1.     Task Proposal
        1.1  Task Proposal ID:    08/TTS-002                                        Date received in SPA:        2008-02-27
        1.2  Task Title:                Expert  -  (P4) Documentation Specialist
        1.3   Requester/Division/Section:        Pacala/ SGTS / TTS
        1.4   Is this a CFE task?        Yes
        1.5   Task Category:              F
        1.6   Is this a joint task for MSSPs?        No
        1.7   Is multiple acceptance required?     No
                If 1.6 or 1.7 is yes, indicate the reason:

2.     Project:
        2.1  Project ID:                SGTS-001                                            Project Type:
        2.2  Project Title:             NDA Techniques
        2.3  Project Manager/ Division / Section:            Ryzhikov / SGTS / TAU

3.     Safeguards Requirement Identification

        3.1    What is needed, why and when:

The Division of Technical Support is responsible for the development, implementation and maintenance of safeguards equipment systems.  This complex task is currently documented in the Authorized Instrumentation Information System (AIIS).  The system is currently comprised of more than four hundred documents.  The documents range from documentation for the development of new equipment systems through to step-by-step technical procedures for equipment use.

In order to continue to meet the needs of the Department, the equipment documentation system requires urgent review and revision.  The current system is partially out of date.  It is estimated that 80% of the documents are in urgent need of attention and that thirty new documents are currently needed.

Due to the significant workload and the fact that the work will require significant consultations with subject matter experts, a CFE with wide experience in instrumentation, document management and technical writing considered to be the most effective and efficient method to perform the work.  A key requirement will be the improvement of the equipment documentation system on the basis of the existing Departmental document control system and that can easily be maintained by the responsible Sections within the Division after the completion of the CFE task.

        3.2   How will the task results be used and by whom?

The Section for Technical Support Coordination will coordinate the work across the Division ensuring that the end users in the Division and Operations Divisions have a complete set of easily accessible documents.  The CFE will be expected to ensure compliance with the Agency's procedures and the Departmental Quality Management System (QMS).  The CFE will also ensure that Operation's Divisions and Training Section have a set of up-to-date equipment procedures in a consistent format.

        3.3   Consequences if task is not performed:

• Delay in implementation of improvements to the existing documentation management system and related tools information systems.

• Delays in introduction of new documents and updates of full set of instrumentation documentation, which is used for safeguards inspections and equipment maintenance.

• Increased risk of non-compliance of instrumentation related activities, including instrumentation development projects, with some of the Department's QMS requirements.

• Poor procedures and training might have a negative impact on equipment reliability.

4.     IAEA Proposed Work Outline:

           4.1 Major task stages with timing:
            1.  Gap analysis of the contents of the existing documentation management systems, and development of a 2-year workplan (Month 1)
            2.  Integration of existing documentation with the Departmental document management system and maintaining accessibility of documents
                 through the Authorized Instrumentation Information System (AIIS) (Month 2-6)
            3.  Drafting and assistance in the preparation of instrumentation and management procedures (Month 4-8)
            4.  Further detailing of proposals for improvements of the equipment documentation management and related information systems (Month 7-12)
            5.  Assistance in equipment documentation management redesign and implementation of proposed improvements, assistance in preparation, review
                 and updates of instrumentation and management procedures  (Month 9-24).

   4.2 Support Division(s) / Section(s):         SGTS / TTS                                                                            

          4.3 End User Division(s) / Section(s):       SGTS / TAU, TDO, TIL, TSR, TTS         

          4.4 Estimated duration in months:            24

5.     Safeguards Approval Process

6.     Acceptance by MSSP(s) - under review
        6.1  MSSP(s) to which task is proposed:               Date accepted:                    Agency Task ID:
                                                                AUL
                                                                CAN
                                                                UK
                                                                USA