[Pansophy] Procedures that we talked about yesterday.

[Tom Powers]

An SME should not be someone who knows nothing about what is going on.

Since Tiffany left I am the only true SME on the gas systems and 
procedures that go along with it. Harshani is somewhat knowledgeable but 
is not an EXPERT on the gas handling system.  I am trying to get her to 
that point but she is not there yet.

T

On 9/4/2025 9:55 AM, Ashley Mitchell wrote:
> Hi Tom,
>
> I have reached out to Tony on who should be the approvers of the 
> documents.  Owner can be you and approver 2 can be Tony, but we'll 
> have to think on who else could be considered a SME.  I believe that 
> was Harshani, so we could default to her supervisor or perhaps you in 
> her absence since she is on leave.
> Document Owner - Tom Powers
> Document Reviewer 1 (JLab SME or SRFOPS WCL) - ??
> Document Approver 2 (SRFOPS WCL or GL)  - Tony Reilly
>
> As for the document names, I suggest something like (Valerie can weigh 
> in when she returns later today):
> "Gas and Vacuum System Handling during Cryomodule Plasma Processing"
> SRF-PR-PLACLN-SYS-MAINT
> "Cryomodule Vat Valve Configuration for Plasma Processing operation"
> SRF-PR-PLACLN-VAT-CONFIG
>
> I see the documents on the O: Drive, it looks like Tiffany may have 
> downloaded them from Docushare there.  All the approved Plasma 
> documents are stored in Docushare under folders called "Approved 
> Procedures" and "Approved Travelers" here: 
> https://jlabdoc.jlab.org/docushare/dsweb/View/Collection-51333
>
>
> - Ashley
> ------------------------------------------------------------------------
> *From:* Allen Samuels <samuels at jlab.org>
> *Sent:* Thursday, September 4, 2025 9:27 AM
> *To:* Tom Powers <powers at jlab.org>
> *Cc:* Ashley Mitchell <ashleya at jlab.org>; pansophy <pansophy at jlab.org>
> *Subject:* Re: Procedures that we talked about yesterday.
> Tom,
>
> To my knowledge, these documents have not been processed. They do not 
> have document IDs or approvers, and searching for their titles in 
> DocuShare yields no results.
>
> The "Gas and Vacuum System Handling during Cryomodule Plasma 
> Processing" procedure appears to be in the correct template, it just 
> needs the revision number corrected, the <2> revision note line 
> removed, a procedure ID, and approvers.
>
> The "Cryomodule Vat Valve Configuration for Plasma Processing 
> operation" requires the same, though it appears to be either in a 
> different template, missing parts, or the approvals section was moved 
> down to the template area that should've been deleted when creating 
> the procedure. Fortunately it's close enough that you should be able 
> to just copy the format of the other procedure from the References 
> section to the Approvals section, paste them in, adjust them for this 
> procedure, and remove the form approval page (without removing the 
> section break or the header and footer will be removed). I'd also 
> recommend looking at the section numbers, they seem to not be 
> advancing past 5.
>
> Lastly for both documents, unless they're becoming master procedures, 
> they don't need to have a periodic review date. If they aren't, 
> replace that with N/A.
>
> If you have any questions, please don't hesitate to reach out.
>
> Allen
> ------------------------------------------------------------------------
> *From:* Tom Powers <powers at jlab.org>
> *Sent:* Thursday, September 4, 2025 9:12 AM
> *To:* Allen Samuels <samuels at jlab.org>
> *Cc:* Ashley Mitchell <ashleya at jlab.org>
> *Subject:* Procedures that we talked about yesterday.
> Allen,
>
> Here is a directory full of procedures that were previously done and 
> "approved" please see if they are in your system.
>
> O:\srfee\PLASMA\PP_Procedures and Travelers\Approved and draft 
> procedures\Approved
>
> If not in your system, we need to start the process of getting them 
> there.  They have names that make me think that they are in a registry 
> somewhere.
>
> Attached are two new procedures that should be ready by Monday.  They 
> will need to get cryptic designations and added to the registry just 
> like the other ones.  I do not know how to do that.  Also on the new 
> procedures I was focused on the procedures now all of the blocks for 
> dates approvals and such.  I may need some help with that also.
>
> Ashley,
>
> Frank Humphry and I can fill the reviewer / approver roles on the VAT 
> valve procedure.
>
> I am the only person who is still here that familiar with the second 
> procedure.  It is based on a procedure that Tiffany and I went through 
> several iterations on last years. *I am not sure how we want to handle 
> signing off on it.*  Also on the second procedure, there has been no 
> step by step checkout of the procedure using hardware, thus it will 
> likely see edits once we get into the tunnel and do it.  I will be the 
> first person doing that and will have someone following along behind 
> me with a paper copy and a pen.
>
> Thanks,
>
> Tom
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