In previous articles in this series on coordinating activities during Long Shutdown 3 (LS3), we highlighted some of the ways to manage the risks associated with concurrent activities, such as careful work planning, use of coordination tools and good communication across teams. While these measures are all essential for preparing and carrying out work safely, another equally important step is sometimes underestimated: the meticulous management of the end of work.

During LS3, hundreds of activities are under way simultaneously in and around CERN’s accelerators, technical facilities and buildings. Closing out work meticulously not only ensures that areas are safe and operational; it also prevents interferences and residual risks that could jeopardise the work that follows. To ensure that subsequent activities can be carried out under safe, controlled conditions, always follow these steps:

Reinstate the work area

• Remove all temporary markings and barriers (signs, tape, cones, etc.).
• Clear away waste, leftover materials and packaging.
• Remove all machinery and equipment used for the work.
• Put back any furniture or equipment that was moved.
• Clean up the area one last time.

Check on site that these actions have been carried out, and keep a written record of them (e-mail, report or another form of documentation).

Perform the necessary checks

• Carry out the technical acceptance of the work, including any necessary tests and their documentation, in order to confirm that the work meets the original requirements.
• Have the required regulatory and/or safety inspections conducted (initial electrical inspection, verification of lifting equipment, pressure tests, etc.).
• Update the technical documentation for the equipment, facilities and areas concerned.
• Inform the SCE Department’s Topography Service of any changes to the underground networks or of any new ones installed.
• Check that the installation has been set up in accordance with the integration studies conducted beforehand. In the event of non-conformity, the installation should be corrected to restore compliance with the approved integration plan. If the installation is to remain as installed, the integration documentation must be updated to reflect the actual situation, including a mandatory update of the 3D integration models.

Declare the completion of work

Completion of the work must be explicitly declared to:

• the relevant CERN services, so that equipment that was locked out can be recommissioned;
• the relevant coordination teams or, failing that, your Territorial Safety Officer (TSO), to confirm that the work is finished and the area has been released;
• the work requester and, where applicable, the area manager, so that so that normal operation of the facilities can resume.

Manage reservations

Technical acceptance and mandatory inspections may give rise to reservations that need to be corrected or adjusted, either immediately or at a later date.

Any such follow-up must be treated as new work. Before new work can be performed in the area, it is necessary to ensure that:

• access to the area has been authorised;
• no activity that is incompatible with the remedial work is under way in the area or, at the very least, the coordination teams and/or the TSO have agreed to it;
• the teams still have the resources and the means required to work in full safety.

If necessary, the IMPACT authorisations and associated permits must be extended or applied for again. No further work may begin until all the required authorisations have been obtained.

Even once the work has been completed, procedures must be followed to the letter: performing technical checks, reinstating the work areas, updating the documentation and communicating with the relevant parties are the final, essential steps to ensure a safe working environment and prepare the subsequent activities under the best possible conditions.

During LS3, with so many activities  under way, everyone has a part to play in making sure that a job is considered finished only once the area has been made safe, the necessary information has been updated and full coordination has been achieved between all the relevant parties.

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