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

RPO Responsibilities Manage: 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 Conduct Radiation Safety Hazards Analysis Permit uses of radiation sources Permit uses of radiation sources – RAM, Lasers, Magnetic and Electric Fields – Permit faculty use Certify Fume Hoods Certify Fume Hoods – Energy Conservation

Radiation Program Scope Supports: 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

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

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

Program Support Manage Office Manage Office Permitting Permitting User Training Records User Training Records Ordering RAM Ordering RAM User Registration User Registration – User dosimetry Regulatory Records Regulatory Records

Annual Metrics 12,450 Radiation Laboratory Surveys 12,450 Radiation Laboratory Surveys – 350,000 recorded measurement points 346 Permits 346 Permits – For RAM, Lasers, Machines – 175 Annual Permit Audits Delivered 1,600 RAM Packages Delivered 1,600 RAM Packages 960 Hoods Managed and tested 960 Hoods Managed and tested 21,184 Dosimeters issued 21,184 Dosimeters issued – Processing results maintained 1,460 Users Trained 1,460 Users Trained 1,698 ft 3 of Rad Waste 1,698 ft 3 of Rad Waste – 62% of the volume managed in-house 25,000 pages of Reports Issued 25,000 pages of Reports Issued

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

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

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

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

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

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

Example Applications Permitting and Surveys

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

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

Reporting More Formatting Options More Formatting Options Compounding Reports Compounding Reports Easy! Easy! – Computer hostile staff

Main Data File Controlling Point

Use Management

Manage Surveys

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

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

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

Access from Department Website

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

Request Order w/in approvals Order w/in approvals Approved locations Approved locations Confirms Radiation Requirem ents Confirms Radiation Requirem ents

Radioactive Details Known Nuclides Known Nuclides

Retrieve from History Last 25 Orders Last 25 Orders

Review Order Edit Edit Additions Additions Complete Complete

Communicate Order Placed by RPO Order Placed by RPO Awaiting Delivery Awaiting Delivery

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

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

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