[Pansophy] Email to Buttles - Fw: QMS Required documents for Project EIC197 - completed and signed? OR not?

[Valerie Bookwalter]

________________________________
From: Valerie Bookwalter <bookwalt at jlab.org>
Sent: Thursday, January 9, 2025 10:06 AM
To: John Buttles <buttles at jlab.org>
Subject: Fw: QMS Required documents for Project EIC197 - completed and signed? OR not?


Hello John!

I spoke with Ashley about this email yesterday and I did not mean to alarm you.
Coming back from a long absence is very confusing and I'm having a problem with CRS.

Some of my confusion has to do with what is "required" and what is/would be nice. Some things are required - like meeting notes and QMS documents. Other stuff, like approvals of said documents, may not be clearly defined.
What I found that I couldn't rely on any information in the EIC197 area and way too many things are being done in hallway conversation whereby Records of Decisions are not being kept.

I met with my team, well the 2 who are still here (Mike Dickey and Allen Samuels), yesterday to determine what they know about the project. Perhaps next week, AFTER the Quality Management Review, we could meet with Ashley and review?

Happy New Year!



Valerie Bookwalter

Jefferson Lab, Accelerator Dept. SRFOPS

Software Systems Group

bookwalt at jlab.org<mailto:bookwalt at jlab.org>

757-269-5802



________________________________
From: Pansophy <pansophy-bounces at mailman.jlab.org> on behalf of Valerie Bookwalter via Pansophy <pansophy at mailman.jlab.org>
Sent: Wednesday, January 8, 2025 1:04 PM
To: John Buttles <buttles at jlab.org>; Naeem Huque <huque at jlab.org>
Cc: Ashley Mitchell <ashleya at jlab.org>; Philip Denny <denny at jlab.org>; pansophy <pansophy at jlab.org>; Tony Reilly <areilly at jlab.org>
Subject: [Pansophy] QMS Required documents for Project EIC197 - completed and signed? OR not?

Hello John/Naeem,

I am back to work part-time and trying to catch up on things.

I was asked to do some coding for a traveler for the EIC197 project today and I have some questions.

The only approved documents that I currently see are the EIC197-RG-003-R1 WCD, which was approved back in August; and the EIC 197 MHz Design Verification Component Cavity Project Execution Plan, approved 7/18/24.

The reason I am concerned is that we are being asked to do A LOT of specialized coding for the fabrication of parts.
Many new parts are expected, but having to do specialized code for each is not.

Additionally, I am not prepared to allow authors to make up their acronyms for parts to be fabricated.

EIC197-FAB-ENDG2-ASSY  is the traveler that I am being asked to code. ENDG1 was released (during my absence).
There are many new acronyms (same as  ENDG1). However, this is not being coordinated with the inventory/serialization people  nor the software group so that the database can be updated for the NEW ACRONYMS and serialization discussed.
If this discussion did take place, then were can I find the notes of decision?

I probably missed a bunch of meetings, but I would have expected some of these things to have made it into the QMS documents so that I could find the decisions made. Or at the minimum, find the notes from the meeting in the DocuShare Project area, which is required by the Document Process Procedure.

Please help me to understand how this Project Execution, Inventory/Serialization, Document/Records, etc Processes are working for this project. And, I hope, I can get caught up with what is expected. I am very confused, sorry.

Thanks for you help and insight.




Valerie Bookwalter

Jefferson Lab, Accelerator Dept. SRFOPS

Software Systems Group

bookwalt at jlab.org<mailto:bookwalt at jlab.org>

757-269-5802


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