[Pansophy] L2HE Travelers Closed (Requesting to put L2RB data into wrong project)

Tue Nov 11 12:59:24 EST 2025

Hi Tony,

Valerie or Megan can correct me or elaborate as necessary.

Looking through SRF-07-PR-001 Document Management Procedure R5  (https://jlabdoc.jlab.org/docushare/dsweb/Get/Document-305300/SRF-07-PR-001%20Document%20Management%20Procedure%20R5.pdf), the process is not well defined. Here are some highlights on the process (full doc linked above):
[cid:4e5948f6-bf8b-457b-96cb-b54d66c68433]
[cid:56a6f995-6c33-4c83-bcc5-f003a18eabf9]
[cid:84a15c8b-ac14-4b0d-a604-664fc810eb3d]

[cid:0110ce3c-701d-44ba-8bf7-b5e5a723688e]

CAPA-072 required a checklist to be created for validating and approving documents, but when I closed the CAPA, I didn't realize that was a draft and not an approved document, Allen is still working on it before it can be released.  I should not have closed the CAPA with a draft document the CAPA gets an effectiveness review at the next internal audit of project execution (or could be sooner, but it is project-document specific).
https://jlabdoc.jlab.org/docushare/dsweb/Get/Document-295978/CAPA-072%20Report_completed_signed.pdf

- Ashley
________________________________
From: Tony Reilly <areilly at jlab.org>
Sent: Tuesday, November 11, 2025 12:22 PM
To: Danny Forehand <forehand at jlab.org>; Allen Samuels <samuels at jlab.org>
Cc: Ashley Mitchell <ashleya at jlab.org>; pansophy <pansophy at jlab.org>; Kirk Davis <kdavis at jlab.org>
Subject: Re: L2HE Travelers Closed (Requesting to put L2RB data into wrong project)

Hi All,

Would someone please share with me what our document approval process steps are and where the process is documented. Do we have a block flow diagram for the approval process?

Thanks,
Tony
________________________________
From: Danny Forehand <forehand at jlab.org>
Sent: Tuesday, November 11, 2025 11:48 AM
To: Allen Samuels <samuels at jlab.org>; Tony Reilly <areilly at jlab.org>
Cc: Ashley Mitchell <ashleya at jlab.org>; pansophy <pansophy at jlab.org>; Kirk Davis <kdavis at jlab.org>
Subject: Re: L2HE Travelers Closed (Requesting to put L2RB data into wrong project)

These documents have already been changed and were uploaded to docushare more than a week ago. This was not a cut and paste. I made changes to the documents. Having Allen copy old documents is not the solution here as procedures have changed. I was wondering why these docs were not issued yet. If they are in the wrong location, please let me know. I will upload them again.

Regards,
Danny Forehand
SRF Cavity Production Team
[cid:a7695f45-42c8-4854-a5c4-b7d9ec3e4fa7]

________________________________
From: Allen Samuels <samuels at jlab.org>
Sent: Monday, November 10, 2025 2:27 PM
To: Tony Reilly <areilly at jlab.org>
Cc: Ashley Mitchell <ashleya at jlab.org>; pansophy <pansophy at jlab.org>; Danny Forehand <forehand at jlab.org>; Alex Wildeson <wildeson at jlab.org>; Juan Jordan <jjordan at jlab.org>; Julio Casiano <casiano at jlab.org>; Tommy Doyle <pdoyle at jlab.org>; Roland Overton <overtonr at jlab.org>; Seth Marks <smarks at jlab.org>
Subject: Re: L2HE Travelers Closed (Requesting to put L2RB data into wrong project)

Tony,

Attached please find the L2RB-CLNRM-CAV-ASSY1 and ASSY2 travelers. They both had HE specific procedures, so I took the liberty of porting those over too. They'll need review and new authors since Tiffany isn't here anymore, but I don't anticipate there being many changes needed to the HE versions since they were being used still. The biggest updates still needed are for the areas added to the Pansophy Procedure templates between now and when the HE procedures were created, which I've highlighted for ease of locating.

Allen

________________________________
From: Pansophy <pansophy-bounces at jlab.org> on behalf of Valerie Bookwalter via Pansophy <pansophy at jlab.org>
Sent: Monday, November 10, 2025 2:02 PM
To: Tony Reilly <areilly at jlab.org>
Cc: Ashley Mitchell <ashleya at jlab.org>; pansophy <pansophy at jlab.org>
Subject: Re: [Pansophy] L2HE Travelers Closed (Requesting to put L2RB data into wrong project)

Tony,

Allen has already converted the 2 travelers and 2 procedures into L2RB (anticipating the need).

Will someone be able to review, modify names, and send for approvals today?

Valerie Bookwalter

Jefferson Lab, Accelerator Dept.

SRFOPS Software Systems Group

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

757-269-5802

________________________________
From: Tony Reilly <areilly at jlab.org>
Sent: Monday, November 10, 2025 1:26 PM
To: Valerie Bookwalter <bookwalt at jlab.org>
Cc: Ashley Mitchell <ashleya at jlab.org>; pansophy <pansophy at jlab.org>
Subject: Re: L2HE Travelers Closed (Requesting to put L2RB data into wrong project)

Hi Valerie,

It would be helpful to convert the two HE travelers to RB as a temporary measure.

Thanks,
Tony
________________________________
From: Valerie Bookwalter <bookwalt at jlab.org>
Sent: Monday, November 10, 2025 11:45 AM
To: Tony Reilly <areilly at jlab.org>
Cc: Ashley Mitchell <ashleya at jlab.org>; pansophy <pansophy at jlab.org>
Subject: Fw: L2HE Travelers Closed (Requesting to put L2RB data into wrong project)

Tony,

I do not agree with this request.
They have had MONTHS to get these travelers into place.
A request of the software team to copy L2HE travelers over and rename to L2RB would be better than requesting the software team to move data in the database.

What do you want us to do?

Valerie Bookwalter

Jefferson Lab, Accelerator Dept.

SRFOPS Software Systems Group

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

757-269-5802

________________________________
From: Adam Grabowski <adamg at jlab.org>
Sent: Monday, November 10, 2025 11:14 AM
To: Megan McDonald <megan at jlab.org>; Valerie Bookwalter <bookwalt at jlab.org>; Ashley Mitchell <ashleya at jlab.org>; Kirk Davis <kdavis at jlab.org>
Subject: Re: L2HE Travelers Closed

Megan,

The cavity assembly 1 &2 travelers are not in the ready for approvals folder, and Danny is out; it would be best to use the L2HE travelers for this work temporarily.

Adam Grabowski

SRF Test Engineer, L2HE Project CAM

Jefferson Lab
600 KELVIN DR Suite # 8

Mail Stop 55H
Newport News, VA 23606

O: 757-269-7665

C: 360-320-7003

E: adamg at jlab.org

________________________________
From: Megan McDonald <megan at jlab.org>
Sent: Monday, November 10, 2025 10:15 AM
To: SRFOPS Staff <srfops-staff at jlab.org>
Subject: L2HE Travelers Closed

All,

To prevent the misplacement of project data, the L2HE travelers, other than BLA work, have been locked. If you have any questions, please reach out to pansophy at jlab.org

Megan
-------------- next part --------------
An HTML attachment was scrubbed...
URL: <https://mailman.jlab.org/pipermail/pansophy/attachments/20251111/bd61b619/attachment-0001.htm>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: Outlook-oo10oe51.png
Type: image/png
Size: 7025 bytes
Desc: Outlook-oo10oe51.png
URL: <https://mailman.jlab.org/pipermail/pansophy/attachments/20251111/bd61b619/attachment-0005.png>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image.png
Type: image/png
Size: 170986 bytes
Desc: image.png
URL: <https://mailman.jlab.org/pipermail/pansophy/attachments/20251111/bd61b619/attachment-0006.png>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image.png
Type: image/png
Size: 59645 bytes
Desc: image.png
URL: <https://mailman.jlab.org/pipermail/pansophy/attachments/20251111/bd61b619/attachment-0007.png>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image.png
Type: image/png
Size: 52555 bytes
Desc: image.png
URL: <https://mailman.jlab.org/pipermail/pansophy/attachments/20251111/bd61b619/attachment-0008.png>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image.png
Type: image/png
Size: 45515 bytes
Desc: image.png
URL: <https://mailman.jlab.org/pipermail/pansophy/attachments/20251111/bd61b619/attachment-0009.png>