Integrated Management of a Nuclear Physics User Facility

1. Integrated Management of aNuclear Physics User Facility Andreas Stolz Head, Operations Department NSCL / Michigan State University National Science Foundation Large Facilities Workshop April 2011, Tallahassee, Florida

2. National Superconducting Cyclotron Laboratory at Michigan State University • National user facility for rare isotope research and education in nuclear science, astro-nuclear physics, accelerator physics, and societal applications • Located on the campus of Michigan State University in East Lansing • One of the three nuclear-science flagship facilities in the US (RHIC at BNL, CEBAF at JLAB, NSCL at MSU) • Largest university-based nuclear physics laboratory in the U.S. – 10% of U.S. nuclear science Ph.D.s • Over 400 employees, incl. 69 graduate students, and 39 faculty – over 700 users • Graduate program in nuclear physics ranked 1st (U.S. News and World Report) • Michigan State University has been selected to establish FRIB, the Facility for Rare Isotope Beams

3. National Superconducting Cyclotron Laboratory (NSCL) • NSCL provides accelerated beams of heavy ions from oxygen to uranium, including rare isotope beams • NSCL is currently funded for 4200 operations hours per yearCoupled Cyclotron Facility operates 24/7 during beam delivery periods • Typically 30 experiments per year, each requires several different beam tunes

4. Integrated Management at NSCL • Applying the experience of established industry standardsin management of a research user facility • All processes that affect safety, environmental impact, and the delivery of beams to experimenters are well defined and communicated to employees and to users of the facility • Changes to processes or equipment, including experimental setups, require reviews that consider safety, environmental impact, and quality impact • External audit provides annual review of business processes • Service Level Descriptions define support levels that facility users can expect • For every experiment, an Experiment Service Description will be compiled with details of provided services

5. Industry Standards andIntegrated Management at NSCL • ISO 9001 – Quality Management System • Covers the delivery of rare isotope beams to users and all related processes • ISO 14001 – Environmental Management System • Establishes significant aspects regarding environmental impact, leading to the development of appropriate mitigation plans • ISO 18001 – Occupational Health and Safety Management System • Controls health and safety risks, establishes training requirements, and provides framework for performance enhancement

6. Establishment of ISO-basedManagement Systems at NSCL ISO 9001 (QMS) Scope to registration time => 9 months Initial costs: 6 FTEs, 1500 hrs Procurement ~$20k Recurring costs: Management 100 hrs Internal audit 200 hrs Procurement $4k ISO 14001 (EMS) Scope to registration time => 9 months Initial costs: 2 FTEs, 200 hrs Procurement ~$18k Recurring costs: Management 100 hrs Internal audit 200 hrs Procurement $2k ISO 18001 (OHSMS) Scope to registration time => 6 months Initial costs: 5 FTEs, 1100 hrs Procurement ~$9k Recurring costs: Management 100 hrs Internal audit 200 hrs Procurement $3k 14001 and 18001 have now been combined (ESHMS ) and are audited simultaneously

7. Quality Management System Timeline Very short timeline as most system elements were already in place; needed to identify and fill gaps, and write documentation

8. ESH Management System • NSCL’s Environmental, Safety and Health Management System assists management in ensuring that a safe and healthy workplace is provided to all employees and facility users while also protecting the environment. • Assessment of risks to ES&H for all work in order to identify appropriate preventative and protective measures • to comply with any relevant statutory provisions • to maintain health and safety of all persons at NSCL • Determination of significant aspects (significant environmental, safety or health impact of operations conducted at NSCL) and development of mitigation plans • Formalized safety policies and procedures readily available to all employees

9. ESH Management System • Job Safety Analysis to provide a process for task hazard identification & documentation of control • Tier I Inspections including reporting and tracking of findings • Record of Decision to formally document safety related decisions • Causal Analysis of all accidents to prevent recurrence • Stop Work Authority empowers all NSCL workers to stop imminent hazards • Operational Readiness Review to determine operational compliance & safety preparedness • Safety Suggestion Program to promote employee involvement & ownership of safety

10. Safety Training • NSCL training database • to record required and completed training, • integrated to NSCL access control database • Communication of training requirements • Provide all trainingcourses online forimmediate access

11. Objectives of the Quality Management System • Rare Isotope Beams will be delivered with 90% availability • Rare Isotope Beams will be delivered within 24 hours of the scheduled time Dependable schedule leads to high user satisfaction Availability = MTBF / (MTBF + MDT)MTBF = Mean Time Between FailuresMDT = Mean Down Time

12. Elements of the Quality Management System • Every system or process failure triggers “Trouble Report” • Risk-based graded response to address failures (for all 3 systems) • Root cause analysis, corrective and preventive action • Labwide Preventive Maintenance Database • Scheduled Maintenance with Reminder Emails • Maintenance Records to document maintenance history • Experimenter Feedback Survey to analyze “Customer Satisfaction” • Survey results reflect highly satisfied experimenters • Experimenter feedback comments help to improve beam delivery • Employee Training • Online Training modules can be taken any time, • training database to document successful training

13. Trouble Report System • Used since October 2001, constantly improved since then • Corrective and preventive action process for all three management systems • Suggestions for improvements, safety and environmental near-misses, safety/environmental findings, and audit findings • Department Heads assign risk and investigators for root-cause analysis • Risk Management Matrix determines risk based on Severity (impact on facility downtime, equipment loss, environmental, safety/health, project management) and probability of occurrence; Graded response based on risk • Effectiveness of actions are reviewed by Continuous Improvement Committee (requirement of standard)

14. Trouble Report Statistics • Typical trouble report statistic for 1 year (2009-04-01 – 2010-04-01) • Submitted trouble reports 861 • Unsolved trouble reports 141 • Solved with pending 29preventive action

15. Daily QMS Accountability Hallway Displays (throughout building) Daily Dashboard (8 am weekdays) Established Quality Management System cultivates continuous improvement in the operations program throughout the laboratory

16. Continuous Improvement All Standards-Based Management Systems require adedication to Continuous Improvement • NSCL has a Continuous Improvement Committee • Review of all Trouble Reports (bi-weekly) • Committee is stakeholder in all decisionsaffecting reliability • Input received from: • Trouble Report System • User surveys • Verbal communications throughline management • Annual internal and external audits

17. High User Satisfaction • Analysis of User Feedback Data (2010-04-01 – 2011-04-01)