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An SME should not be someone who knows nothing about what is going
on. <br>
<br>
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.<br>
<br>
T<br>
<br>
<div class="moz-cite-prefix">On 9/4/2025 9:55 AM, Ashley Mitchell
wrote:<br>
</div>
<blockquote type="cite" cite="mid:DM8PR09MB6853FABDE50EFC1E862A3393C000A@DM8PR09MB6853.namprd09.prod.outlook.com">
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Hi Tom,</div>
<div style="font-family: "Calibri", "Helvetica", sans-serif; font-size: 12pt; color: rgb(0, 0, 0);" class="elementToProof">
<br>
</div>
<div style="font-family: "Calibri", "Helvetica", sans-serif; font-size: 12pt; color: rgb(0, 0, 0);" class="elementToProof">
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. </div>
<div class="elementToProof" style="margin-top: 1em; margin-bottom: 1em; font-family: Calibri, Helvetica, sans-serif; font-size: 12pt; color: black;">
Document Owner - Tom Powers</div>
<div style="margin-top: 1em; margin-bottom: 1em; font-family: Calibri, Helvetica, sans-serif; font-size: 12pt; color: black;">
Document Reviewer 1 (JLab SME or SRFOPS WCL) - ??</div>
<div style="margin-top: 1em; margin-bottom: 1em; font-family: Calibri, Helvetica, sans-serif; font-size: 12pt; color: black;">
Document Approver 2 (SRFOPS WCL or GL) - Tony Reilly</div>
<div style="font-family: "Calibri", "Helvetica", sans-serif; font-size: 12pt; color: rgb(0, 0, 0);" class="elementToProof">
<br>
</div>
<div style="font-family: "Calibri", "Helvetica", sans-serif; font-size: 12pt; color: rgb(0, 0, 0);" class="elementToProof">
As for the document names, I suggest something like (Valerie can
weigh in when she returns later today):</div>
<div class="elementToProof" style="margin-top: 1em; margin-bottom: 1em; font-family: Aptos, Aptos_EmbeddedFont, Aptos_MSFontService, Calibri, Helvetica, sans-serif; font-size: 12pt; color: black;">
"Gas and Vacuum System Handling during Cryomodule Plasma
Processing"</div>
<div class="elementToProof" style="margin-top: 1em; margin-bottom: 1em; font-family: "Calibri", "Helvetica", sans-serif; font-size: 12pt; color: rgb(0, 0, 0);">
SRF-PR-PLACLN-SYS-MAINT</div>
<div style="font-family: Aptos, Aptos_EmbeddedFont, Aptos_MSFontService, Calibri, Helvetica, sans-serif; font-size: 12pt; color: black;" class="elementToProof">
"Cryomodule Vat Valve Configuration for Plasma Processing
operation"</div>
<div style="font-family: "Calibri", "Helvetica", sans-serif; font-size: 12pt; color: rgb(0, 0, 0);" class="elementToProof">
SRF-PR-PLACLN-VAT-CONFIG</div>
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<br>
</div>
<div style="font-family: "Calibri", "Helvetica", sans-serif; font-size: 12pt; color: rgb(0, 0, 0);" class="elementToProof">
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:
<a id="LPlnk358872" href="https://jlabdoc.jlab.org/docushare/dsweb/View/Collection-51333" moz-do-not-send="true" class="moz-txt-link-freetext">
https://jlabdoc.jlab.org/docushare/dsweb/View/Collection-51333</a></div>
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<br>
</div>
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<br>
</div>
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- Ashley</div>
</div>
<hr style="display:inline-block;width:98%" tabindex="-1">
<div id="divRplyFwdMsg" dir="ltr"><font face="Calibri, sans-serif" style="font-size:11pt" color="#000000"><b>From:</b> Allen
Samuels <a class="moz-txt-link-rfc2396E" href="mailto:samuels@jlab.org"><samuels@jlab.org></a><br>
<b>Sent:</b> Thursday, September 4, 2025 9:27 AM<br>
<b>To:</b> Tom Powers <a class="moz-txt-link-rfc2396E" href="mailto:powers@jlab.org"><powers@jlab.org></a><br>
<b>Cc:</b> Ashley Mitchell <a class="moz-txt-link-rfc2396E" href="mailto:ashleya@jlab.org"><ashleya@jlab.org></a>; pansophy
<a class="moz-txt-link-rfc2396E" href="mailto:pansophy@jlab.org"><pansophy@jlab.org></a><br>
<b>Subject:</b> Re: Procedures that we talked about yesterday.</font>
<div> </div>
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Tom,</div>
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<br>
</div>
<div style="font-family:Aptos,Aptos_EmbeddedFont,Aptos_MSFontService,Calibri,Helvetica,sans-serif; font-size:12pt; color:rgb(0,0,0)">
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. </div>
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<br>
</div>
<div style="font-family:Aptos,Aptos_EmbeddedFont,Aptos_MSFontService,Calibri,Helvetica,sans-serif; font-size:12pt; color:rgb(0,0,0)">
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.</div>
<div style="font-family:Aptos,Aptos_EmbeddedFont,Aptos_MSFontService,Calibri,Helvetica,sans-serif; font-size:12pt; color:rgb(0,0,0)">
<br>
</div>
<div style="font-family:Aptos,Aptos_EmbeddedFont,Aptos_MSFontService,Calibri,Helvetica,sans-serif; font-size:12pt; color:rgb(0,0,0)">
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.</div>
<div style="font-family:Aptos,Aptos_EmbeddedFont,Aptos_MSFontService,Calibri,Helvetica,sans-serif; font-size:12pt; color:rgb(0,0,0)">
<br>
</div>
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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.</div>
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<br>
</div>
<div style="font-family:Aptos,Aptos_EmbeddedFont,Aptos_MSFontService,Calibri,Helvetica,sans-serif; font-size:12pt; color:rgb(0,0,0)">
If you have any questions, please don't hesitate to reach out.</div>
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<br>
</div>
<div style="font-family:Aptos,Aptos_EmbeddedFont,Aptos_MSFontService,Calibri,Helvetica,sans-serif; font-size:12pt; color:rgb(0,0,0)">
Allen</div>
<hr tabindex="-1" style="display:inline-block; width:98%">
<div id="x_divRplyFwdMsg" dir="ltr"><font face="Calibri, sans-serif" color="#000000" style="font-size:11pt"><b>From:</b> Tom Powers
<a class="moz-txt-link-rfc2396E" href="mailto:powers@jlab.org"><powers@jlab.org></a><br>
<b>Sent:</b> Thursday, September 4, 2025 9:12 AM<br>
<b>To:</b> Allen Samuels <a class="moz-txt-link-rfc2396E" href="mailto:samuels@jlab.org"><samuels@jlab.org></a><br>
<b>Cc:</b> Ashley Mitchell <a class="moz-txt-link-rfc2396E" href="mailto:ashleya@jlab.org"><ashleya@jlab.org></a><br>
<b>Subject:</b> Procedures that we talked about yesterday.</font>
<div> </div>
</div>
<div>Allen,<br>
<br>
Here is a directory full of procedures that were previously
done and "approved" please see if they are in your system. <br>
<br>
O:\srfee\PLASMA\PP_Procedures and Travelers\Approved and draft
procedures\Approved<br>
<br>
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.<br>
<br>
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.<br>
<br>
Ashley,<br>
<br>
Frank Humphry and I can fill the reviewer / approver roles on
the VAT valve procedure.<br>
<br>
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. <b> I am not
sure how we want to handle signing off on it.</b> 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.<br>
<br>
Thanks,<br>
<br>
Tom </div>
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