As mentioned in our previous articles, CERN has put in place a structure to manage and oversee concurrent activities during Long Shutdown 3 (LS3). One of the key measures is the monitoring of activities on the ground.

Why monitor?

In addition to being a regulatory requirement, monitoring makes it possible to check that work is being carried out properly and that the measures determined during the preparatory phase are being implemented, as well as to identify any deficiencies that could lead to safety incidents. Note that a complete absence of monitoring or inadequate monitoring may constitute a breach of coordination obligations.

When to conduct a site visit

The frequency of site visits depends on the context: duration of work, level of risk, working environment, concurrent activity or number of operating entities.

It is strongly recommended that a site visit be carried out:

• at the start of the activity;
• during critical phases (hazardous work, special manoeuvres, validation of scaffolding, inspections, etc.);
• when the team changes;
• in the event of a safety incident (particularly an accident) or in response to a specific request;
• on an unannounced basis, in order to observe the actual working conditions and to demonstrate CERN’s commitment to safety.

What to check

A site visit is an opportunity to check that the measures determined during the preparatory phase are being implemented, in particular that:

• the work area has been made safe;
• the required signage is in place (indicating the WSS and the supervisor of the operating entities as well as any prohibited actions and requirements);
• the established working procedure is complied with;
• there are no unplanned concurrent activities;
• the equipment being used appears to be in good working order.

What to do after a site visit

A written record must be produced for each visit.

An email must be sent to the supervisor of the operating entities and, where applicable, to the other WSSs concerned. Depending on the situation, the line manager, the contract manager and the TSO may need to be copied.

The message must include:

• details of the progress of the work;
• any safety observations;
• any corrective actions taken or planned;
• the relevant technical details.

If there are no safety observations, this should be stated explicitly: “No safety observations”.

In the event of deficiencies or danger

Any deficiencies related to working procedures and/or safety requirements must be assessed, corrected within a reasonable time frame and analysed in order to determine the causes. In the event of unplanned concurrent activities, the risks must be reassessed and the activities suspended until appropriate measures have been put in place. If there is a serious and imminent danger, the activity must be stopped immediately, the stakeholders informed promptly and the situation confirmed in writing.

Check out the nine CERN Safety Fundamentals. Safety first. Safety always.