The following has been communicated to the instrument responsibles in June 2000 by email:
The procedure is to assemble a Safety File, in which all safety-relevant information shall be collected. The top level document shall be the Safety Compliance Report. This report is prepared by the instrument PI (or WP manager or delegate) and accepted by the Head of Division at PAE.
Documents referenced in the Safety Compliance Report and contained in the Safety File shall be:
A first version of the Safety Compliance Report and the Safety File shall be prepared by the PI or the WP manager during system testing (usually in Europe). The documents should be submitted to ESO a few months before PAE. Even if not all documents are ready at this time, this is important for a review the list of documentation and to prepare the safety inspection visit.
This inspection will be made at the site where the instrument is being system tested. The instrument should be fully operational and integrated. This implies that the visit should be held about 4 weeks before PAE, i.e. with a time margin sufficient to organise a second visit or take corrective action in case safety deficits are found. About 1.5 - 2 days should be reserved for the visit with no other major work going on. In principle, the chief instrument responsibles (i.e. PI, engineers responsible for mechanics, handling tools, electronics and cryogenics as well as documentation, drawings etc. should be available in case points must be clarified. Normally, the inspection team shall consist of at least the person responsible to organise the Safety Check and the electrical safety/EMC engineer from ESO. Internal or external experts may be added when necessary (e.g. TÜV) or a separate visit arranged.
After the inspection but before PAE, the Head of the Instrumentation Division
and the Instrument Responsible shall receive a report on the Safety Check of
the instrument. Any missing or incomplete documentation, additional tests, necessary
modifications and areas of concern shall be pointed out and remedial measures
suggested to ensure safety during installation, commissioning and operation
of the instrument. In case he considers the safety situation of the instrument
satisfactory, the Head of Division (or ESO WP manager, TBD) accepts the Safety
Compliance Report and the Report on the Safety Check as part of the PAE. The
Observatory (Director and/or Site Safety Officer) also receive a copy for information.
The Safety File will be very useful during the commissioning period as a common,
single source of all safety related info. During this period, the commissioning
team is placed under the formal authority of the Director of the Observatory
for its activities. In particular, the team must observe the Observatory Safety
Regulations. On the other hand, the Observatory (specifically the Site Safety
Officer) must be informed of the activities that will take place during the
commissioning phase, as well as on the specific safety aspects of the instrument,
to allow him to advise the team during commissioning.
During the commissioning period, the Safety Compliance Report is updated by the Instrument Team, (advised by the INS and Site Safety Officers) and the second (final) version is signed by the INS Head of Division and the Observatory Director as part of the PAC procedure.
For the benefit of projects preparing for future Safety Inspections, here is a list of aspects that are normally reviewed and discussed, using as a guideline the SCA.
Comments to G. Rupprecht
last updated May 20, 2003