BROOKHAVEN NATIONAL LABORATORY
NATIONAL SYNCHROTRON LIGHT SOURCE
Subject: Conduct of Operations
Number: LS-CO-0001
Revision: A
Effective: 12/23/2003
Prepared/Approved By: M. Buckley Approved By: R. Heese, E. Johnson
*Approval signatures on file with master copy.
| INTRODUCTION | DOE Order 5480.19 | ||
| CHAPTER I | OPERATIONS ORGANIZATION AND ADMINISTRATION | CHAPTER X | INDEPENDENT VERIFICATION |
| CHAPTER II | SHIFT ROUTINES & OPERATING PRACTICES | CHAPTER XI | LOGKEEPING |
| CHAPTER III | CONTROL AREA ACTIVITIES | CHAPTER XII | OPERATIONS TURNOVER |
| CHAPTER IV | COMMUNICATIONS | CHAPTER XIII | OPERATIONS ASPECTS OF FACILITY PROCESS CONTROL |
| CHAPTER V | CONTROL OF ON-SHIFT TRAINING | CHAPTER XIV | REQUIRED READING |
| CHAPTER VI | INVESTIGATION OF ABNORMAL EVENTS | CHAPTER XV | TIMELY ORDERS TO OPERATORS |
| CHAPTER VII | NOTIFICATIONS | CHAPTER XVI | OPERATIONS PROCEDURES |
| CHAPTER VIII | CONTROL OF EQUIPMENT AND SYSTEM STATUS | CHAPTER XVII | OPERATOR AID POSTING |
| CHAPTER IX | LOCKOUT/TAGOUT | CHAPTER XVIII | EQUIPMENT and PIPING LABELING |
DOE Order 5480.19 To improve the quality and uniformity of operations at the Department of Energy's facilities, the DOE issued Order 5480.19 "Conduct of Operations Requirements at DOE facilities." This order recognizes that the success of a facility's mission critically depends upon a high level of performance by its personnel and equipment. This performance can be severely impaired if the facility's Conduct of Operations pays inadequate attention to issues of organization, safety, health, and the environment. These guidelines are Brookhaven National Laboratory's and the National Synchrotron Light Source's acknowledgment of the principles of Conduct of Operations and the response to DOE Order 5480.19 Change 2.
Because of the great diversity of the facilities operated by DOE and its contractors, Order 5480.19 calls for "A graded approach... to assure that the depth of detail required and the magnitude of resources expended for operations are commensurate with each facility's programmatic importance and potential environmental, safety and health impact." Further, "The guidelines are written to be flexible, so that they encompass the range from large, permanent DOE test or production facilities to small research or testing facilities..." and "It is expected that facilities may use different approaches or methods than those defined in the guidelines, but facilities are expected to meet the intent of these guidelines." DOE5480.19 does not directly address technical aspects of equipment operation as these are "...facility specific, requiring unique direction." In applying DOE Order 5480.19 to the NSLS, this facility has used the "Graded Approach" to comply with the general nature of the Order's requirements.
CHAPTER I
OPERATIONS ORGANIZATION AND ADMINISTRATION
| 1 - Operational Policies | 4 - Accountability |
| 2 - Resources | 5 - Management Training |
| 3 - Monitoring of Operating Performance | 6 - Planning for safety |
A. INTRODUCTION
The organization and administration of the NSLS operations, is intended to achieve a high level of safety and performance that is accomplished through effective implementation and control of operational activities. Operational policies and procedures recognize that protecting the environment, and assuring safety and efficient operations are compatible goals. Such policies and procedures reflect the standards of excellence used in operating this facility. These policies set up the lines of responsibility for normal and emergency operations, and provide a method to monitor and assess performance. This chapter discusses the policies, resources, and assessment needed in operations.
B. DISCUSSION
The NSLS achieves a high level of excellence by having the operations management establish high levels of performance. Management communicates these standards to the NSLS staff. Personnel are well trained and their performance monitored. The Head of the Operations Group, establishes standards, defines goals, and determines the responsibilities of the operational staff. The operations staff provides input and feedback to standards and training. Management uses reports and goals to measure performance. Personnel are held accountable for their performance through supervisory counseling, performance appraisals, and when necessary, administrative action. Remedial training is provided, if appropriate.
C. PRACTICE
The NSLS ES&H Policies and Requirements Manual (PRM), NSLS Facility Manuals (located in the NSLS control room), and NSLS Quality Assurance Manual provide the ESH&Q and operation policies and procedures for the department. The NSLS organization chart and NSLS ES&H organization chart denotes the department structure. Each person involved in the operation is shown and to whom that person is primarily responsible along with alternative supervision. The NSLS Chairman periodically reviews the organization chart to insure its accuracy. The organization chart reflects all modes of operation in the NSLS. The NSLS PRM includes responsibilities for staff, visitors, users, students, and non-BNL personnel.
There are written operational procedures for all activities that could adversely impact the environment, safety, health, operations, or quality. The NSLS Operations Group procedures and policies are in accordance with the BNL Standards Based Management System (SBMS) and the NSLS Accelerator Safety Envelope (ASE). Formal training is provided for critical or especially complex procedures. General operations training is provided through Required Reading and On-The-Job training, supervised by experienced personnel selected by NSLS management and staff supervisors in conjunction with the NSLS Training Coordinator.
Visiting scientists and associates must go through an extensive process of registration and training before accessing the experimental floor and conducting an experiment. This process can be viewed in the New User Section of the NSLS User Administration web page.
Operational goals are defined at weekly meetings of the experimental users. Performance standards are set, monitored, and recorded at these meetings. Monthly charts of machine performance are kept and published in the National Synchrotron Light Source Activity Report.
A fault reporting system accounts for all machine downtime. The engineering and technical staff reviews these reports biweekly. The Operations Section Head reviews daily performance of the storage rings. Computer History programs allow responsible individuals to review machine operational parameters in detail and allow diagnosis of problems.
2. Resources
The NSLS Chairman assures that there are sufficient resources for safe and efficient operation of the facility. The NSLS management considers long-range staffing needs and develops plans to implement them. These plans are consistent with the allotted funding and the NSLS's mission.
NSLS Machine Operators and Operations Coordinators operate on a shift basis with minimal overtime. NSLS technical staff has been assigned with equipment responsibilities, and are called in to repair, test, or service equipment as needed. The ESH&Q group is available to carry out responsibilities within its area to help the safe operation of the facility.
3. Monitoring of Operating Performance
Real-time machine parameters and 24-hour performance histories are displayed on monitors distributed throughout the NSLS, the NSLS website Facility Information page, in the BNL's Director's office, and at other various locations on site. All operating problems or conditions are recorded in the operator and/or coordinator logbook. Machine faults are recorded and reported in writing to the responsible engineer or technician daily by generating a fault report. Operations Coordinators monitor the NSLS experimental program via log entries, experimental approval forms, regular tours, and weekly meetings. Management holds monthly reviews to determine performance trends.
NSLS has an ALARA program and a routine radiation monitoring system is in place. Environmental, safety, and health inspections are carried out every three months and reports of which are sent to applicable management. Radiological and Laser interlock tests are completed under accordance with NSLS PRM LS-ESH-PRM-1.5.3, "Interlock Safety" on a 6-month basis or when the interlock system is modified or repaired.
Self-Assessments are conducted in accordance with the NSLS self-assessment plan or when deemed necessary by the ESH&Q associate chair or other NSLS management. Such assessments could address Environmental, Safety, Quality, & Operations. Self-assessment reports are developed and sent to appropriate NSLS & BNL management.
All NSLS staff have completed Roles, Responsibilities, Accountabilities, & Authorities (R2A2) which are maintained in the chairman's office. NSLS management performs evaluations of all personnel to determine if problems exist. Retraining or administrative action is considered for personnel involved in significant or frequent violations of NSLS policies and/or procedures.
"NSLS Training Policies and Requirements" addresses training requirements for management, staff, users, and any other individual working or entering the NSLS facility. The NSLS management and supervisors in conjunction with the NSLS Training Coordinator complete Job Training Assessments (JTA) to determine which BNL and NSLS-specific training must be given to support operational activities. NSLS management and supervisors will attend BNL required training and any training deemed necessary by the NSLS Chairman.
All operational activities are carried out under the constraints of the NSLS Accelerator Safety Envelope (ASE) and according to the Operational Safety Limits (posted in the NSLS Control Room). Policies and procedures in the NSLS PRM and Facility manuals were developed to meet these constraints and are expected to be understood by all affected personnel. The policies and procedures within the NSLS PRM address department specific requirements within the BNL Standards Based Management System (SBMS). Operations Coordinators are trained to implement these NSLS policies for beamline operations.
SHIFT ROUTINES & OPERATING PRACTICES
A. INTRODUCTION
This chapter describes some important aspects of routine operations and practices. Chapters III, Control Area Activities, and Chapter IV, Communications, contain the related guidelines.
B. DISCUSSION
Effective monitoring of equipment is necessary to detect abnormal conditions or adverse trends. Monitoring allows actions to be taken before the equipment malfunctions. Notifying the Operations Group Section Head or designee promptly of unusual or unexpected situations will help to assure that attention is given to any problems. The Head of the Operations Group is responsible for NSLS operations and formally transfers authority to operate to the Operations Supervisor. The Head of the Operations Group decides on the response to abnormal conditions and reviews and approves any special tests. NSLS personnel must follow the proper practices for industrial safety, radiological protection, environmental, health, and quality assurance.
C. PRACTICE
1. Status Reports
Operators & Coordinators must monitor the various instruments that provide the NSLS status and the operations of the facility. The operations group follows the occurrence reporting requirements stated within BNL subject area, "Occurrence Reporting and Processing System" (ORPS).. If the occurrence involves personnel safety, health, or is environmental, the NSLS ES&H Coordinator and/or Safety Officer shall be notified. Operators must notify the Head of the Operations Group or designee when the machine has been down for more than two hours. Operators must prepare a fault report for all unscheduled downtime. The Operations Supervisor prepares status reports on downtime and machine performance for management review.
2. Safety Practices
During operations, a fully qualified Machine Operator and two fully qualified Operations Coordinators shall be on duty. These individuals shall follow operations and ESH&Q guidelines and procedures stated within the Operational Safety Limits, NSLS Policies and Requirements Manual (PRM), the Accelerator Safety Envelope (ASE), NSLS QA Manual, the BNL Standards Based Management System (SBMS), and operations procedures within the facility manual.
The Machine operator must assure that the RAD MON micro is functioning while the LINAC-Booster, VUV ring, or X-Ray ring are in operation. This requirement is addressed in more detail in NSLS Procedure, "Operations Group Response to "Workday & Hourly Radiation Alarms - Channel 26" (LS-SAF-004).
3. Inspection Tours
Operation Coordinators carry out regular tours of the experimental areas at least once per shift. Checks are made to insure beamline conformance with the Experimental Safety Approval Form (SAF), the Beamline Safety Checklist, the Beamline Padlock Checklist, and Beamline Vacuum Procedures. Significant abnormalities encountered will be recorded in the operations log and disseminated to the appropriate responsible individual. Beamline status is monitored both locally and via computer. Tier I inspections are completed by the NSLS Safety Engineer on a routine basis for all NSLS areas and followed up to ensure conformance.
4. Personnel Protection
The Operations Group Section Head in conjunction with the NSLS Safety Officer reviews operational practices to maintain personnel exposures to hazards "As Low As Reasonably Achievable" (ALARA). The Radiation Safety section of the NSLS PRM contains numerous policies and procedures that are specific to the NSLS and address the BNL ALARA Program. Areas addressed in this section include Collective Dose Goals, Administrative Control Levels, Radiological Work Permits, and Safety System Work Authorizations. The NSLS ESH Coordinator monitors the dosimeter reports on a monthly basis and, if the need arises, disseminates any discrepancies to the worker and his/her supervisor.
The NSLS Work Planning and Control process applies to all physical work performed within the NSLS. The process uses a graded approach to identify hazards, risks, and complexity levels, and is used to establish the level of rigor for planning and review. This process requires use of a work permit form for all moderate and high hazard work that is not already covered in Standard Operating Procedures. In addition, the NSLS Policies & Requirements Manual addresses ES&H Policy and Organization, Responsibility And Authority, General Safety, Industrial Hygiene, Fire Safety, Cryogenic Safety, Environmental Management, Hazardous Waste Management, Training, and the Local Emergency Plan.
The Operations Group Section Head in conjunction with the NSLS Safety Officer, and NSLS Training Coordinator determines which BNL safety courses and NSLS-specific courses operational personnel must take. All Operators and Coordinators receive "Radiological Worker I Training" and "HAZCOM Training". BNL Radiological Control Division (RCD) Representatives assigned to the NSLS carry out routine radiation surveys and perform surveys at the request of the Operations Group and NSLS Safety Staff. There is an ongoing radiation monitoring process for the experimental floor using Thermoluminescence Dosimeters (TLD's) and chipmunk devices, which are routinely monitored by the NSLS safety officer and RCD representatives..
5. Response to Indicators
Operators must report and log any abnormal operations, systems, or equipment failures. A fault report must be written, and affected personnel must be made aware of the potential consequences of these problems. The Operations Group Section Head or designee is responsible for scheduling corrective actions and notifying all effected personnel of operational problems.
6. Resetting Protective Devices
Protective devices are installed to protect personnel and equipment from operating beyond there design limits. Protective devices may only be reset after establishing the cause of exceeding the device limit. Corrective action by the operator or technical staff is taken and reported as needed. Major occurrences are reported and investigated as required by BNL subject area, "Occurrence Reporting and Processing System" (ORPS).
7. Authority to Operate
The NSLS Chairman vests authority for operation of the facility with the Associate Chair for Operations and Engineering, and the Head of the Operations Section. The Head of the Operations section has the authority to call upon the resources of any division of the NSLS to ensure the safe and efficient operation of the facility. The Head of the Operations section transmits the authority to operate to the Operations Supervisor but maintains the responsibility for all NSLS operations. The Operators and Coordinators are responsible for operating the NSLS safely and efficiently by adhering to operation procedures, operational safety limits, ES&H, and NSLS quality assurance requirements. Any work by support groups, which might impact the operation of the accelerators, shall be approved by the on-duty Operator.
8. Shift Operating Base
The NSLS Control Room is the base of NSLS accelerator operational activities including communications and shift turnover.
9. Potentially Distractive Materials and Devices
The Operations Supervisor must approve the use of computerized, written, audio, or visual material not having to do with operations.
CHAPTER III
CONTROL AREA ACTIVITIES
| 1 - Access to the Control Area | 4 - Control Room Operator Ancillary Duties |
| 2 - Professional Behavior | 5 - Operation of Control Area Equipment |
| 3 - Monitoring the Main Control Panels |
A. INTRODUCTION
This chapter discusses the control area activities that help to achieve safe and efficient operations.
B. DISCUSSION
The control area (i.e. control room) is the coordination point for operations. Operators should not be overburdened with administrative responsibilities. Access to the control area should be limited so that operators are not distracted from properly monitoring and adjusting facility parameters.
C. PRACTICE
The NSLS Control Room is a posted restricted area with access limited to authorized personnel. The Operations Supervisor or on duty Operator grants entry to the control room and has the authority to restrict access. Personnel not specifically trained and authorized are restricted from operating the controls. Visitors accompanied by authorized personnel will be admitted access to the control room at the discretion of the on-duty Operator.
The Operations Group Section Head and Operators are responsible for enforcing professional behavior in the control room. Personnel disrupting operations will be removed from the control room.
3. Monitoring the Main Control Panels
The control room must be staffed at all times when the accelerator machine equipment is operating (i.e. operations, studies, and short-maintenance periods where monitoring of equipment is needed). Only knowledgeable personnel shall be permitted to monitor the control room in the absence of the on-duty operator. Operators monitor, prepare printouts and save files of the main operating parameters and major changes in operational requirements. Operators and Coordinators log and respond to malfunctions and alarms according to established procedure so that effective corrective action can be taken.
NSLS machine status is displayed on monitors located above the operator console and individual equipment status is available via the operations computer terminals and website. All machine set points are stored in computer memory and can be restored or compared to the current set points. All equipment is individually protected to "failsafe" and does not depend upon computer intervention.
4. Control Room Operator Ancillary Duties
The Operations Group Section Head is responsible for reviewing operator tasks to assure that operators are not performing duties that could interfere with the proper monitoring of operations. Operators perform administrative tasks only when operating conditions permit. An Operations Coordinator with required minimum training and authorized to operate the machine may take over the operational function when necessary.
5. Operation of Control Area Equipment
Only operators trained and authorized by the Operations Group Section Head or designee may operate the NSLS controls. A list of qualified operators and coordinators is posted in the control room and maintained as part of the NSLS Facility Manual. New operating personnel receive operations training through a documented On-The-Job training (OJT) program. Experienced operators supervise new operating personnel until the Head of the Operations Group formally approves their ability to operate the controls. In addition Physicists and Engineers may operate equipment that they have the responsibility for and perform machine studies in accordance with NSLS Conduct of Operations and with the knowledge of the on-duty operator.
CHAPTER IV
COMMUNICATIONS
| 1 - Emergency Communications Systems | 4 - Radios |
| 2 - Public Address Systems | 5 - Abbreviations and Acronyms |
| 3 - Contacting Operators | 6 - Oral Instructions and Information Communication |
A. INTRODUCTION
Communications should be reliable and accurate when transmitting information within the NSLS. Communications systems should be designed to insure that information is readily accessible to NSLS staff and users.
B. DISCUSSION
Verbal and computer communications are the primary means of sending operations information. Since accurate communication is essential for safe and efficient operation, guidance in its use is necessary. Operators use the facility's audio and visual warning devices to alert personnel to abnormal or emergency conditions. These communications are controlled to insure that they do not detract from normal operations and are available in an emergency. Specific information on communication procedures must be given to outside users.
C. PRACTICE
1. Emergency Communications Systems
The NSLS control room utilizes the BNL telephone system and Fire Radio System to contact BNL emergency response personnel. The emergency number is extension 2222 or 911 and is posted in the control room. The backup system for emergency response is through activation of the manual fire-alarm station, and/or cellular phone. Communication systems are tested periodically to insure they are functional.
The NSLS on-duty operator is the "Acting Local Emergency Coordinator" for the NSLS facility as specified in NSLS procedure "Response to Emergencies at NSLS" (Operations Group Response), (LS-OPS-0005), contained in the Facility Manual.
The BNL "Plectron Warning System" sounds in the control room and transmits information on BNL emergencies, evacuations, weather alerts, etc. The BNL Safeguards and Security Division transmits the emergency information through this system.
The automatic fire alarm system sounds warning bells and illuminates strobe lights (in high noise areas) across NSLS areas in the event of an emergency requiring an building evacuation. This system can also be activated manually by the use of fire alarm pull switches located throughout the NSLS. In conjunction with the fire alarm system, the operator utilizes the Public Address (PA) system to disseminate important information to personnel throughout the building. The operator can override telephone access to the PA system and gain full control during an emergency. The Plectron Warning System, fire alarms, and PA system are tested periodically.
The public address system is used to broadcast information regarding machine operations to the experimental floor. The system is also used to make general announcements that is broadcasted on the experimental floor areas and on monitors tied into the NSLS display system. The microphone for this system is situated in the Control Room and is controlled by the on-duty Operator. The PA system may also be accessed from any telephone system on extension 7878. The messages transmitted by way of the telephone are restricted to the experimental floor areas and monitors connected to the NSLS display system only. The control room microphone may be used to selectively broadcast to the VUV floor, X-Ray floor, both areas, monitors connected to the NSLS display system, or the entire building (used for emergencies).
Excessive use of the PA system for contacting department personnel and unnecessary announcements should be avoided. For normal communications, pocket pagers, facility telephones, and E-mail are used.
The machine operators can normally be contacted using the telephone system at extension 2550. Experimenters may contact the Operations Coordinators by pocket pager #5824 or on telephone extension 5046. Portable radios are utilized by the Operations Coordinators to maintain contact with the control room and each other for operational and emergency situations..
4. Radios
Portable radios are used throughout the NSLS by the operations staff to maintain contact with the control room and each other. Channel F1 is dedicated to operations and channel F2 can be used by other groups. Areas should be posted where the use of radios will cause interference with equipment.
Operators and Coordinators should only use commonly known abbreviations and acronyms in communications.
6. Oral Instructions and Information Communication
Verbal instructions should be clear and concise, and the sender and intended receiver should be readily identifiable. Instructions involving the operation of equipment, should be repeated by the receiver, when necessary, to insure that the instructions are understood.
CHAPTER V
CONTROL OF ON-SHIFT TRAINING
A. INTRODUCTION
The primary mode of training for operating the NSLS is through on-the-job training (OJT). Training must be carefully supervised and controlled to avoid mistakes in operations. This chapter discusses the NSLS's operations training requirements.
B. DISCUSSION
On-the-job training is that part of the training in which the trainee receives hands-on experience with NSLS controls and equipment. Experienced operations personnel supervise this instruction. The Head of the Operations Group, in conjunction with the NSLS Training Coordinator, is responsible for determining the training methods, materials, and documentation according to BNL training polices and standards, including the BNL "Training and Qualifications" subject area.
C. PRACTICE
1. Adherence to Training Program
The Head of the Operations Group, in conjunction with the NSLS Training Coordinator, determines the training requirements, duration of training and when an operator is qualified to operate the NSLS without direct supervision. In addition, a checklist shall be used to assure completion of training requirements.
Trainees are required to familiarize themselves with the NSLS Facility Manuals, NSLS systems, and policies and procedures. The Head of the Operations Group selects which NSLS-specific, BNL-wide, or other training programs personnel must attend to be qualified to operate or use the facility.
The Head of the Operations Group may authorize training exemptions based on an assessment of personnel experience. Exemptions should be recorded on the training checklist, other relevant documentation, or if applicable, as per the BNL "Training and Qualifications" subject area. Required training courses for the NSLS Operators and Coordinators is located in the Brookhaven Training Management System (BTMS) under NSLS operator coordinator JTA. On-the-job training checklists are located in the control room and must be completed and approved prior to operator/coordinator qualification.
2. On-Shift Instructor Qualifications
The Head of the Operations Group, authorized by the NSLS Chairman, has the authority to operate the NSLS. The Head of the Operations Group determines who is qualified to instruct the trainees. Instructor qualifications will be documented and retained according to "NSLS Training Policies and Requirements".
3. Qualified Operator Supervision & Control of Trainees
Qualified operators supervise training whenever trainees operate equipment, insuring that errors are not made that could degrade NSLS safety or operation. Qualified Operators review information recorded by trainees in the operator's log.
4. Operator Qualification Program
The Control Room Supervisor shall approve the Operator Qualification Program. The NSLS Training Coordinator and the Control Room Supervisor shall coordinate any changes in the program. The Head of Operations or designee, and the operations supervisor shall provide their signature of approval for qualified operators and coordinators.
Completion of the Operator and Coordinator training program shall be documented in accordance to "NSLS Training Policies and Requirements".
Training shall be immediately suspended in the event of an abnormal occurrence or emergency condition.
There shall be no more than one new Operator trainee and no more than two new Operations Coordinator trainees on any given shift.
8. Use of Trainees to Support Operations
The Operations Supervisor decides when an operator or coordinator trainee, under normal operating conditions, is permitted to perform certain procedures by himself/herself.
CHAPTER VI
INVESTIGATION OF ABNORMAL EVENTS
A. INTRODUCTION
BNL's policy for investigating and reporting abnormal events is defined in the BNL SBMS subject area, "Occurrence Reporting and Processing System (ORPS)" The subject area provides the procedures for implementing the Occurrence Reporting Program Description and identifies the process for staff and management who perform specific duties related to the discovery, response, notification, investigation, and reporting of occurrences to BNL and DOE management.
B. DISCUSSION
All staff are required to appropriately report abnormal events or conditions that they perceive may
When an abnormal event or condition is reported to a Department Chair/Division Manager, it is subsequently relayed to an Occurrence Categorizer who determines if the event or condition meets the criteria for a reportable occurrence. The Occurrence Category drives a graded approach to the level of follow-up actions required for internal and external notifications, occurrence investigation and analysis, and occurrence reporting. After a reportable occurrence is categorized and appropriate notifications are made, it is evaluated to assess its significance and programmatic impact, causal factors, generic implications, and the need for and implementation of corrective actions. The information identified in this process forms the basis for the Final Occurrence Report. This information also assists in improving policies and procedures and communicating lessons learned.
C. PRACTICE
1. Events requiring investigation
The BNL SBMS subject area, "Occurrence Reporting and Processing System (ORPS)" lists all events requiring investigation of abnormal events.
2. Investigation Responsibilities
Staff appointed by the NSLS Chairman or designee shall act as Facility Managers for the NSLS Department. A list of Facility Managers is located in the NSLS Control Room "Call-In list".
3. Investigator Qualifications
The NSLS Chairman or designee in conjunction with the Head of the Operations Group is responsible for appointing knowledgeable persons from the facility' and BNL safety professionals to investigate events. BNL staff members from the Environmental, Safety, Health, & Quality (ESH&Q) directorate, are available to assist in investigations.
4. Information to be Gathered
NSLS personnel, together with the professional staff of the BNL ESH&Q directorate will collect all necessary information to complete an investigation of an event. This information should include the initial condition of the facility, statements of Operators and other personnel, logs, and other pertinent documents.
5. Event Investigation & Report
Investigations of events and the investigation report shall follow the approved format specified in The BNL SBMS subject area, "Occurrence Reporting and Processing System (ORPS)".
6. Event Training
Information collected by NSLS personnel and by the ORPS Office of the BNL ESH&Q directorate will be used for "lessons-learned" feedback to NSLS/BNL personnel, so that operations, maintenance and training can be improved. The NSLS Operations and ESH&Q groups develop and carry out drills dealing with emergency situations that might reasonably be expected to occur during NSLS operations.
7. Event Trending
The ORPS Office of the BNL ESH&Q directorate tracks all occurrences and issues reports to NSLS Safety personnel for review and analysis.
8. Sabotage
The NSLS Operations staff will immediately report any suspected sabotage to the BNL Safeguards and Security Division and NSLS management.
NOTIFICATIONS
| 1 - Notification Procedures | 4 - Documentation |
| 2 - Notification Responsibility | 5 - Communication Equipment |
| 3 - Names and Phone Numbers |
A. INTRODUCTION
NSLS management and DOE must be notified promptly of abnormal occurrences to assure that the Laboratory is responsive to public health and safety concerns. This chapter provides guidance to assure the uniformity, efficiency and completeness of these notifications according to the requirements within the BNL SBMS subject area, "Occurrence Reporting and Processing System (ORPS)".
B. DISCUSSION
Abnormal events require verbal notification to the operations supervisor or facility manager upon the event or discovery of the event.
C. PRACTICE
The Department Chair/Division Manager contacts the Occurrence Categorizer via pager number 631-453-5887 as soon as practical, but allowing enough time so that a determination of reportability will take place within two hours of the event or condition discovery. If needed, call extension 2238 and request assistance in contacting the Occurrence Categorizer. The NSLS Emergency Plan, maintained in the NSLS Facility Manual, describes notification procedures in the event of an emergency.
NSLS policy dictates that the Operations Group Section Head or designee is notified when the machine has been down for longer than two hours. The on-duty Operator normally decides when to call responsible personnel from the equipment responsibilities call-in list.
2. Notification Responsibility
For operational situations, the NSLS Operations Group Section Head or designee is responsible to ensure that those individuals listed on the appropriate call-in list have indeed been notified and that any requirements for notification have been complied with.
The names and phone numbers of the NSLS Facility Manager and alternates for emergencies and abnormal events are listed in the NSLS Control Room Call-In List book. Equipment responsibility call-in lists are located on the NSLS QA website and a paper copy of these responsibility lists are located in the Call-In List book in the control room. These lists provide the names of personnel responsible for specific NSLS equipment/systems and include their phone numbers and pager numbers for contacting them at home and/or work.
The BNL ORPS office maintains the documentation for all occurrences. The NSLS Operator and/or Operations Coordinator are required to record all relevant information associated with emergencies and abnormal events in the operations log.
The on-duty Operator will use the BNL telephone system to notify NSLS management of an occurrence. The NSLS Facility Manager or designee will notify the ORPS categorizer by telephone/pager.
CONTROL OF EQUIPMENT AND SYSTEM STATUS
A. INTRODUCTION
Good operating practices will maintain the NSLS's configuration within its design limits and provide the Operators with knowledge of the status of the equipment and systems.
B. DISCUSSION
Operators must be aware of how the equipment and systems function. Operators and Coordinators also must be aware of operational safety and reliability limits. Changes in equipment and system configuration must be communicated to the affected operating personnel, by noting these changes in the operations logbook(s), or by using other methods to allow Operators to review the changes.
The status of the equipment and systems is controlled according to NSLS procedures, which includes ensuring conformance with operational safety limits before changes are made to operational modes and including the removal or restoration of equipment to service. Identification and documentation of equipment deficiencies is important to assure safe and reliable operation.
C. PRACTICE
1. Status Change Authorization and Reporting
Modifications or additions to the NSLS facility or equipment require a review in accordance with NSLS PRM, "Facility Design and New Program Review". The Operations Group Section Head or designee may authorize non-safety operational changes. Equipment group personnel must notify the on-duty Operator of any equipment changes that may affect the performance of the NSLS. Operators insure that changes in the NSLS configuration and status are communicated to all accelerator operations personnel and must document those changes in the NSLS operations log. Computer "Restore" files are used to place the NSLS equipment in a baseline configuration for startup.
The configuration of experimental beamlines is reviewed and documented by the NSLS Beamline Review Committee in accordance with LS-PRM-ESH-1.3.5b, "Beamline Safety Review". The Beamline Review Committee works with the ES&H committee and the Safety Officer, reporting to the NSLS Associate Chairman for ESH&Q. Upon completion of a newly built or modified beam line, the Safety Officer, in conjunction with the beam line review committee, performs a final review of the experimental beamline before permission to operate is given. Individual experiments are all reviewed prior to operation via an Experimental Safety Approval Form (SAF) review by the Experimental Review Coordinator (ERC).
2. Equipment and Systems Check
Equipment operational checks are carried out after shutdowns for maintenance or repairs. Checklists are used as needed or appropriate. Machine startup and shutdown checklists are maintained in the control room. The head of operations is responsible for insuring adequate commissioning time and training after equipment or system changes.
Configuration control is exercised on the beamlines through intervention and oversight by the Operations Coordinators, Safety Officer, Safety Engineer, and Quality Manager. Prior to operation or after a lockout condition, a detailed Beamline Safety Checklist must be completed and signed before the beamline is enabled. In addition, beamline padlock checklists/logs are either checked or verified prior to operations when applicable.
Work on the beamline hardware or interlocks require a lockout and if applicable, the completion of an NSLS Work Authorization. An interlock test must be completed if the integrity of the interlock system has been changed. A checklist is used to record the results of the tests and are maintained by the NSLS Personnel Protection System (PPS) Test Manager. Lockout procedures for interlock work or testing is provided in LS-ESH-PRM-1.5.1, "Lockout/Tagout Requirements".
3. Equipment Locking and Tagging
All operations personnel shall have training on Lockout/Tagout for the equipment they are responsible for. A system of controlled locks is available to lockout equipment deemed by the Safety Officer, Safety Engineer, or Quality Manager to be a hazard during open-access to the storage rings or beamline enclosures. Refer to Chapter IX in this manual for further information on lockout/tagout.
4. Operational Limits Compliance
All NSLS equipment is designed to be self-limiting and in addition, contains protective devices (e.g. temperature & water flow switches) to prevent a safety hazard or equipment damage. However, to operate within the design parameters of the NSLS Accelerator Safety Envelope (ASE), and also to keep radiation exposures "As Low As Reasonably Achievable" (ALARA) certain Operational Safety Limits (OSL) have been established and are posted in the NSLS Control Room. The on-duty Operator is responsible for maintaining these operational limits.
5. Equipment Deficiency Identification and Documentation
Equipment and system faults are noted in the operations log and a fault report sent to the responsible group supervisor or engineer. The Operations Supervisor generates monthly and yearly fault charts.
6. Work Authorization and Documentation
Maintenance and equipment upgrades are planned on a monthly basis. Work schedules are drawn up by the Maintenance Coordinators and approved by the Associate Chair for Operations or his/her designee. The schedules are distributed to all applicable personnel and are posted in the NSLS Control Room. The operations group in conjunction with the Mechanical and Electrical Engineer Section Heads plan long-range shutdowns. Preventive maintenance is performed on a work order basis generated by the MARTI (Maintenance Repair Tracking Information) database system. The maintenance coordinator maintains this database system. Refer to NSLS document, "Maintenance Management Program" for further maintenance information.
Experiments operate under the limits imposed by the Experimental Safety Approval Form, signed by the Experimental Review Coordinator (ERC). The NSLS Safety System Work Authorization and Work Planning program is used to monitor and control all work in progress on the accelerators and beam lines, which may affect safety, environment, programmatic impact, and quality assurance.
7. Equipment Post-Maintenance Testing and Return to Service
The responsible equipment groups prior to operational startup perform post-maintenance equipment checks. These checks ensure that the startup is performed in an efficient manner and the storage rings operate at their design/normal operating levels.
The on-duty Operator checks and records certain operational outputs versus equipment set points as part of the machine turn-on procedure. Computer "Save and Restore" programs are used to set the machine parameters to a baseline configuration and other programs check equipment for errors.
Following any work on the safety system the entire system is rigorously functionally tested and documented by the Safety Officer, Safety Engineer, and/or Quality Manager.
Work which may affect beamline and ring configuration is monitored by work permits, safety system work authorizations, and the beamline safety & padlock checklists. They are revised and approved prior to experimental beamline and accelerator restart.
8. Alarm Status
Operators and Coordinators are trained to respond to NSLS equipment and system alarms. After establishing and/or correcting the cause, the Operator, Coordinator, or responsible technician may reset equipment alarms.
The Fire alarm status is latched at the NSLS remote fire alarm display panel in the control room and at the BNL firehouse. The Operators and Coordinators are trained in responding to emergencies in accordance with NSLS procedure, "Response to Emergencies (Operations Group Response), LS-OPS-0005.
NSLS areas monitored for oxygen deficiency hazard (ODH) contain safety system hardware which display the system status. Faults are latched and indicated by lights and/or audible alarms that require review and resetting by the safety personnel according to procedure.
9. Temporary Modification Control
The Operations Group Section Head or designee must approve temporary modifications. They shall be logged in the operations log book(s) by the on-duty Operator and/or Operations Coordinator. All modifications to safety systems must be approved and documented by the NSLS Safety Officer, Safety Engineer, and/or Quality Manager.
Updated operating procedures must be documented and reviewed by the on-duty Operator and/or Operations Coordinator in accordance with NSLS procedure, LS-QAP-0416, "Temporary Procedures".
10. Distribution and Control of Equipment and System Documents
The NSLS Master File maintained in the NSLS Design Room contains the latest design documents including drawings and specifications, design review documents, beam line reviews, incoming test documents, and non-conforming material control documents. These documents are maintained and controlled in accordance with NSLS QA procedure, "Drawing and Specification Distribution". The NSLS Facility Manual maintained in the NSLS Control Room contains the latest NSLS operations policies, procedures and revisions. These documents are controlled and tracked by the NSLS Quality Assurance Group in accordance with procedure, "Preparation of Controlled Documents".
LOCKOUT/TAGOUT
| 1 - Lockout/Tagout Use | 4 - Caution Tags |
| 2 - Testing or Positioning of Equipment or Components | 5 - Training and Communication |
| 3 - Periodic Inspections | 6 - Notification of Personnel |
A. INTRODUCTION
This chapter provides a method to control equipment through tagging and/or locking. These actions protect personnel from injury and protect equipment from damage. Accidental operation of equipment during normal operation, servicing, or maintenance activities has the potential to cause personal injury, or equipment damage. The Lockout/Tagout program allows workers to be sure that equipment has been removed from service and later restored to operation.
B. DISCUSSION
Tagout is the application of a Hold tag on an energy-isolating device. Tagout shows that the energy-operating device and the equipment it controls must not be operated. Lockout is the placement of a lock or similar mechanism on an energy-isolating device. The NSLS shall perform Lockout/Tagout according to BNL ES&H Standard, 1.5.1 "Lockout/Tagout Requirements" and NSLS procedure, "Lockout/Tagout Requirements". Personnel who perform Lockout/Tagout shall be trained and authorized in accordance to the BNL training requirements.
C. PRACTICE
NSLS specific procedure "Lockout/Tagout Requirements" and BNL ES&H Standard 1.5.1 "Lockout/Tagout Requirements" provide guidance and requirements on the use of Lockout and Tagout devices. In addition, the procedures address the following areas:
Lockout/Tagout Implementation
Protective Materials and Hardware
Lockout/Tagout Program
Procedures for Lockout/Tagout
Application of Lockout/Tagout
Lockout/Tagout Implementation
Outside Contractors
Group Lockouts
Shift or Personnel Changes
Personnel working at the NSLS shall use Lockout and Tagout devices to isolate energy sources when required. Locks, tags, and lockout devices are available in the NSLS Control Room. Only authorized individuals trained in the use of lockout/tagout are permitted to implement lockout/tagout procedures.
2. Testing or Positioning of Equipment or Components
Testing or positioning of equipment at the NSLS shall be accomplished only by authorized and trained personnel.
The Head of the Operations Group or designee shall periodically audit the lockout/tagout logbook and outstanding tags. Records will be made available to BNL and DOE auditors. Any discrepancies found will be recorded and a notification will be sent promptly to the responsible individual.
4. Caution Tags
Yellow Caution tags are used at the NSLS to convey information about the status of equipment and to prevent equipment damage, where equipment damage is not a personnel hazard. Standard BNL red hold tags must be used in all personnel safety lockouts. Standard BNL caution tags are available from BNL stock and NSLS Operations Group specific yellow caution tags are available in the NSLS Control Room. The NSLS "Caution (Yellow) Tags" procedure provides the policies and requirements for the use of caution tags in the NSLS.
The BNL Training Program provides the general electrical and lockout/tagout training through classroom instruction and/or computer-based training (CBT). NSLS supervisors and/or designees provide on-the-job training to obtain authorized worker status and document the training. The NSLS Training Coordinator maintains a list of LOTO authorized individuals on the NSLS training website.
Lockout of equipment affecting the performance of the NSLS storage rings, other than maintenance periods, must be with the knowledge of the on-duty Operator and noted in the operations logbook. BNL ES&H Standard 1.5.1. "Lockout/Tag-out Requirements" establishes generic notification requirements.
INDEPENDENT VERIFICATION
| 1 - Components Requiring Independent Verification |
| 2 - Occasions Requiring Independent Verification |
| 3 - Verification Techniques |
A. INTRODUCTION
The independent verification program provides a high degree of reliability in the NSLS operation. This chapter describes the important aspects of this program. Other control programs for equipment status are given in chapter VIII, Control of Equipment and System Status, and some applications of independent verification are discussed in Chapter IX, Lockout/Tagout.
B. DISCUSSION
Independent verification is the act of checking that a given operation conforms to established operating criteria, as well as checking a components status independently of activities related to establishing the component's position. The independent verification program identifies critical components, establishes when independent verification is required, and describes the methods for performing independent verification. Not all components require independent verification because the possibility of improper status may be remote or its effect would not be significant to safe and efficient operation.
C. PRACTICE
1. Components Requiring Independent Verification
Systems that present significant personnel hazards (e.g. flammable gas, large cryogenic systems, large stored energy systems, radiation shielding, etc.) are reviewed by the NSLS Operations Group Section Head, Engineering Section Heads, NSLS ESH Committee, Interlock Working Group Committee, or Beamline Review Committee prior to installation, and are inspected and authorized for operation by the NSLS Safety Officer, Safety Engineer, and/or Quality Manager after any modifications or extended NSLS shutdown.
The general criteria in deciding if independent verification is warranted are as follows:
a.) Could improper equipment status affect the safety or health of personnel?
b.) Could improper equipment status affect the environment?
c.) Could improper equipment status significantly affect the NSLS performance or cause program loss?
d.) Would improper equipment status be recognized immediately by an operator?
e.) Could significant exposure to radiation or other hazardous substances be received by the person(s) performing the independent verification?
2. Occasions Requiring Independent Verification
Safety systems are checked and authorized by the NSLS Safety Officer/Engineer after any modification or extended NSLS shutdown. The NSLS Quality Manager tests beamline and accelerator radiological interlock systems in accordance with NSLS procedure Interlock Safety. The responsible technical groups perform equipment turn on and performance checks after extended shutdowns and prior to machine startup.
The Operators, Coordinators, and NSLS technical staff are trained in the techniques for verifying the status of NSLS equipment. Computer applications programs, software and hardware limits, and alarms continuously verify the status of NSLS devices. Personnel safety systems have independent hardware and logic to verify that they are in the proper state.
Search and secure procedures, verify that personnel are out of "secured" areas prior to machine startup. The correct procedure is enforced by the safety system logic, which will not permit the safety system "ring secured" enable condition if the incorrect procedure is used. Redundant door switches monitor access door positions in beamline hutches and at accelerator entrances. Equipment damage protection is verified by means of independent equipment interlocks that verify temperature and water flow.
LOGKEEPING
| 1 - Establishment of Operating Logs | 5 - Corrections |
| 2 - Timeliness of Recordings | 6 - Log Review |
| 3 - Information to be Recorded | 7 - Care and Keeping of Logs |
| 4 Legibility |
A. INTRODUCTION
Operations records contain a narrative log of the NSLS status and of all events required to reconstruct a history of operations. In this context, logs are defined as a narrative sequence of events or functions performed by the operations staff.
B. DISCUSSION
Operation logs are established to record the data necessary to provide a history of the NSLS's operation. The scope, type, and amount of data required by management are entered into the logs, including documentation of actions taken, activities completed, and data necessary to reconstruct events. Logs are reviewed to insure they are adequately maintained and that operations personnel are aware of the information in the logs.
C. PRACTICE
1. Establishment of Operating Logs
The NSLS operators and operations coordinator paper logs are maintained in the NSLS Control Room. Electronic logs are maintained on the NSLS computer server, which is routinely backed-up. Entries are made only by NSLS Operators, Operations Coordinators, Operations Supervisor, Head of Operations, or by an individual with permission from any of the aforementioned.
2. Timeliness of Recordings
Information is entered promptly or as soon as reasonably possible to prevent inaccuracies. Log keeping does not take precedence over controlling and monitoring the NSLS.
3. Information to be Recorded
The operations logs must be stamped and signed by the on-coming shift personnel after they have read and understood the content. All information pertaining to the safe and efficient operation of the NSLS is recorded in the operations logbooks. To aid in reconstructing events, as much information as possible is logged during emergencies, and abnormal or unexpected events.
Minimum information required:
4. Legibility
All log entries must be legible, understandable, and made in pen of a color that can be photocopied (for paper logs).
5. Corrections
Incorrect entries are scored with a single line and initialed. References to incorrect entries are made in the shift summary.
6. Log Review
The Operations Group Section Head and/or Supervisor review the operations logbook on a periodic basis. The section head will provide a signature in any available space on the log page. The signature on the log page will signify all log pages have been reviewed from the previous time of signing to the present.
7.Care and Keeping of Logs
The Operators Supervisor has the responsibility for filing and storing the logs for the expected life of the facility. Backlogs are available from the Operations Supervisor for review by Operators, Coordinators, or staff returning after an absence. The logs must be backed-up and retained in accordance with the records management subject area.
OPERATIONS TURNOVER
| 1 - Turnover Checklists | 4 - Discussion and Exchange of Responsibility |
| 2 - Document Review | 5 - Shift Crew Briefing |
| 3 - Control Panel Walkdown | 6 - Reliefs Occurring During the Shift |
A. INTRODUCTION
Operations turnover provides oncoming operators with an accurate picture of the overall status of the NSLS. This chapter compliments the guidelines of Chapter II, Operating Practices, and Chapter III, Control Area Activities, and describes the important aspects of good operations turnover.
B. DISCUSSION
Operations turnover is a critical part of the NSLS's operation. Inaccurate or improper (incomplete) shift turnover can contribute to, or cause safety incidents, so it is essential that operations personnel perform shift turnovers such that an effective transfer of information takes place. Personnel shall not assume operational duties unless they are physically and mentally fit to do so, and until they and the off-going personnel have a high degree of confidence that an appropriate information transfer has taken place.
Oncoming personnel shall review the written (logs, records) and visual (monitors, oscilloscopes, computer pages, and alarm pages) information and receive a verbal briefing before assuming the responsibility of operating the NSLS. Appropriate shift-overlap time must be allowed to accomplish proper information transfer.
C. PRACTICE
Computer "Save and Restore" files are used to store all machine parameters and are used in place of shift checklists. The on-coming Operator will familiarize himself/herself with the current save and restore files. In addition, each shift logs files used and changes in parameters.
Oncoming Operators use the first several minutes of the shift scanning various monitors, alarm displays, computer pages and reading the on-going log to familiarize themselves with the current operating conditions.
3. Control Panel Walkdown
As part of operator take-over, the on-coming Operator and Coordinator reviews the machine status and previous operational history displayed on TV monitors in the control room.
4. Discussion and Exchange of Responsibility
Before taking responsibility for operating the NSLS, the on-coming Operator and Coordinator(s) will sit with their out-going counterpart to ensure that he/she is fully cognizant of the operating conditions. The Operator and Coordinator(s) will then sign their names in the log.
The on-coming Machine Operator and Operations Coordinator is given a verbal briefing by the out-going Machine Operator/Operations Coordinator, covering what has occurred since he/she was last on shift. In addition, the on-coming Operator and Coordinator will review the log since his/her last working shift.
6. Reliefs Occurring During the Shift
The on-duty Operator may be relieved from the control room by the Operations Supervisor, Operations Group Section Head, a qualified Operator, or a qualified Operations Coordinator, cognizant with the operating conditions of the facility. The Operations Supervisor, a qualified Operations Coordinator or a qualified Operator may relieve the on-duty Operations Coordinator. The on-coming Operator or Coordinator is given a verbal briefing by the out-going Operator or Coordinator when a relief occurs during the shift.
OPERATIONS ASPECTS OF FACILITY PROCESS CONTROL
| 1 - Operator Responsibilities | 3 - Operator Response To Process Problems |
| 2 - Operator Knowledge | 4 - Communication Between Operators and Process Personnel |
A. INTRODUCTION
This chapter discusses the importance of process control systems when used as part of NSLS operations.
B. DISCUSSION
The Operators and Coordinators must understand process control operations. They also must understand and maintain the safe handling of chemicals and gases.
C. PRACTICE
The Operations Coordinators, who have the responsibility for safety on the experimental floor, are trained to monitor systems and respond to adverse situations in those systems. Examples are the hydrogen target, cryogenic facilities, machine cooling systems, liquid nitrogen storage facility, and beamline safety systems.
On-the-job training (OJT) takes place for machine support systems. In addition, training is accomplished through formal BNL and NSLS training in HAZCOM, Radiation Worker Training, and Hydrogen Target Training. Training is documented and recorded by the NSLS Training Coordinator, operations supervisor, or in the BTMS.
3. Operator Response To Process Problems
NSLS Operators and Operations Coordinators are trained to make appropriate responses to out of normal events or problems. The response may be following specific procedures or shutting down systems or equipment. If necessary, additional expert assistance is obtained through a call-in list. These events are logged in the operations log in the NSLS Control Room.
4. Communication Between Operators and Process Personnel
Fault reports are generated by the on-duty operator and sent to the appropriate supervisor or engineer whenever there is an equipment or system failure. Bi-monthly meetings provide the forum for reporting and analyzing the situations that have arisen.
REQUIRED READING
| 1 - File Index | 4 - Documentation |
| 2 - Reading Assignments | 5 - Review |
| 3 - |