1. CERN Draft 0.3 – after meeting July 29th, 2011IMWG - Workflow sub working group - draft 0.3 - after meeting

2. Roles  Tables will be drawn for each steps and each area with associated rights July 29th, 2011IMWG - Workflow sub working group - draft 0.3 - after meeting

3. General workflow July 29th, 2011IMWG - Workflow sub working group - draft 0.3 - after meeting Equipment group Pre-scheduling Coordination team Pre-scheduling Request Technical Approval Follow-up Closure Safety forms Risk analysisScheduling Still some questions if the result shall be linked or not on the start of activity ? Configurable according to location ?

4. A R Request for an Activity (A R ) July 29th, 2011IMWG - Workflow sub working group - draft 0.3 - after meeting Login A R Fill new A R A R Choose A R from catalog A R Cancel A R  A R Clone A R A R Find an existing A R A R Complete/modify A R  A R Save A R A R Submit A R A R Insert A R in catalog A R Reject A R  A R Approve A R  A R Assign A R to the adequate coordination team  A R Submit A R to System Responsible Approved by System Responsible  Notes  Document the reason of the rejecting / cancel ? & inform requester  Checks, mandatory fields : waiting data model  Depending on groups (a matrix shall be written)  Based on location and time period (LHC machine)  Mail send to coordination teams. This depends on areas & time period General - TIOC: check boxes can be tagged/untagged by creator or coordination or TIOC Phase II A matrix will be defined : system & area What do we do with surface work ?

5. Technical Approval July 29th, 2011IMWG - Workflow sub working group - draft 0.3 - after meeting A R Assign A R to the adequate coordination team 1 st Check of proposed dates/duration w.r.t schedule TIOC check not needed Technical approval needed ? Check consistency of information Decision? A R Reject A R  A R Approve A R  A R Reject A R  A R Approve A R Scheduling Approved by TIOC ?  Propose new dates Fields modified and need a formal approval from system coordinator? Notes  TIOC will mention if he cares about dates modification or not  Document the reason of the rejecting ? & inform requester – Send back to System coordinator  EDMS number, or meeting reference or doc. attached Phase II formal approval from system coordinator?

6. Scheduling July 29th, 2011IMWG - Workflow sub working group - draft 0.3 - after meeting A R Approve A R Check proposed dates/duration with current coordination schedule  Insert scheduled – baseline – access dates Notes  Possibility to accept a batch of activity  This will be mostly like done orally Phase II Follow-up Inform System coordinator Dates proposed  scheduled TIOC appoval ?  TIOC cares about dates Formal approval needed System responsible is not OK with new dates Propose new dates

7. Follow-up July 29th, 2011IMWG - Workflow sub working group - draft 0.3 - after meeting Lock-out RP module (material & transport) Schedule Filters (transport, list of activities /location /day..) Propose new dates Phase II Either coord. Team / requester Do we have to launch again safety form(s) ? In parallel VIC (froma phone call of safety coordination – Activity can be paused) Possibility to enter comments on progress (from anyone) Beware of linked activity in the future. If any change how do we announce the changes on following activity Scheduling What happens to Safety forms = different treatment for different forms. To see

8. Next steps (and discussions)  Notion of workpackage  Example of SPS magnet exchange  One workpackage = one activity  Example of R2E at point 7  One workpakage = several activities with # risks…  At a first stage, only a field Workpackage number  This will also be usefull in the future for the DIMR  Workflow in word  The # status of an activity  See how the workflow works for # use cases, and for surface works July 29th, 2011 IMWG - Workflow sub working group - draft 0.3 - after meeting