ESS Management System SSM visit 24 th October

1. ESS Management SystemSSM visit 24th October Mattias Skafar Head of Quality Division www.europeanspallationsource.se 23 October, 2018

2. 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

3. ESS Management System - Architecture European Spallation Source ERIC Mission, Vision, Core values Policies Strategies Objectives ESSMS Manual People 12 WoW Facility • Owner appointment letters • Top level Org. description • Functional Descriptions • R2A2 • Baselined Facility documents WoW Handbook 1. WoW Handbook 3. WoW Handbook 12. WoW Handbook 2. … 12 WoW WoW Handbook Supportive doc´s Templates

4. Ways of WorkingFundamental 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

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

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

7. WoW Managers Role Line Managers WoW 1. WoW 2. WoW 3. WoW Managers

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

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

10. 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 and access

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

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

13. WoW– Owners and Mgrs. Management Core Support No change since April 2018

14. WoW Managers in action ESS

15. 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 WoW Managers • “Weekly” meetings (10 performed) • 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 WoW Owners appointed

16. WoW area Manage RequirementsMain 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

17. Interface with other WoW areas Status of compliance & performance WoWManage Requirements WoWMng Safety & Licensing WoWDevelop Excellence WoWExecute, Govern & Controls Verified & implemented or rejected requirements Allocated requirements WoWDevelop Excellence WoWDevelop & Maintain Facility WoWDevelop & Maintain Facility Allocated requirements also to People and Facility

18. Ways of Working – Ownership Folder in CHESS: ESSMS 2.0

19. Ways of Working – Area Handbooks Work in progress Folder in CHESS: ESSMS 2.0

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

21. 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 WoW´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

22. 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.

23. Thank You for Your time!