Scientists Leverage WebFOCUS and FOCUS to Manage a Program

1. Scientists Leverage WebFOCUS and FOCUS to Manage a Program Joseph P. Ring, Ph.D., CHP Radiation Protection Officer

2. RPO Responsibilities • Manage: • University’s License to use and possess radioactive materials (RAM) • X-Ray Machines • Lasers, Electric and Magnetic Field devices • Conduct Radiation Safety Hazards Analysis • Permit uses of radiation sources • RAM, Lasers, Magnetic and Electric Fields • Permit faculty use • Certify Fume Hoods • Energy Conservation

3. Radiation Program Scope • Supports: • 12 Campuses (6 cities) • 350 faculty research groups • 2,300 people using RAM • Radioactive Waste Management • 900 High Power Lasers • 850 people using lasers

4. Services • Permitting • Hazards Analysis • Assist in practical, technical and safety aspects of use • Training • Ordering/Shipping/Receiving RAM • Monthly Radiation Surveys • Radioactive Waste • Collect • Ship • Manage • Laboratory Design

5. In-Lab Presence • 72% of staff (11.5 out of 15 FTE) assigned in-lab • Hazards Evaluation • Technical Assistance • Fume Hood Certifications

6. Program Support • Manage Office • Permitting • User Training Records • Ordering RAM • User Registration • User dosimetry • Regulatory Records

7. Annual Metrics • 12,450 Radiation Laboratory Surveys • 350,000 recorded measurement points • 346 Permits • For RAM, Lasers, Machines • 175 Annual Permit Audits • Delivered 1,600 RAM Packages • 960 Hoods Managed and tested • 21,184 Dosimeters issued • Processing results maintained • 1,460 Users Trained • 1,698 ft3 of Rad Waste • 62% of the volume managed in-house • 25,000 pages of Reports Issued

8. Current Configuration • Three Tier Configuration • Windows Servers • BEA App Server • 105 Maintain Apps • > 1,500 Report Apps • 1.6 G in FOC Databases • Users – 23 RPO staff • Hundreds of infrequent users from labs

9. Data Issues • Information Security • Remote access • User Access – tied to a PI • DBA Security • Compliance Management • Business Operations • Small Staff • Field staff need access in many places • High Reporting Demand • Commitment to reporting w/in 5 days • Inspection on Demand

10. IT Resources • Available products do not meet scope or structure of the operation • Would require extensive customization • Networking and hardware support • Capable but not skilled physics staff

11. Evolution • Started with single PCs • To manage lab survey program • Moved to a network • Expand other operations and functions • Now includes all tasks • Management tool • Migrate to Webfocus • Three Tier System

12. Implementation • Focus on Core Programs First! • Permits are the controlling point • Survey reports are high volume • First App was on an IBM AT on DOS • Structure Application • Permits • Surveys

13. Define Data and Requirements • Base Content on: • Regulations • Operations • What do we need/use? • What do we want access to? • Constraints • Reduce data entry • Increase availability/sharing • Field staff are computer hostile

14. Example Applications Permitting and Surveys

15. Manages Permit Information • A Permit is issued to Faculty • Printed by system • Self service report • Sets requirements for use: • What can be used/purchased • Approved Lab Spaces • Approved Users • Specific Conditions • Defines Required Services

16. Development • Old Days • Type reports and Modifies • Convert to Web Apps • Migration was easy • Reports required little effort • Modify Conversion to Maintain • Code copied • Built new screens • Current • Development Tools • Report Writer • Maintain Development Environment

17. Reporting • More Formatting Options • Compounding Reports • Easy! • Computer hostile staff

18. Main Data FileControlling Point

19. Use Management

20. Manage Surveys

21. Survey Operations • Permits Define the requirements • Staff print worksheets • Data Entry by technicians • Reporting • Review content • Mail report to faculty • Program Management • All Tasks completed? • Time issues – distribution, entry, reporting • Trending

22. Staff Access • Web-Based HTML Menu • Calls • Maintain Apps • Reports • Dev Studio • One-off reports • Special Queries

23. First Venture into Web • Need to control purchases • Integrate purchase and receipt functions • 24-7 user community • Contracted with IBI Boston • Server Config • Maintain Apps • Reports

24. Access from Department Website

25. User Purchasing/Approval App • Controlled by RPO Permitting Application • Allows purchases of Pre-approved RAM • Takes advantage of known information • Queues for receipt

26. Request • Order w/in approvals • Approved locations • Confirms Radiation Requirements

27. Radioactive Details • Known Nuclides

28. Retrieve from History • Last 25 Orders

29. Review Order • Edit • Additions • Complete

30. Communicate • Order Placed by RPO • Awaiting Delivery

31. Report Writers • Used by • Technical staff • Office staff • Search for: • Specific issues as tied to use • Requests by administration

32. Data/Functions Managed • Permits • Authorizations • Spaces/labs • Devices • Users • Training • Qualifications • Dose monitoring • Purchasing and Receipt • Instruments • Calibration • Audits • Surveys • Inventory • Waste • Collection • In management • Shipments • Sources • Inventory • Testing • Environmental monitoring • Fume Hood • Inventory • Certification/testing • Service Billing

33. What is Next? • Refining Auditing • Field input / Tablet? • Email distribution of reports • Interface to E Procurement • Safari and Mozilla Support