[Pansophy] Procedures that we talked about yesterday.

[Tom Powers]

I have them printed out already and in notebooks that are used locally.  
I just needed to make sure that "The SRF System" considers them current 
so that I can make people who worry about such things happy.

Assuming that they are current, I just need to update the two that I am 
working on that I just sent you.  Hopefully I will have them both ready 
by COB today.  One of my current procedures may be replacing some of 
them that are in the system.  I will figure out which ones and let you know.

Tom

On 9/4/2025 10:45 AM, Allen Samuels wrote:
> Tom,
>
> DocuShare can be difficult to navigate at times. If there is a folder 
> you frequent more than others, I would recommend using the bookmark 
> feature of your web browser to save it. I myself keep the main 
> traveler folder bookmarked for all the open projects.
>
> As for your O-Drive list. Once I figured out how to get onto it I 
> reviewed the list compared to what is in the DocuShare approved 
> procedures folder 
> <https://jlabdoc.jlab.org/docushare/dsweb/View/Collection-51334> for 
> PLACLN. It appears that all the PDFs listed in the O-Drive are the 
> same ones that are in the approved folder, with only the older 
> revisions missing from the O-Drive. If these procedures wind up in 
> document references, I would recommend using the versions in 
> DocuShare, as those are ensured to be up to date by Pansophy, and will 
> not cause any linking problems.
>
> Allen
> ------------------------------------------------------------------------
> *From:* Tom Powers <powers at jlab.org>
> *Sent:* Thursday, September 4, 2025 10:36 AM
> *To:* Ashley Mitchell <ashleya at jlab.org>; Allen Samuels <samuels at jlab.org>
> *Subject:* Re: Procedures that we talked about yesterday.
> Ahh docushare, just line sharepoint . . . here you put things to get 
> them lost.
>
> I say that because if you don't know where the files are you likely 
> will not find them.
>
> 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 
>> <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
>
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