SLAC QA Plan
Upcoming SlideShare
Loading in...5
×
 

SLAC QA Plan

on

  • 269 views

 

Statistics

Views

Total Views
269
Views on SlideShare
269
Embed Views
0

Actions

Likes
0
Downloads
1
Comments
0

0 Embeds 0

No embeds

Accessibility

Categories

Upload Details

Uploaded via as Microsoft Word

Usage Rights

© All Rights Reserved

Report content

Flagged as inappropriate Flag as inappropriate
Flag as inappropriate

Select your reason for flagging this presentation as inappropriate.

Cancel
  • Full Name Full Name Comment goes here.
    Are you sure you want to
    Your message goes here
    Processing…
Post Comment
Edit your comment

SLAC QA Plan SLAC QA Plan Document Transcript

  • STANFORD LINEAR ACCELERATOR CENTER Facilities Department DEPARTMENT OF ENERGY FACILITIES INFORMATION MANAGEMENT SYSTEM QUALITY ASSURANCE PLAN June 2008 SLAC FIMS QUALITY ASSURANCE PLAN
  • PURPOSE The purpose of the Quality Assurance Plan (QAP) is to ensure the integrity and preservation of the data entered into the Facilities Information Management System (FIMS). INTERNAL ORGANIZATIONAL STRUCTURE AND RESPONSIBILITIES The internal organizational structure to manage the FIMS requirements is: 1. The Facilities Department Head is responsible for administration and local policies governing the implementation of FIMS. This position shall supervise and support the effort to achieve the DOE directives and guidelines as accepted under the SLAC/DOE contract. 2. The Facilities Deputy Department Head for Facilities Planning and Business Services is responsible for oversight, data integrity and the annual audit of the FIMS effort at SLAC. 3. The FIMS Manager and/or trained backup reporting to the Facilities Deputy Department Head, is directly responsible for: o Performing all aspects of FIMS database administration, maintenance and reporting, o Assuring timely and accurate data input, o Verifying data integrity through self-assessment, o Reconciling FIMS with the Financial Information System (STARS) monthly, o Acting as FIMS liaison with Laboratory and DOE representatives, o Making ongoing assessments of FIMS development, implementation and operations and providing suggestions for site program value added improvement. 4. The Accounting Office shall be responsible to provide updated financial information each month to the FIMS Manager and/or designee for input into FIMS. 5. The Environmental, Safety, & Health (ES&H) Division shall be responsible to provide annual and/or as required hazardous material, chemical, oxygen depletion, environmental, safety, and health documentation status information and changes to the FIMS Manager and/or designee for input into FIMS. 6. The Earthquake/Seismic Retrofit Group shall be responsible to provide an annual and/or as required status and update pertaining to seismic building data elements for input into FIMS. 7. The SLAC Space and Site Planning Manager shall be responsible to provide an annual and/or as required status and update pertaining to buildings status, occupants, and site data elements for input into FIMS. 8. The Facilities Department shall be responsible to provide an annual site maintenance update and status for input into FIMS. 9. The Energy Program Manager shall be responsible for providing an annual status document on our efforts to comply with the Sustainability objectives as outlined in the Executive Order 13423 for input into FIMS. ____________________________________________________________________________________ Rev. 06/08 1
  • SLAC FIMS QUALITY ASSURANCE PLAN DATA SOURCE IDENTIFICATION AND DOCUMENTATION The FIMS Manager and/or designee shall maintain a listing of each data element and the contact source for the data item. This listing will be reviewed annually and/or as directed by the Facilities Deputy Department Head. SYSTEM CHANGES ASSURANCE The FIMS Manager and/or designee shall maintain a file listing of each data element item indicating the most recent change entry. This listing will be reviewed and verified as required under the direction of the Facilities Deputy Department Head. New DOE authorized data elements shall be populated as data becomes available and/or per DOE requirements. This will be reviewed and verified as required under the direction of the Facilities Deputy Department Head. INTERNAL VALIDATION/VERIFICATION PROCESS Upon completion of data entry, reports shall be generated from the database and compared against the requested updates and corrections to verify the accuracy of the data in FIMS. A hard copy of FIMS asset report data reflecting financial information before and after change input shall be provided for review and verification of monthly accounting changes input into FIMS. Financial data shall be reconciled quarterly by individual asset line item numerical total to confirm error free entry. Errors noted shall be brought to the attention of the FIMS Manager and/or designee who shall validate and verify their correction and accuracy, and revise the data base. Original copies of data element changes shall be filed by the FIMS Manager and /or designee to verify data. These files shall be retained for reference under the direction of the Facilities Deputy Department Head. DATA CERTIFICATION REQUIREMENTS AND FREQUENCIES The FIMS audit shall include a checklist to verify certain asset data base information accuracy. Assets shall be surveyed as required when information is needed. In addition, a minimum of 5% of FIMS real property assets shall be audited annually to verify data base accuracy by the following departments: General Building Data shall be audited by the Manager of Space and Site Planning. Hazardous Materials Data shall be audited by the ES&H Department. Seismic Data shall be audited by the Earthquake/Seismic Retrofit Department. Maintenance Data shall be audited by the Facilities Department. Sustainability Data shall be audited by the Energy Program Manager. In the event inaccuracies are discovered, additional FIMS assets shall be reviewed to determine system status. Rev. 06/08 2
  • SLAC FIMS QUALITY ASSURANCE PLAN ORIENTATION AND TRAINING Personnel shall be trained to perform their assigned job functions. Training takes place both in classroom (DOE/HQ sponsored) and on-the-job. SLAC shall send data entry personnel to classes whenever an update or personnel change takes place within the system, when such classes are available. MAINTENANCE OF RECORDS Electronic record copies shall be kept on file, in addition to a hard copy data for all data elements in the database. These files will be retained according to DOE, SLAC, and the Facilities Department Guidelines. IDENTIFICATION AND CORRECTION OF PROBLEMS When problems or issues arise around the process to obtain, enter, report, validate, or certify data, they are addressed immediately. o The FIMS Manager will inform the Facilities Deputy Department Head of the issues. o The appropriate people will be invited to become involved in meetings and actions to correct the problem. o Follow up will be done with all interested parties to assure that the process is working and to ascertain if further changes are required. o This is an ongoing process and is repeated as necessary. Reviewed and Approved: _______________________________________ ____________________ Facilities Deputy Department Head Date _______________________________________ ____________________ Facilities Department Head Date Rev. 06/08 3