Scientists Leverage WebFOCUS and

FOCUS to Manage a Program

Joseph P. Ring, Ph.D., CHPRadiation Protection Officer

RPO Responsibilities 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 Permit uses of radiation sources

– RAM, Lasers, Magnetic and Electric Fields

– Permit faculty use Certify Fume Hoods

– Energy Conservation

Radiation Program Scope

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

– Hazards Analysis– Assist in practical, technical and safety aspects of use

Training Ordering/Shipping/Receiving RAM Monthly Radiation Surveys Radioactive Waste

– Collect– Ship– Manage

Laboratory Design

In-Lab Presence 72% of staff (11.5 out of 15 FTE)

assigned in-lab Hazards Evaluation Technical Assistance Fume Hood Certifications

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

Regulatory Records

Annual Metrics 12,450 Radiation Laboratory Surveys

– 350,000 recorded measurement points 346 Permits

– For RAM, Lasers, Machines– 175 Annual Permit Audits

Delivered 1,600 RAM Packages 960 Hoods Managed and tested 21,184 Dosimeters issued

– Processing results maintained 1,460 Users Trained 1,698 ft3 of Rad Waste

– 62% of the volume managed in-house 25,000 pages of Reports Issued

Current Configuration Three Tier Configuration– Windows Servers– BEA App Server

105 Maintain Apps > 1,500 Report Apps 1.6 G in FOC Databases Users – 23 RPO staff– Hundreds of infrequent users from

labs

Data Issues Information Security– Remote access– User Access – tied to a PI– DBA Security

Compliance Management Business Operations Small Staff– Field staff need access in many places

High Reporting Demand– Commitment to reporting w/in 5 days

Inspection on Demand

IT Resources Available products do not meet

scope or structure of the operation– Would require extensive

customization Networking and hardware support Capable but not skilled physics

staff

Evolution Started with single PCs– To manage lab survey program

Moved to a network Expand other operations and

functions– Now includes all tasks– Management tool

Migrate to Webfocus– Three Tier System

Implementation Focus on Core Programs First!– Permits are the controlling point– Survey reports are high volume

First App was on an IBM AT on DOS

Structure Application– Permits– Surveys

Define Data and Requirements

Base Content on:– Regulations – Operations

What do we need/use? What do we want access to? Constraints– Reduce data entry– Increase availability/sharing– Field staff are computer hostile

Example ApplicationsPermitting and Surveys

Manages Permit Information

A Permit is issued to Faculty– Printed by system– Self service report

Sets requirements for use:– What can be used/purchased– Approved Lab Spaces– Approved Users– Specific Conditions

Defines Required Services

Development Old Days– Type reports and Modifies

Convert to Web Apps– Migration was easy– Reports required little effort– Modify Conversion to Maintain

Code copied Built new screens

Current– Development Tools

Report Writer Maintain Development Environment

Reporting More

Formatting Options

Compounding Reports

Easy!– Computer

hostile staff

Main Data FileControlling Point

Use Management

Manage Surveys

Survey Operations Permits Define the requirements Staff print worksheets Data Entry by technicians Reporting– Review content– Mail report to faculty

Program Management– All Tasks completed?– Time issues – distribution, entry, reporting– Trending

Staff Access Web-Based HTML Menu Calls – Maintain Apps– Reports

Dev Studio– One-off reports– Special Queries

First Venture into Web Need to control

purchases– Integrate

purchase and receipt functions

24-7 user community

Contracted with IBI Boston– Server Config– Maintain Apps– Reports

Access from Department Website

User Purchasing/Approval

App Controlled by

RPO Permitting Application

Allows purchases of Pre-approved RAM

Takes advantage of known information

Queues for receipt

Request Order

w/in approvals

Approved locations

Confirms Radiation Requirements

Radioactive Details Known

Nuclides

Retrieve from History Last

25 Orders

Review Order Edit Additions Complete

Communicate Order Placed

by RPO Awaiting

Delivery

Report Writers Used by– Technical staff– Office staff

Search for:– Specific issues as tied to use– Requests by administration

Data/Functions Managed

Permits– Authorizations– Spaces/labs– Devices

Users– Training– Qualifications– Dose monitoring

Purchasing and Receipt Instruments

– Calibration Audits Surveys

Inventory Waste

– Collection– In management– Shipments

Sources– Inventory – Testing

Environmental monitoring Fume Hood

– Inventory – Certification/testing

Service Billing

What is Next? Refining Auditing– Field input / Tablet?

Email distribution of reports Interface to E Procurement Safari and Mozilla Support