ESS Management System SSM visit 24 th October

ESS Management System SSM visit 24 th October Mattias Skafar Head of Quality Division www. europeanspallationsource. se

Agenda • Current situation – – – Architecture and document structure Fundamental principles/concepts User interface Development work for the Management System Requirement Management • Certifiable Management System – ESS’ standpoint 2

ESS Management System - Architecture European Spallation Source ERIC Mission, Vision, Core values Policies Strategies ESSMS Manual Facility Wo. W Handbook … Supportive doc´s Templates Wo. W Handbook 12. • Wo. W Handbook 1. • Owner appointment letters Top level Org. description Functional Descriptions R 2 A 2 Wo. W Handbook 3. 12 Wo. W People • Objectives • Baselined Facility documents 3

Ways of Working Fundamental principles • Owners develops Strategy´s – Where to go • Managers perform the Coordination – How to get there • Delegates perform the development work – Build the road (enablers) • Organisation apply the result – Drives the car 4

Wo. W – Development Task Director General Owner of Wo. W Mngr. appointed + main activities Main activities described Main activities covered (enablers) Support for steering doc´s. (results) Ownership Director Strategy Director + Manager Handbook Manager or delegate Steering doc´s Delegate (discipline expert) Templates Delegate (discipline expert) All based on requirements allocated for the specific Way of Working 5

Ways of Working Fundamental concept Enablers Steering documents Results NCR Audit reports Risk assessments Output ESS Management System Feedback If the result does not match the expectations then the Enablers needs to be updated 6

Wo. W Managers Role Wo. W Managers Line Managers Wo. W 1. Wo. W 2. Wo. W 3. 7

Old and New – User interface • The old user interface is about to be shut down. 8

Old and New – User interface • Will be replaced with a new approach in Confluence. 9

General Progress – ESSMS • Resources – shared ownership leads to more people involved and more focus from the organisation • ESSMS evolvement tailoring the technical development of the project and the licensing – Securing that we have a relevant Management System in place for all steps of the way. (NC Linac, SC Linac, Neutron prod. ) – Configuration Management based on requirements have been performed and is the basis for the development work • Safety Objectives 2018 – 2019 ESS will implement goals more globally • ESSMS needs to be pragmatic, relevant, easy to understand access 10

General ESSMS • Quality Division report on ESSMS to EMT – Thru Associate Director for ESH&Q, weekly meetings – Meeting booked 29 th of October, specific invitation – Management review meeting 27 th November, annual meeting • Graded approach is implemented – Applied in design work – Applied on inspections • Configuration Management of ESSMS – Org. �Wo. W Mngr. �EET �Wo. W Owner �EMT – If needed 11

”Way of Working” Area map Strategic Areas Execute, govern & control Manage Requirements Stakeholder’s needs and requirements Manage Emergency & Crisis Core Areas Develop & Maintain Facility Operate Facility Enable Science Support Areas Staffing & Competence Management Documented Information Management Configuration Management Supply Management Measurement Develop Excellence / ESSMS Manage Safety & Licensing Benchmarked with ISO 9001 and relevant stakeholder expectations Stakeholder’s needs and requirements fulfilled

Support Core Management Wo. W – Owners and Mgrs. Wo. W Area Owner/Directorate Managers Manage Requirements Director General Head of Q Division Execute, govern & control Director General Deputy Director of PS&A Develop Excellence/ESSMS Director General Head of Q Division Manage Safety & Licensing ESH&Q Head of ESH Division Manage Emergency & crisis ESH&Q Head of ESH Division Develop & maintain Facility Machine Director Head of EIS Division Operate Facility Machine Director Deputy Director of MD Enable Science Director TBD Manage Staffing & competence PS&A Head of HR Division Manage Supply PS&A Head of SPL Division Manage Documented info. ESH&Q Head of Q Division Manage Configuration Machine Director Head of EIS Division No change since April 2018 13

Wo. W Managers in action ESS 14

Management System – Approach • Ways of working – Owners and Managers appointed • Owners develops Strategies – Template created – Individual documents in progress/review • ESS Excellence Team – Forum for Wo. W Managers – “Weekly” meetings (10 performed) Wo. W Owners appointed • Relevant Management System, basis for permit – Mapped towards Ways of working • Requirements and current Management System doc´s. – Allocated to Ways of Working – Ownership accepted as of today 15

Wo. W area Manage Requirements Main Activities REQUIREMENTS FROM: Radiation Safety Authority Occupational Safety Authority Other Authorities … Council/ Member States Other Stakeholders … 1. Identify Requirements 2. Allocate requirements to ESSMS entities 3. Follow-up and report compliance and performance People Way of Working Areas Facility Aggregate feedback

Interface with other Wo. W areas Status of compliance & performance Wo. W Mng Safety & Licensing Wo. W Develop Excellence Verified & implemented or rejected requirements Wo. W Manage Requirements Allocated requirements Wo. W Develop & Maintain Facility Allocated requirements also to People and Facility Wo. W Execute, Govern & Controls Wo. W Develop Excellence Wo. W Develop & Maintain Facility 17

Ways of Working – Ownership Wo. W Area Ownership status Manage Requirements ESS-0411387 - Released Execute, Govern & Control ESS-0416155 - Released Manage Safety & Licensing ESS-0416165 - Released Develop Excellence/ESSMS ESS-0416205 - Released Manage Emergency & Crisis ESS-0417310 - Released Develop & Maintain Facility ESS-0419263 - Released Operate Facility ESS-0419290 - Released Enable Science ESS-0419338 - In Review Manage Staffing & Competence ESS-0419420 - In Review Manage Documented Information ESS-0412223 - Released Manage Configuration ESS-0419424 - Released Manage Supply ESS-0419441 - In Review Folder in CHESS: ESSMS 2. 0 18

Ways of Working – Area Handbooks Wo. W Area Handbook CHESS number Manage Requirements ESS-0320808 Execute, Govern & Control ESS-0320809 Manage Safety & Licensing ESS-0320810 Develop Excellence/ESSMS ESS-0320811 - In review s s re Manage Emergency & Crisis Develop & Maintain Facility Operate Facility Enable Science n i k r o W g ESS-0320812 o pr ESS-0320813 ESS-0320814 ESS-0320815 Manage Staffing & Competence ESS-0320816 Manage Documented Information ESS-0320817 - In review Manage Configuration ESS-0320818 Manage Supply ESS-0320819 Folder in CHESS: ESSMS 2. 0 19

Wo. W area – Document structure • Discipline specific: • • Handbooks Rules Procedure Work Instructions Support to people how to write Steering documents available in Confluence 20

ESS Management System • ESS goal is to have a integrated, relevant and Lean Management System – To assure internal and external stakeholders expectations in a sustainable way – A system based on best practices and international standards. • ESSMS is mainly based on ISO 9001 and IAEA GSR part 2 – Relevant chapters mapped towards Wo. W´s • Benchmarking with other facilities in the world: – Europe, unheard of to be certified – Japan, unheard of to be certified – North America, rare to be certified • ESS has currently no plan to move towards a certification 21

Conclusion • Shared Ownership – Shared ownership has lead to much wider focus on the Management System • Shared Development – Shared development has lead to a better progress with the Management System • Shared Interface – Increased transparency and improved structure leads to better understanding of the Management System Training the people will be the main challenge ahead. 22

Thank You for Your time! 23