Reviewing incidents¶

User Guide › Reviewing incidents

Each incident is reviewed twice:

• the SME review, by the subject matter experts (SMEs) for the failed system, and
• the OPR review, by Operability.

The review status shows on each event's row (an SME icon and an OPR icon: reviewed, partly reviewed or not reviewed) and in each incident's Review column (SME: Yes/No, OPR: Yes/No). Select the * next to "Review:" to see the full review.

Review levels¶

An incident's review level depends on how long it lasted, and decides what the SME review needs. The incident's row shows the level as "Unknown" until the incident is closed; reports count open incidents as Level Ⅲ+ and not reviewed.

The expert email describes what each level involves:

• Level Ⅰ: short repairs (5–30 minutes). Group leader or SME review: check a box. Due in 2 days.
• Level Ⅱ: a single system, more than 30 minutes of repair. Review and a root cause statement. Due in 2 days.
• Level Ⅲ: a 4-hour escalation, or at the Director of Operations' discretion. A root cause memo using the Level Ⅲ template, and a 3–4 minute report at the next Weekly Summary Meeting.
• Level Ⅳ: a program change, a safety issue, a compounded event, or at the Director of Operations' discretion. A Repair Investigation Team, using the Level Ⅳ template, within 3 weeks.

DTM itself doesn't tell Level Ⅲ and Ⅳ apart: both are Level Ⅲ+. Reports count an incident with a RAR as reviewed whatever its level. The RAR Procedure has the details.

SME review¶

Who the SMEs are¶

Each system has a list of experts, kept by the DTM administrators on Setup › Expert List (and shown on Reports › Expert). When an incident is created, or its system is changed, the system's experts become the incident's SME Reviewer(s). To assign other experts, edit the incident and change Reviewer(s) (usernames separated by spaces) on the Explained tab. Whenever the SMEs change, the incident's acknowledgement goes back to No.

Expert email¶

Where email is turned on, each weekday at 9:55 DTM emails every SME who has closed incidents that aren't acknowledged from the last 24 hours (72 hours on Mondays). The email lists the incidents with links, a DTM-RAR Review link to the SME's unacknowledged incidents, and the action level table above. Administrators can preview it, or send it to one person, from Setup › Email.

Doing the review¶

1. Find the incident: follow the link in the email, or on Events filter by SME and Expert Acknowledged.
2. Select Edit SME Review on the incident's row (or on its incident page).
3. Fill in what the incident's level needs:
4. Acknowledged (Level Ⅰ): Yes, or Reassign if it was assigned to the wrong expert.
5. Root Cause (Level Ⅱ): what caused the failure, up to 512 characters.
6. Repair Assessment Report [RAR] (Level Ⅲ+): choose the report file (PDF, Word or text, up to 10 MB). It uploads as soon as you choose it; uploading again replaces it.
7. Select Save.

Giving a root cause also sets Acknowledged to Yes; uploading a RAR doesn't, so set it to Yes as well, or the incident stays on your list of unacknowledged incidents. Reassign only marks the incident; nobody is notified, so change its Reviewer(s) or tell Operability who the right expert is.

OPR review¶

Operability reviewers (the dtm-reviewer role, acting as Reviewer) review each incident's record: they correct it where needed, then select Edit Incident, open the Explained tab and fill in:

• Reviewer: the reviewer's username (Me fills in yours),
• Repairer: the groups that repaired it,
• Solution: how it was fixed.

Incidents can be OPR reviewed while their event is still open, which helps with long degraded events.

Once an incident has an OPR reviewer, operators can no longer change it or its event; reviewers still can. Reviewers can also change events that closed more than 10 hours ago. Changes made as Reviewer don't create logbook entries; switch to Operator in the menu next to your name if you want them.

The Operability tab's weekly and monthly repair pages have reviewer-only editing too; see Reports.

RAR tab¶

The RAR tab lists the incidents that have a Repair Assessment Report, with their hours, the problem and component, the root cause, the report's Download link and upload date, and the SMEs with whether the incident is reviewed. It opens on the previous month's CEBAF Blocked incidents; change that with Choose..., and sort by duration, time down or upload date.

Its buttons open the Procedure and the Level Ⅲ Template and Level Ⅳ Template documents.

RARs for SAM periods¶

Add SAM RAR records a RAR that doesn't belong to a downtime incident, such as one for work during a scheduled accelerator maintenance (SAM) period. It creates a closed CEBAF Blocked event with one Unknown/Missing incident to hold the report. That event is counted like any other, so its hours appear in the CEBAF Blocked downtime reports.

To add one:

1. Select Add SAM RAR, enter a Title and Time Down. Time Up defaults to 4 hours after the time down.
2. Select Next, choose the report file, then select Done.

These events must not overlap other CEBAF Blocked events. If the exact time doesn't matter, use a 4-hour block starting at midnight on the first day of the SAM, and put further SAM RARs on different days. Operators can only add them for the last 10 hours; a reviewer can add older ones.

Finding incidents that need review¶

• Reports › Root Cause lists incidents with their review level, root cause and SMEs, filtered by All Incidents, Not Reviewed or a single level.
• Events, filtered by SME and Expert Acknowledged, shows one expert's incidents.