20 PM
To: Naeem Huque <huque at jlab.org<mailto:huque at jlab.org>>
Cc: pansophy <pansophy at jlab.org<mailto:pansophy at jlab.org>>
Subject: L2HE-PR-INSP-FPCC-R4 references



Naeem,



I’ve routed the procedure, but I wanted to bring to your attention something I noticed. Many of the linked references in the procedure are old, the youngest being released in 2019. Our new periodic review date for travelers is about two years. There was also a linked procedure, CP-L2PRD-CLN-PUMP<https://jlabdoc.jlab.org/docushare/dsweb/Get/Document-243280/CP-L2PRD-CLN-PUMP.docx>, that went to a word doc when the preferred format is a PDF. I’m not sure if these need to be addressed, but figured they should be brought to your attention.



Allen
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