ESS Management System SSM visit 24th October Mattias Skafar Head of Quality Division www.europeanspallationsource.se 12 May, 2019

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

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

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

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

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

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

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

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

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

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

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

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

WoW Managers in action ESS Nautical chart – Steering documents Lighthouse - Guiding away from obvious dangers in hard conditions Tugboats – Push and pull

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

WoW 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 WoW areas Status of compliance & performance WoW Manage Requirements WoW Mng Safety & Licensing WoW Develop Excellence WoW Execute, Govern & Controls Verified & implemented or rejected requirements Allocated requirements WoW Develop Excellence WoW Develop & Maintain Facility WoW Develop & Maintain Facility Allocated requirements also to People and Facility

Ways of Working – Ownership WoW Area WoW 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

Ways of Working – Area Handbooks WoW Area WoW 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 Manage Emergency & Crisis ESS-0320812 Develop & Maintain Facility ESS-0320813 Operate Facility ESS-0320814 Enable Science ESS-0320815 Manage Staffing & Competence  ESS-0320816 Manage Documented Information ESS-0320817 - In review Manage Configuration  ESS-0320818 Manage Supply ESS-0320819   Work in progress Folder in CHESS: ESSMS 2.0

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

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

Conclusion Shared Ownership Shared Development Shared Interface 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.

Thank You for Your time!