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