CATS Reference Manual

 

Document Number:

QA12kdC3

Review Date:

01/29/2018

Revision Number:

Rev 1.1

Periodic Review Date

03/01/2020

Document Custodian:

Mary Jo Bailey

 

 

Content Classification:

C1= Contract or Regulatory requirement. Requires TJSO review and/or approval.

C2 = Technical Content. Requires management or Subject Matter Expert review and/or approved by Laboratory Director.

C3 = Risk Code >2, affects +1 work groups, or at management discretion. Reviewed by SME(s) and approved by affected group manager(s)

 

INTRODUCTION

Jefferson Labs Corrective Action Tracking System (CATS) is used to monitor the progress to completion of Issues and related Corrective Actions identified by Events.

 

This reference manual provides instructions for navigating the CATS database and its functions. The Issues and Corrective Actions Management Program defines the process by which Jefferson Lab identifies Events.

 

If you have any comments or concerns, please contact the CATS Administrator Mary Jo Bailey, mbailey@jlab.org (ext 7277) for assistance.

 

TABLE OF CONTENTS

 

GETTING TO THE SYSTEM... 3

EVENTS. 3

v ADD Event 4

v Assessment/Audit 5

v Inspection. 6

v Occurrence (i.e. Notable Event, Accident, Incident) 7

v Radiation Deviation Report 8

ISSUES. 9

v ADD Issues. 9

v CLOSE/APPROVE Issues. 11

CORRECTIVE ACTIONS. 13

v ADD Corrective Action(s) 13

v COMPLETE Corrective Action. 14

STATUS UPDATES. 16

SEARCH.. 18

v Quick Search. 18

v Advanced Search Options. 19

CREATING REPORTS. 21

KEY POSITIONS. 23

TRAINING CERTIFICATION.. 24

REVISION SUMMARY.. 24

 

GETTING TO THE SYSTEM

 

Go to www.jlab.org

 

Click on the A-Z INDEX tab.

 

Click on the C

 

Scroll down and Click

Corrective Actions Tracking System (CATS)

 

Input your User Name and Password, you will get the following screen:

CATSHome

 

 

Back to

Table of Contents

 

 

EVENTS

 

When an activity identifies a non-conformance with a regulation, or an opportunity for improvement, it is considered an Event.

 

 

v  ADD Event

 

Identified Event Categories: Use the pull-down menu to select the appropriate category:

        Assessment/Audit includes:

o   Audit (JSA (AU), Supplier/Vendor (SVA))

o   Environment Management System (EMS)

o   Exercise/Drill (ED)

o   Independent (IA)

o   Management/Other (MOA)

o   Review (Readiness, Safety Team (STR), External)

        Inspection (INSP) includes:

o   External Observation

o   Management Observation

o   Staff Observation

        Occurrence (Notable Event, Accident or Injury) (NE)

o   Environmental

o   Facility Status

o   Management Concerns/Issues

o   Noncompliance Notifications

o   Operational Emergencies

o   Packaging & Transportation

o   Personnel Safety & Health

o   Radiation Control

        Radiation Deviation Report (RDR)

OR

If you do not see an appropriate category, use Inspection.

 

 

Back to

Table of Contents

 

 

v  Assessment/Audit

 

When an Assessment/Audit identifies a non-conformance with requirements, or an opportunity for improvement, it is considered an Event.

 

Describe the Event. Items denoted with a red must be completed.

 

Report Date: Date Report was completed, or otherwise denoted on the report.

Response Owner: Person responsible for the Report.

Assessment Type: Select the appropriate designation from the pull-down list (See Assessment/Audit above.

Title: Title of the Report, or other summary designation.

Report Hyperlink: Copy and Paste the location of the report if it is on the Web.

Business Sensitive: If Yes this will restrict the content.

Save Event: Saves the Event.

Add Issues: You may continue to input data (see ADD Issue below).

 

NOTE: Jefferson Lab utilizes an electronic Assessment Planning and Report System (APRS) to document its formal Assessment/Audit activities. When the APRS provides an electronic solution for adding assessment Events into a CATS Record it automatically pre-populates the information into the CATS.

 

Back to

Table of Contents

 

 

v  Inspection

 

When an Inspection identifies a non-conformance with requirements, or an opportunity for improvement, it is considered an Event.

 

Describe the Event. Items denoted with a red must be completed.

 

Inspection Date: Date inspection was performed.

Response Owner: Person responsible for the Inspection.

Inspection Type: Select the appropriate designation from the pull-down list. (See Inspections above.)

Location: Use the scroll list to designate the inspection area.

Safety Warden: Use the pull-down list to designate the individual. (Click HERE for a listing of Safety Wardens)

Accompanied By: Use the scroll bar to designate any additional individuals.

Business Sensitive: If Yes this will restrict the content.

Save Event: Saves the Event.

Add Issues: You may continue to input data (see ADD Issue below).

 

 

 

Back to

Table of Contents

 

 

 

v  Occurrence (i.e. Notable Event, Accident, Incident)

 

Notable Events are, by default, Events. They require follow-up Corrective Actions to prevent recurrence. Notable Events are added as a CATS Record as part of the investigation process.

 

Describe the Event. Items denoted with a red must be completed.

Event Date: Date of Occurrence.

Response Owner: Person responsible for the Notable Event Investigation.

Title: Title of the Notable Event, or other summary designation.

Category: Use the scroll down arrow and select the most appropriate. (See Occurrence above.)

Location: Use the scroll list to designate the affected area.

        Safety Warden: Use the pull-down list to designate the individual. (Click HERE for a listing of Safety Wardens)

Event Description: Summarize the Notable Event.

Save Event: Saves the Event.

Add Issues: Continue to next section input Issue data. (see ADD Issue below).

 

 

Back to

Table of Contents

 

 

 

v  Radiation Deviation Report

When an activity finds a situation that is not in compliance with requirements outlined within the Radiation Control Manual it is considered a radiation deviation.

 

Notify Radiation Control (757-1743) immediately; they will determine appropriate corrective actions.

 

 

Back to

Table of Contents

 

 

ISSUES

 

An Issue is a process, procedure, material or equipment etc. (or part thereof) that was found non-compliant with a regulation or requirement.

 

(Opportunities-for-improvement, are not, per se, deviations from requirements, but may be considered issues based on the discretion of Management if Corrective Actions are warranted).

 

 

v  ADD Issues

 

Once all Event information is complete click the Add an Issue button near the bottom of the page.