[Pansophy] Procedures that we talked about yesterday.

[Ashley Mitchell]

Okay, lets have you sign as the owner and Reviewer 2 and then Tony as Reviewer 1. That should meet our requirements.

- Ashley
________________________________
From: Tom Powers <powers at jlab.org>
Sent: Thursday, September 4, 2025 11:54 AM
To: Ashley Mitchell <ashleya at jlab.org>; Allen Samuels <samuels at jlab.org>
Cc: pansophy <pansophy at jlab.org>
Subject: Re: Procedures that we talked about yesterday.

There is no one.

The closest is Harshani but there is a lot of new material in the gas/vacuum procedure.

We have been training Eugene and Bashu but they are not yet competent with the gas systems in the VSA and have zero experience with the interfaces to the cryomodule in the tunnel.

I am pretty much on my own.

Tom

On 9/4/2025 10:46 AM, Ashley Mitchell wrote:
Alright, so Owner and Reviewer 2 can be the same person (you) and then the other signatory could be Tony as Lead.  You're not giving me much to work with, who would you use to double check your work? It doesn't have to be an expert, but someone knowledgeable enough to make sure it seems correct.

- Ashley
________________________________
From: Tom Powers <powers at jlab.org><mailto:powers at jlab.org>
Sent: Thursday, September 4, 2025 10:39 AM
To: Ashley Mitchell <ashleya at jlab.org><mailto:ashleya at jlab.org>; Allen Samuels <samuels at jlab.org><mailto:samuels at jlab.org>
Cc: pansophy <pansophy at jlab.org><mailto:pansophy at jlab.org>
Subject: Re: Procedures that we talked about yesterday.

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><mailto:samuels at jlab.org>
Sent: Thursday, September 4, 2025 9:27 AM
To: Tom Powers <powers at jlab.org><mailto:powers at jlab.org>
Cc: Ashley Mitchell <ashleya at jlab.org><mailto:ashleya at jlab.org>; pansophy <pansophy at jlab.org><mailto: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><mailto:powers at jlab.org>
Sent: Thursday, September 4, 2025 9:12 AM
To: Allen Samuels <samuels at jlab.org><mailto:samuels at jlab.org>
Cc: Ashley Mitchell <ashleya at jlab.org><mailto: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


-------------- next part --------------
An HTML attachment was scrubbed...
URL: <https://mailman.jlab.org/pipermail/pansophy/attachments/20250904/3b4da79c/attachment.htm>